Educational Visit Coordinator

Job description / Role

The key purpose of the Educational Visits Coordinator is responsible for ensuring that all planned off-site educational visits conform to the school policies, procedures, and requirements, including safeguarding and health and safety policies and procedures. This includes approval, monitoring, and evaluation of off-site educational visits. In addition, EVC is responsible for coordinating all parental consent forms, behaviour agreements, medical information and any additional code of conduct in place for a single trip.

With the Assistant Principals, the post-holder will (i) assist with policy and make a significant contribution to the overall planning and development for maximum student success; (ii) realise the ethos of an IB learning organisation with high expectations of students and staff, and a positive approach to internationalism, entrepreneurialism and innovation.

Core Responsibilities:
- To lead on schedules of all educational visits.
- Plan and coordinate educational visits, including field trips, cultural excursions, and overnight stays, both local and international.
- Liaise with teachers to integrate visits with the school curriculum and educational objectives.
- Ensure all trips comply with health, safety, and safeguarding policies of the GEMS educational visits policy.
- Manage budgets and secure funding or sponsorship for trips.
- Liaise with the accounts department to ensure visits are paid on time.
- Communicate with parents, students, and external organizations to provide detailed trip information.
- Handle logistics, including transportation, accommodation, and itinerary planning.
- Create risk assessments for each trip and liaise with the MSO to obtain risk assessments from venues.
- Maintain accurate records of all visits, including risk assessments and permission forms.
- Evaluate the educational impact of visits and gather feedback for continuous improvement.
- Liaise with GEMS approved external providers.
- Plan events ahead of time and ensure the academic calendar is accurately populated.
- Ensure that visits have educational value.
- Promote the SA and CAS program ensuring there are opportunities throughout the year to complement the program.
- Track student participation.

- Tailor visits to the needs of our students.
- Ensure trips are inclusive.
- Liaise with the academy clinic to support the collection of required documents.
- Liaise with the sports department to ensure away fixtures are organised.
- Liaise with the sports department to ensure bus bookings are completed, risk assessments are completed and first aid kits are organized.
- Support the Duke of Edinburgh coordinator to ensure the Adventurous Journeys are organised.
- Support the JMUN and MUN or other such internal events.
- Ensure medical first aiders are in attendance of each trip.
- Ensure timely and precise communication is given to parents
- Ensure support is given to parents where needed
- To complete GEMS risk assessment training
- Undertake personal development through training and other learning activities including performance management as required in line with Academy priorities and targets
- To organize, lead, monitor and take part in whole academy duties and any others delegated by the CEO/Principal
- Attendance at Senior Leadership Team and other meetings relevant to the role and follow the line management procedures of the Academy

About the Company

GEMS Education is a pioneering education company with an international network of award winning K-12 schools. Over the past 55 years GEMS has grown from one school to being a truly global company with one incredible mission – to make quality education available to every student. Over 20,000 education professionals unlock the potential of over 250,000 students across 14 countries each and every day, preparing children of all ages for real world success.