Background to the post
St. Clare's, Oxford is an independent, non-profit-making educational charity. Our aim is to advance international education and understanding. We offer a range of short course programmes, the majority of which take place during June, July and August.
The Travel & Transfers Co-ordinator works as part of the short courses administrative team. He/she is responsible to the Director of English Language Courses, but on a daily basis will report to the Student Services Officer as immediate line manager. The Travel & Transfers Co-ordinator works primarily on accommodation and airport transfers for our summer course students, the majority of whom are foreign learners of English.

Main purpose of the role
• To oversee arrivals and departures for juniors and teenagers during the summer season over two sites.

Main responsibilities and duties
•  Responds to all enquiries about travel and transfers from colleagues, parents and third party agents in person and by telephone, e-mail, fax etc.
•  Enters travel details into the database (Streamline) with due attention to detail and accuracy.
•  Plans the most efficient means of arranging transfers from and to the airport or port of entry.
•  Liaises with preferred taxi and coach companies, and couriers as appropriate, providing signage and clear instructions regarding client expectations in preparation for travel days.
•  Confirms transfer arrangements with clients and students by e-mail, fax or in person.
•  Prepares and circulates accurate travel lists for arrivals and departures.
•  Co-ordinates in person the 2 arrivals days at Heathrow for juniors and younger teenagers.
•  Oversees arrivals and departures on 2 additional Sundays and 4 Saturdays during late June and July, in person and by mobile as appropriate.
•  Covers for the Student Services Officer in her absence or as required.
•  Performs other related duties as required.

Terms and Conditions
This is a temporary post from beginning May to the end of August.  The basic hours are 09.00 -17.00 with one hour for lunch (provided free in the college dining hall on all working days when courses are in session). Your normal week will be from Monday – Friday but weekend work will be required.  It is expected that you work 4 Sunday arrivals (2 of which are meeting young junior at London Heathrow) and on the same weekends some Saturdays to coordinate departure transfers.  Flexible hours are expected during busy times but hours accrued can be taken as time of in lieu.  Weekend work can either be taken as time of in lieu or paid, this is to be agreed by the Director of English Language Courses beforehand.

Payment
£280 per week, including statutory holiday entitlement. Some holiday may be taken during this period with prior agreement of the Director of English Language Courses; the remainder to be taken at the end of contract.
All payments are credited automatically to each staff member's bank, in arrears, on the 26 th of each month.

References & checks
All offers of employment and contracts are issued subject to satisfactory references and satisfactory outcomes on completion of all necessary checks, including establishing the right to work in the UK . In some cases some or all of these checks will have been undertaken before an offer is made. In most cases, taking up employment will be subject to the satisfactory completion of all necessary procedures.
Under the National Minimum Standards for Boarding Schools, we are required to undertake additional checks on all employees working with our residential students who are under 18:
• Full written references, and phone references on quoted referees, including current employer, may be obtained before or after interview. You should indicate specifically if you wish St. Clare's to refrain from contacting your current employer.
• Police checks / Criminal Records Bureau checks must also be undertaken, for which employees / prospective employees are required to provide information and consent. A Certificate of Good Conduct is acceptable if you are returning from abroad.
• Contact with all previous employers where the employee has worked with children or vulnerable adults is also required. This is to establish the reason for leaving the position. On occasions, further information and a reference may be sought in writing, by phone or by other means. By providing details of previous employment, it is assumed that the employee/prospective employee has given consent for this contact, and no specific consent of the employee / prospective employee will be sought.
• The College reserves the right to contact any previous employer and to make any additional enquiries it considers necessary in order to meet its responsibilities in relation to employment of people working with students who are under the age of 18.

Statutory Deductions
Tax and National Insurance will be deducted from salaries in accordance with UK employment regulations. St. Clare's, Oxford will require P45s (if available) and National Insurance numbers before commencement of employment.
Please apply with short covering letter and current c.v., including two referees, one of which should be your current or most recent employer to:

Lawrie Coupland
Short Courses Office
St. Clare's, Oxford
139 Banbury Road
Oxford OX2 7AL

Tel: 01865 517349
Fax: 01865 310002

Email: charlotte.thompson@stclares.ac.uk

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