Trips Co-ordinator

The Royal Grammar School Guildford Dubai seeks an organised, proactive, and detail-oriented Trips Coordinator to manage the planning, administration, and execution of all local and international, residential and day trips. This pivotal role ensures that RGSGD's trips meet the highest standards of organisation, safety, and educational value, providing unforgettable experiences for students while maintaining cost-efficiency and compliance with school policies. Job Purpose The Trips Co-ordinator will lead the planning, coordination, and administration of all school trips, working closely with trip leaders and other departments to ensure seamless organisation. They will also oversee compliance with health and safety standards, safeguarding requirements, and financial efficiency while enhancing the enrichment opportunities available to all students. About Cognita Cognita is a global leader in independent education. Founded in 2004, we are a growing community of 100+ schools in 16 countries
- in Europe, North America, Latin America, Asia and the Middle East
- serving more than 85,000 students. Each of our schools are proudly unique, however our collective purpose is to create an environment where everyone can, 'Thrive in a rapidly evolving world'.

Key Responsibilities
Administration and Coordination Oversee the administration of all residential and day trips across the school from Prep to Senior. Coordinate with trip leaders to ensure all trips run smoothly and meet the school's requirements. Support trip leaders with bookings, including transport, accommodation, and venues. Ensure all trips are accurately costed, balancing affordability for parents with financial sustainability for the school. Financial Oversight Collaborate with the Finance team to ensure timely payment of invoices once student payments are received. Monitor income and expenditure for each trip, ensuring budgets are adhered to and reporting any discrepancies. Track parental payments and consents, follow up on outstanding balances, and facilitate payment plans where necessary. Hold the line on parental deadlines. Provide detailed financial and participation reports to the Senior Leadership Team (SLT) and Governors. Parental and Staff Communication Draft and issue communications to parents in collaboration with trip leaders, ensuring clarity and accuracy. Respond to parental queries regarding trips, offering timely and professional support. Assist staff with using the IT platforms and liaise with the software provider to ensure efficient operation. Compliance and Risk Management Stay up to date with best practices and legislation related to school trips, ensuring adherence to all health, safety, and safeguarding requirements. Prepare travel packs for trip leaders, including administrative details, medical information, and risk assessments. Maintain meticulous records of trip planning, communications, and outcomes in both digital and physical formats. Check all visas and passports for entry in and out of all countries Accompany International trips to the airport to ensure that all students can travel. Enrichment and Development Collaborate with staff to organise the school's annual enrichment week activities – Global Engagement Week, ensuring a wide range of engaging opportunities for students. Ideal Candidate Education and Qualifications Bachelor's degree or equivalent experience in administration, event planning, or a related field. Experience Proven experience in coordinating events, logistics, or educational programmes, ideally within a school or similar setting. Familiarity with budgeting and financial oversight. Experience working with administrative systems and software Skills and Attributes Highly organised, with exceptional attention to detail and time management skills. Strong interpersonal and communication skills, capable of liaising effectively with staff, parents, and external providers. Ability to manage multiple priorities and work under pressure. Proactive problem-solver with a commitment to excellence. Cognita is committed to safeguarding the welfare of children and young people and expects the same from its employees. All new staff will be subject to detailed and enhanced pre-employment clearance, including identity checks, criminal background checks for all countries lived in, qualification checks, employment checks to include an exploration of any gaps in employment, and satisfactory reference checks for all employment in the last 5 years.