Summer School Officer / Summer School Officeress

Job Title: Summer School Officer

Reporting to: Director of Summer School

Job Purpose

The Summer School team plays a vital role within the Aiglon community, providing an enriching experience of Aiglon life to students aged 8-16 during the summer months. This program serves as an excellent introduction to Aiglon, leading many students to enroll in the academic year program. The Summer School Officer is essential for ensuring families enjoy a seamless and exceptional experience, from their initial inquiry through the enrollment process and throughout their time as students at Aiglon. This role involves working collaboratively with support and teaching staff across the school, demanding a strong commitment to teamwork and outstanding customer service. The needs and priorities of prospective pupils and their families must be at the forefront of all decisions. The Summer School Officer is expected to exemplify the school’s Guiding Principles, consistently upholding its ethos and values in every aspect of their work.

Key Tasks and Responsibilities

General Communication and Administration

• Be present during office hours to take calls, respond to emails, and welcome visitors.
• Ensure effective systems of communication and administration are in place for the smooth operation of the department.
• Update all databases and systems for new courses (iSAMS and Open Apply).
• Enter student course applications onto the appropriate databases and send confirmations to parents or agents.
• Prepare draft emails and send mailings as required by the Director of Summer School.
• Maintain excellent relationships with students and their families at all times.
• Correspond in both French and English.
• Ensure the effective management of the Department’s electronic and hard copy filing systems.
• Produce statistics and reports as required.
• Assist the Director of Summer School in researching and assessing the market to identify new courses and services.
• Support the Director of Summer School with program bookings for all courses, including bus and activity bookings.
• Collaborate with the Admissions Department to ensure that families experience seamless communication across both teams.
• Develop relationships with education agents and update them with marketing materials and information on courses.
• Welcome visitors, students, parents, and staff, and conduct campus tours as requested.
• Attend trade fairs and student recruitment events as required.
• Send out course brochures and literature as needed.
• Proactively enhance the admissions experience for prospective Summer School families.
• Represent the Summer School department in meetings with other teams when necessary.
• Liaise with the estates, housekeeping, catering, campus cafe, health centre, and other key staff regarding the courses.
• Liaise with the Finance Team as needed concerning payments, cancellations, reimbursements, and insurances.
• Liaise with the Computer Services Department regarding bespoke course databases and ICT needs.
• Support the Director of Summer School and HR Team in recruiting course staff.
• Develop and maintain the Summer School staff handbook and personnel documentation.
• Create and distribute travel arrangement lists for arrivals and departures of residential courses.
• Prepare documentation for unaccompanied minor transfers and manage related inquiries.
• Handle requests for student and staff ID cards for specific courses.
• Organize students’ health and accident insurance for courses, ensuring appropriate processing of claims.
• Order and prepare resources, materials, and equipment for courses and events.
• Assist in the operation of whole school events as directed by the Director of Summer School.
• Understand and implement all school policies and procedures, particularly those related to safeguarding children and young people.
• Uphold the ethos and values of the school, demonstrating respect for all colleagues and handling school-related matters confidentially.

Operational Activities (During the Summer School)

• Assist in the operation of the Summer School office as part of the Summer School Leadership Team (SSLT).
• Support the Director of Summer School in coordinating programs for each course in collaboration with course leaders and instructors.
• Provide administrative support to Summer School staff, including lists and booking details.
• Assist with the Summer School catering plan, ensuring all student and staff requirements are met.
• Oversee the handover of school equipment, ensuring inventories are in place and all equipment is returned at the end of the holiday period.
• Actively participate in Summer School life.
• Carry out any other tasks reasonably requested by the Director of Summer School to facilitate the smooth operation of the team.

Apply online using the form below. Only applications matching the job profile will be considered.