Activity & Excursion Manager

Positions available in Glasgow, Paisley, Edinburgh, Ayr, Canterbury, Bognor Regis (West Sussex) and Gloucester.

Total Salary£746.67 per week*

AccommodationIncluded

DurationSummer 2025

Reports toCentre Manager & St Andrew's College Management Team

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Essential Requirements

Good administrative and prioritising skills,
Computer literate,
Ability to organise and manage own work,
Effective communicator,
Able to adapt quickly to change and be flexible,
Demonstrate initiative towards taking on extra tasks,
Enjoy working with children and teenagers from different cultures,
Ability to address large groups of young people,
Good problem-solving skills,
Pass Disclosure Scotland /DBS background checking/ vetting procedures,
Previous residential experience,
Smart personal appearance,
Experience of working with children,
Previous summer school experience,
Previous activity leading experience,
Ability to maintain long periods of physical activity,
Previous supervisory experience.

*Holiday pay included

Desireable Requirements

Job Overview

The post of Activity and Excursion Manager is a residential one and includes all meals and accommodation

The Activity and Excursion Manager is responsible for the promotion, organisation and running of daytime and evening activities and all relevant liaison with Group Leaders, as well as assisting the Welfare Coordinator with the welfare, safety, and security of students in residential accommodation (including assisting in the arrival and departure of students and carrying out airport transfers). As a management role, this requires a high degree of flexibility and initiative.

The Activity and Excursion Manager will work closely with and under the guidance of the Centre Manager. They will deputise for the Centre Manager on request, manage a team of Activity Leaders and undertake administrative tasks as necessary (detailed in, but not exclusive to, those listed in the Main Duties and Responsibilities section of this document). They must liaise with the Centre Manager and group leaders daily to ensure that all clients are fully briefed on the daily programme and can assist with any problems that may arise.

An outlined activity programme is prepared in consultation with the Centre Manager and implemented by the Activity and Excursion Manager. The Activity and Excursion Manager will be responsible for delegating tasks to Activity Leaders and will conduct daily and weekly meetings with the activity staff and Centre Manager to ensure all activity staff are aware of the week’s activities and their specific duties. This is also an opportunity to discuss any issues that activity staff may have whilst ensuring staff morale is high.

An outlined excursion programme is prepared before groups’ arrival on campus and is implemented by the Activity and Excursion Manager. Any changes to an excursion programme are made in consultation with the Centre Manager or relevant Area Coordinators. The Activity and Excursion Manager will be responsible for delegating tasks to Activity Leaders on excursions and will conduct daily and weekly meetings with the activity staff and Centre Manager to ensure all activity staff are aware of the week’s excursions and their specific duties. This is also an opportunity to discuss any issues that activity staff may have whilst ensuring staff morale is high.

This post involves administrative and management duties, and therefore, strong administrative and prioritising skills are required. The Activity and Excursion Manager will work a six-day week that may include Saturdays and/or Sundays. All full-time staff receive one full day off per week.

In accordance with British Council accreditation criterion S4, you must provide a Disclosure (PVG in Scotland/’Enhanced’ DBS in England) and that this must be dated within three months from the start date of employment. If you have been working abroad, you must provide the equivalent ‘police check’ from that country. Whichever one you choose to supply; it must be specific to your suitability to work with under 18s. Disclosure checks made through St. Andrew’s College Language Schools are payable by the employee (£18 to £59) and will be deducted from your salary. The Company reserve the right to deduct the cost of these checks as soon as the process has started and regardless of the completion of the process. The company reserves the right to carry out PVG checks for all employees who don´t provide a suitable disclosure, unless otherwise requested by the candidate on acceptance of the job.

Please bear in mind that the procedure to receiving a Disclosure check can take up to 18 weeks. In the event that the disclosure is still pending at the commencement of employment, the employee agrees to comply with St Andrew’s College Language Schools, Safeguarding and Recruitment and Selection policies.

The employee must also provide an email address and contact telephone number of 3 referees who can verify their suitability for the post and suitability to work with those aged under 18.

All activity staff undergo a paid induction (£12.30/hour) and may be asked to start work after this induction. This payment will be made on completion of agreed contract and on return of all company resources and property. Both the induction and the work afterwards are paid. Attendance at the induction is an essential part of the employment.

Reports to: Centre Manager

Other Important Information

You may be required to work in excess of 48 hours per week. Evening and weekend work will be required.
Evening and weekend work will be required.
All staff accrue pro rata paid holiday during their period of employment.
Holiday pay in lieu of untaken holiday is paid at the end of the contract.
Pay will be processed for work undertaken until Sunday 20^th July on Friday 25^th of July.
Pay will be processed for work undertaken until Sunday 24^th August on Friday 29^thAugust, plus all holiday pay accrued across the period of employment.
Holiday pay in lieu of untaken holiday is paid at the end of the contract.
Company t-shirts, lanyards and ID badges are provided and must be worn at all times whilst on duty.
Salaries are paid in arrears into a UK bank account on the last Friday of every month.
Staff do not receive any overtime payment unless this is expressly agreed with the Managing Director.
All staff must be employees of St Andrew’s College Language Schools.

Main Duties and Responsibilities

Welfare:

To have read and understood the supervision manual and staff handbook and be fully conversant with our policies for the welfare and protection of children. At all times whilst on duty, staff are responsible for the care, welfare and safety of students whilst ensuring they follow the St Andrew’s College Language school rules.
Ensure that each student’s cultural, religious, and dietary needs are met and respected.
Manage lights-out duties, supervise other staff on pastoral care duties.
Help students to adjust to life in the UK and to understand information concerning personal safety, British law, and St Andrew’s College Language School Campus rules.
When required assist with airport transfers and student arrivals/departures.
Be responsible for Health and Safety issues in accommodation buildings and undertake fire warden duties. Ensure everyone is aware of emergency procedures.
Ensure information relating to fire, Health and Safety and medical emergencies is correctly displayed on the information board, in residences and in the Common Room.
Ensure that all St Andrew’s College Language Schools Health & Safety policies are implemented and monitored.
Liaise with Group Leaders daily, both informally and at scheduled meetings.
Assist Director of Operations with staff induction day, help provide training to Activity Leaders in planning, organising, and running on-site and off-site sports activities and excursions.
You are not expected to be on duty between 1 am and 8 am.

Management of the Activity Programme:

Preparing for activity sessions thoroughly. Preparation time can be considerable if you are to ensure the success of the timetabled session. This involves:
Having all equipment and materials, if appropriate, set up before students arrive.
Having considered all potential hazards concerning Health & Safety according to guidelines laid down, make necessary provisions to avoid accidents.
Knowing necessary instructions/directions before session start time.
Assisting the Centre Manager with providing Group Leaders with their specific weekly programme.
Having all equipment and decorations, if appropriate, set up before students arrive.
To rota staff effectively, considering the strengths, abilities and experience of activity staff.
Informing staff of their weekly work schedule at least 3 days in advance.
To keep track of Activity Leaders’ hours in accordance with St Andrew’s College Language Schools procedures and report them to the Managing Director accurately.
Ensuring activities comply with British Council and English UK guidelines (documents available on site).
Briefing relevant staff on the activity, especially on the procedures and risk assessments involved.
Ensuring events are promoted effectively and that students sign up in advance every day.
Ensuring that all students are present at activity and excursion sessions, maintaining accurate registers of group attendance and individuals’ attendance, and reporting missing students to the Welfare Coordinator.
Ensuring a high level of student and staff participation in activities through motivation, organisation and supervision.
Actively taking part in activity sessions with students.
When required, escorting groups on excursions, ensuring the safety and welfare of the students, as well as providing them with information to help them get the maximum benefit from their visit.
Deliver a high-quality activities programme.
Monitor and maintain appropriate staffing levels in consultation with the Centre Manager and Senior Management Team, based on staff: student ratios.
Managing, motivating, and briefing the activity team and overseeing their designated tasks, referring any issues that may arise to the Centre Manager.
Liaise with Group Leaders daily, both informally and at scheduled meetings.
Consult with Group Leaders and other members of the activity team to improve the programme wherever possible.
Providing feedback on the programme for the Centre manager at the end of every week.
Ensuring staff appraisals are carried out and recorded for all activity staff.
Managing the activity materials stock (Sports/Art Equipment etc), including items belonging to St Andrew’s College Language Schools, the centre and hired items. Ensure all materials are returned after each activity.
Confirming all facilities and booking details with the centre staff and external suppliers whilst releasing those not needed in a timely cost-effective manner.
Ensuring that St Andrew’s College Language Schools and its customers receive value for money from the sports activities programme and organised activities, and that correct use is being made of the facilities and resources.

Management of the Excursion Programme:

Preparing for excursions thoroughly. Preparation time can be considerable if you are to ensure the success of the timetabled trip or excursion. This involves:
Having considered all potential hazards concerning Health & Safety according to guidelines laid down, make necessary provisions to avoid accidents.
Ensure excursions comply with British Council and English UK guidelines (documents available on site by checking the risk assessment for each trip).
Ensure that excursions are run according to St Andrew’s College Language Schools procedures and rules.
Communicating with the relevant coach providers and vendors to ensure the correct numbers have been booked.
Cross-checking the pre-booked numbers for excursions with the numbers on campus.
Ensuring all students are present, that the Group Leader has a list of all their students, that the Activity Leader has a list of all individual students, and registers are kept on record.
Monitor and maintain appropriate staffing levels in consultation with the Centre Manager and Senior Management Team, based on staff/student ratios.
Ensuring trip itineraries are correct and that they are distributed to the Activity Leaders.
Ensuring the Activity Leader packs for the relevant trips are prepared and distributed in plenty of time, as well as any relevant materials or equipment have been handed out.
Ensuring necessary instructions/directions before the trip start time have been given to the Activity Leaders.
Ensuring excursions are promoted effectively and that both staff and students are aware of where they are going, what they are going to see and what they will do.
If need be, briefing other staff on the excursions, especially on the procedures and risk assessments involved.
Ensuring that, on weekends, packed lunches are distributed correctly and liaising with the Centre Manager to ensure the correct number is ordered.
Ensuring that listed students and groups are present on designated coaches and maintain accurate registers of their attendance.
Ensuring that you are in communication with the Activity Leaders throughout the duration of excursions and can therefore deal with any issues that may arise.
If necessary, escort groups on excursions and lead by example.
Ensuring that St Andrew’s College Language Schools and its customers receive value for money from the organised excursions, and that correct use is being made of the facilities and coaches.
Control the materials and equipment (Sports Equipment etc), including items belonging to St Andrew’s College Language Schools, the centre and hired items. Ensuring all materials are returned after each trip.
Providing feedback on the programme for the Centre manager at the end of every week.
Consulting with Group Leaders and other members of the activity team to improve the programme wherever possible.
Liaising with Group Leaders and the Centre Manager to plan, organise and book groups’ optional excursions. If in doubt, consult the relevant Area Coordinator.
Delivering a high-quality excursion programme.

Other Duties:

Assisting the Centre Manager with staff induction day, helping to provide training to Activity Leaders in the planning, organising and running of on-site and off-site sports activities and excursions.
Closing the centre, return all St Andrews College Language Schools equipment according to guidelines outlined in the activity staff manual and write a final report to be submitted to the Managing Director no later than five days after the closing of the centre.
Breakfast, Lunch and Dinner time supervision duties as required.
Ensure that student notice boards are kept up to date and all information is correct and accurate.
Establishing and maintaining open communication between the centre, clients, and Centre Manager.
Representing St Andrew’s College Language Schools positively in all conversations with clients, staff, and the host centre.
Administration duties, as allocated by the Centre Manager. These may include managing airport transfers, controlling petty cash, or assisting the Centre Manager.
Deputise for the Centre Manager when required.
Additional duties as required.

Disclosure checks

In accordance with British Council accreditation criterion S4, you must provide a Disclosure (PVG in Scotland/’Enhanced’ DBS in England) and that this must be dated within three months from the start date of employment. If you have been working abroad, you must provide the equivalent ‘police check’ from that country. Whichever one you choose to supply; it must be specific to your suitability to work with under 18s. Disclosure checks made through St. Andrew’s College Language Schools are payable by the employee (£18 to £59) and will be deducted from your salary. The Company reserves the right to deduct the cost of these checks as soon as the process has started and regardless of the completion of the process. The company reserves the right to carry out PVG checks for all employees who don´t provide a suitable disclosure, unless otherwise requested by the candidate on acceptance of the job.

Please bear in mind that the procedure of receiving a disclosure check usually takes 14 days (but could take up to a maximum of 18 weeks). In the event that the disclosure is still pending at the commencement of employment, the employee agrees to comply with St Andrew’s College Language Schools, Safeguarding and Recruitment and Selection policies.