Summer School Officer

Job title: Summer School Officer
Reporting to: Director of Summer School

JOB PURPOSE
The Summer School team plays an important role within the Aiglon community, giving an experience of Aiglon life to students aged 8-16 years during the Summer months. It is an excellent introduction to Aiglon, and often students attending Summer School then enrol to join the academic year programme. The role is key in ensuring families experience a seamless and exceptional experience, from their initial enquiry through the enrolment process, and then their time spent as a student at Aiglon.
The Summer School Officer is integral to the smooth running of the team, providing vital administrative support to the office, in addition to working collaboratively with support staff and teaching staff from across the school. This role demands a strong commitment to teamwork and delivering outstanding customer service, ensuring that the needs and priorities of prospective pupils and their families remain central to all decisions. The Summer School Officer is expected to exemplify the school’s Guiding Principles and consistently uphold its ethos and values in every aspect of their work.
KEY TASKS AND RESPONSIBILITIES

General Communication and Administration
Be present within office hours to take calls, reply to emails, and welcome visitors
Ensure that within the office effective systems of communication and administration are used for the smooth running 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 an excellent relationship with students and their families at all times
Correspond in French and English
Ensure the effectiveness of the Department’s electronic filing 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
Assist the Director of Summer School with programme bookings for all courses, for example bus bookings, activities bookings
Collaborate with the Admissions Department to ensure that families are able to experience close communication across both teams
Make contact with education agents and develop relationships as appropriate, updating agents with marketing materials and information on courses
Welcome visitors, students, parents and staff as appropriate, carrying out campus tours as required
Attend trade fairs and student recruitment events as required
Send out course brochures and literature as required
Be proactive and take on initiatives to improve the admissions experience for prospective Summer School families
When necessary, represent the Summer School department in meetings with other teams
Liaise with the estates and housekeeping team, catering team, campus cafe, health centre team and other key staff with regards to the courses taking place
Liaise with the Finance Team as necessary regarding payments, cancellations, reimbursements, insurances, taxe de sejour
Liaise with the Computer Services Department in relation to bespoke course databases and the ICT needs of course leaders and students
Support the Director of Summer School and HR Team in the recruitment and appointment of course staff
Develop and maintain the Summer School staff handbook and personnel documentation for staff, sending out to staff as requested
Create and distribute travel arrangement lists for arrivals and departures of residential courses
Prepare documentation for UM transfers and deal with all UM enquiries
Prepare and send invitation letters for student visas
Prepare student and staff ID cards for specific courses
Organise students’ health and accident insurance for courses, and ensure any claims are dealt with appropriately
Order and prepare resources, materials and equipment for courses and events
In agreement with the Director of Summer School, assist in the operation of whole school events as required
Understand and implement all school policies and procedures, particularly those relating to safeguarding children and young people
Uphold the ethos and values of the school, having respect for all colleagues and ensuring that all school related matters are dealt with in the strictest of confidence

Operational Activities (during the Summer School)
Assist in the running of the Summer School office as part of the SSLT (Summer School Leadership Team) during the Summer School
Assist the Director of Summer School in rolling out programmes for each course in liaison with the individual course leaders and instructors
Support Summer School staff with administrative lists and booking details
Assist with the Summer School catering plan, checking that student and staff plans are fulfilled, and liaising with SV group as necessary
Oversee the handover of School and equipment, ensuring that inventories are in place and that all equipment is returned at the end of the holiday period
Be an active participant in Summer School life
Undertake any other task which may be reasonably requested by the Director of Summer School to assist in the smooth running of the Summer School team