Summer School Coordinator

Summer School Coordinator

Department: Events

Line manager: Business Development Manager

Line manages: N/A

Salary band: 5

Hours: Full Time (37.5 hours per week)

Financial responsibility: N/A

DBS check required: No

Overview of the role

The Summer School Coordinator will be responsible for the planning, coordination and successful delivery of externally operated Easter, Summer and Winter programmes hosted at Murray Edwards College.

Acting as the primary operational lead and principle point of contact for clients, the postholder will ensure the seamless organisation of accommodation, teaching and catering requirements, while maximising the yield and utilisation of accommodation and teaching spaces during peak trading periods.

The postholder will oversee all administrative, logistical and operational aspects of the programme delivery, ensuring an exceptional client experience. Working closely with internal departments and external programme providers, the role will play a key part in maintaining a significant income stream for the college.

Main duties and responsibilities

Booking Administration

Yield management of bedrooms, ensuring maximum usage of all bedrooms available.

• Provide timely responses to enquiries and pre-arrival information.

Develop deadlines, schedules, and operational plans for all summer school cohorts.

• Booking management, produce contracts and deposit and final invoices in a timely manner.

• Accommodation and catering coordination, liaise with internal teams when allocating rooms and arranging meal plans.

• Maintain accurate programme records, databases, and reporting tools.

Client & Participant Communication

• Primary point of contact for clients and on-site coordinators.

Prepare welcome packs and joining instructions

Operational Delivery

• On-site coordination during programme periods, ensuring smooth daily operations.

Liaise with housekeeping, catering, porters, maintenance, and all other relevant departments regarding summer school activities and any impact on those departments.

Monitor groups and programme logistics.

Compliance & Safeguarding

• Support adherence to safeguarding requirements, including risk assessments and incident reporting.

Ensure GDPR compliant handling of participant data.

Maintain awareness of health & safety and College policies when taking any bookings.

Quality Assurance & Evaluation

Collect and analyse client feedback.

Contribute to continuous improvement of summer school operations, ensuring feedback from operational departments is taken into consideration.

Work with the BDM in maintaining client relationships and looking for future opportunities, whilst maintaining the existing client base.

Support and Cover

• Work with the Event Coordinators on event enquiries and management during non-peak residential school periods.

Cover reasonable additional tasks for the BDM in their absence.

Undertake any other duties appropriate to the grade as required.

Department Structure

Person specification

Essential			Desirable
Qualifications:		GSCE Maths and English, grade C or above or equivalent.		Degree in Event Management or equivalent qualification.
Skills, knowledge and experience:		Experience of working within		Working within higher education or an academic
		an events or residential school environment.	environment.
		Ability to manage multiple priorities and deadlines simultaneously.	Experience of summer schools or residential programmes.
		Experience of providing excellent customer service to external clients.	Experience of working with international clients. Knowledge of CRM or
		Ability to work with a range of stakeholders and operational teams.	booking/accommodation management systems. Awareness of summer school
		Excellent administration and financial knowledge.	market.
		Understanding of excellent customer service and client relationship management. Awareness of safeguarding
IT skills:		policy. Outstanding organisational and planning skills. Microsoft Suite.		Experience of using Kx or a
Personal attributes:		Friendly and approachable.		CRM and event management software. Competence in a second language.
		Courteous and respectful to others. Proactive approach to work.
		Strong customer focus and commitment to excellent customer service.
		Ability to remain calm under pressure Flexibility during peak