Head of Administration

LAL Language Centres is a well-established, international English language provider for adults and juniors, forming part of a large German group company. We are looking for a talented, highly analytical and well-organised individual to assume the role of ‘Head of Administration’, whose job it will be to manage and optimise the company’s Human Resources, internal administration including Health & Safety and Insurance, and provide legal secretarial duties.

This is a senior management role and will report directly to the CEO.

Job Title:

Head of Administration

Line Manager:

Chief Executive Officer

Location:

LAL Language Centres Holding, Twickenham

Summary:

Working in support of the management team, to manage and optimise LAL Language Centres Holding Ltd’s Human Resources, internal administration and legal compliance.

Main Responsibilities and Tasks:

  • Be responsible for the company’s full legal compliance with specific regard to:
  • Privacy & data protection
  • Employment law
  • Contractual law
  • Health and safety
  • International corporate and insurance
  • Trademark & Copyright
  • Maintain, update, and enforce the company’s internal policies & procedures
  • Optimise the efficiency and fluency of the company’s administration and time management
  • Research, develop, initiate and execute updates and improvements to the company’s administration
  • Directly oversee and optimise the company’s Human Resource function and staff training

Person Specification:

(Essential)

Qualifications

  • Educated to NQF Level 7

Experience

  • Senior strategic role for a seven figure+ turnover company
  • Comfortable and capable in an international corporate environment
  • Significant cross-cultural experience
  • At least 5 years in similar role

Skills, Knowledge and Abilities

  • Microsoft Office including good knowledge of using and creating spreadsheets
  • High Customer Service ethic
  • A good understanding of UK commercial law

Personal Attributes

  • Able to meet physical requirements of job
  • Highly analytical, thorough, outcome motivated
  • Able to work flexible/unsocial hours
  • Undertake extensive & frequent international travel

Desirable

(Experience)

  • Transferable skills to educational tourism.

Skills, Knowledge and Abilities

  • At least one foreign language
  • A good understanding of international commercial law

Competitive salary offered.

Closing date for applications: Friday 23rd November 2018.

Job Type: Permanent

Recruitment Co-ordinator (USSS & YLP)

Line Manager:             

US Young Learner Operations Manager

Hours of Work/Employment Agreement Type:

Your normal hours of work are 40 per week over a five day week. You may be required to work additional hours when requested to meet the needs of the school.

Responsibilities & Tasks

    • Assist the US Young Learner Operations Manager in all aspects of preparing & organising the summer school and young learner programs.
    • Co-ordinate administration and communication regarding the recruitment, assessment and selection of all staff (Academic, Leisure, Welfare and Senior) for all Summer School and young learner programs.
    • To be fully conversant with relevant HR procedures for staff recruitment, including staff assessment and selection.
    • To conduct formal face-to-face or telephone interviews using a scoring matrix to assess suitability of candidates for all positions within the summer school and young learner programs.
    • To maintain accurate records connected to the recruitment of staff including the drawing up of employment agreements and ensuring these agreements are signed prior to commencement of candidates’ employment.
    • To ensure staff have all qualifications necessary for employment, including formal academic/leisure/welfare qualifications, identity documents and visa/right to work documents.
    • To ensure all communication between LAL and confirmed/prospective employees is dealt with in an efficient, professional and effective manner.
    • To request references for all new employees before they commence employment with LAL and the subsequent management and retention of references.
    • Providing written and/or verbal references for current and past employees of LAL Summer Schools and Young Learner Programs as requested.
    • Proof-reading & editing of any summer school and young learner program materials deemed necessary.
    • To be vigilant in providing and creating improvements to all aspects of the Summer School and Young Learner Program remit.
    • To liaise with the US Young Learner Operations Manager on a daily basis and act as a hub for all communication, ensuring all messaging flows promptly.
    • To act in a seemly and professional manner with all of LAL’s agents, clients and staff and not to engage in any activity which may bring LAL or the designated Summer School or Young Learner Program into disrepute.
    • To dress in a manner commensurate with the roles demanded of the position; in keeping with LAL dress code.
    • To carry out any other duties that may be reasonably assigned by the US Young Learner Programs Operations Manager.

Person Specification:

The letters in brackets denote how LAL will establish if you meet our criteria and how that will be determined. The letters have the following meaning: (A) = Application Form, (I) = Interview, (R) = Reference and (T) = Test.

E.g. experience of working with young people will be determined by the information provided by the candidate on the application form (A) and through questions at Interview (I)

Essential

Education, Training and Knowledge

  • a) College Degree (A)
  • b) Strong command of the English Language (A/I)
  • c) Good knowledge of the summer school industry (A/I/T)
  • d Computer literate, with a specific focus on Microsoft excel (A)

Relevant Work Experience

  • a) At least 3 years’ experience of working in a summer school setting (A/I/R)

Skills and Abilities

  • a) Must work well as part of a team (A/I)
  • c) Ability to work under pressure (A/I)
  • d) Dynamic ‘can do’ approach to work (A/I)
  • e) Endless energy and enthusiasm (A/I)

Other Attributes

  • a) Excellent communication skills (A/I)
  • b) Some knowledge of foreign cultures (A/I)
  • d) Satisfactory criminal background check or equivalent (A/R)

Desirable

Education, Training and Knowledge

  • a) Driving license (A)
  • b) Office administration experience
  • c) Knowledge of employment law in Florida, New York and Massachusetts.

Other Attributes

  • a) Willing to travel

In the event of a successful interview, the applicant will be offered the position and a reply in the first instance either by email or in writing will be required.

A formal offer, confirming location, hours, dates and remuneration will be sent upon receipt of your email acceptance of the position. This will need to be signed and posted and/or scanned and emailed by return.

Any offer of work is subject to a face-to-face interview on arrival, a satisfactory background check or equivalent and favourable references (all references will ask specifically whether there is any reason why you should not be employed in situations where you will have responsibility for, or substantial access to, persons under 18).

An electronic version of the employee handbook, containing the general terms and conditions of employment, will be made available in advance, with acceptance of these terms to be signed at induction on your first day.

Employment Agreement is considered fulfilled upon completion of an appraisal and all requisite feedback forms.

 

Program Coordinator

Line Manager:                      

Center Manager

Hours of Work/Employment Agreement Type:

Your normal hours of work are 48 per week over a five and a half day week. You may be required to work additional hours when requested to meet the needs of the school. This position involves working weekends and other unsocial hours.

Responsibilities & Tasks

    • To attend an expenses-paid induction period prior to the beginning of the employment agreement (date and location dependent on School) and to have read and be fully conversant with the employee handbook prior to the start of the period of employment (documents supplied prior to start of employment)*.
    • To live on-site, board and lodging provided as part of the salary package, from six days prior to the start of the course until the last contracted day (which will include the night after students have left).
    • To participate fully in all aspects of the induction period prior to the start of the course. This may include the unpacking, inventorying and setting up of all summer school offices.
    • To participate fully in the closing down of the young learner programs the day after all students have left.
    • To be apprised of all planned activity, excursion and transport information from within LAL, the host school and outside agencies to guarantee a smooth operation.
    • To liaise with the all staff in order to ensure the delivery of a well-organised leisure program.
    • To brief Activity Staff on all aspects of their responsibilities, including detailed briefings to all contracted staff in advance of their activities, excursions and/or transfers.
    • To liaise with transport and leisure venue providers, catering, maintenance and administrative staff in advance and during the term of hire to guarantee the smooth and safe operation of all activities.
    • To assist the Center Manager/GM of Young Learner Programs in all arrangements ensuring the safe arrival and transfer of students to the summer school and the safe delivery of the same students through immigration controls upon departure.
    • To oversee all arrangements concerning sporting and non-sporting activities, ensuring all students are able to enjoy a varied and well-balanced activity program and all staff are aware of their duties and obligations before each activity/excursion/transfer commences.
    • To follow and/or adapt where necessary the prescribed activity program in full, making additional activities available upon request.
    • To manage the leisure staff as necessary to ensure all policies/procedures and deadlines are adhered to.
    • To manage the allocation of staff to the activity and transport program in liaison with other senior members of summer school staff.
    • To adjust excursion and transport booking numbers up or down in accord with student numbers.
    • To create a working relationship with the Leisure Manager, where both managers will be responsible for the completion of the following spreadsheets:
      • Transfers Reconciliation Sheet
      • Activities and Excursions Reconciliation Sheets
      • Optional Excursions Register
    • To actively promote the welfare of LAL clients, including agents, students and International Group Leaders at all times.
    • To act in a seemly and professional manner with all of LAL’s agents, clients and staff and not to engage in any activity which may bring LAL or the designated host school into disrepute.
    • To dress in a manner commensurate with the roles demanded of the position; smart casual for the office, LAL uniform for activities/sports and excursions. Any uniform supplied by LAL is to be returned at the end of the course.
    • To ensure, when not on duty, that the Activity Co-ordinator and/or the Excursion Co-ordinator is apprised of all necessary information.
    • To deal with all student, IGL and University representatives’ issues, complaints and suggestions in a positive and effective manner and in adherence with the relevant LAL policies and procedures.
    • To occasionally deputise for the Center Manager in his/her absence.
    • To carry out any other duties as may be reasonably assigned by the Center Manager.

Person Specification:

The letters in brackets denote how LAL will establish if you meet our criteria and how that will be determined. The letters have the following meaning: (A) = Application Form, (I) = Interview, (R) = Reference and (T) = Test.

E.g. experience of working with young people will be determined by the information provided by the candidate on the application form (A) and through questions at Interview (I).

Essential

Education, Training and Knowledge

  • a) High School Diploma, GED or equivalent (A)
  • b) Computer literate with emphasis on Microsoft Word, Outlook & Excel (A/I/T)
  • c) A good understanding of child welfare (A/I)
  • d) Good knowledge of either sports and/or arts & crafts activities (A/I/T)

Relevant Work Experience

  • a) At least 1 year of experience in a summer school environment (A/I/R)
  • b) Experience working with young people (A/I/R)

Skills and Abilities

  • a) Meticulous and thorough approach to work (A/I)
  • b) Effective people management skills (A/I)
  • c) Dynamic ‘can do’ approach to work (A/I)
  • d) Strong time management skills (A/I)
  • e) Excellent communication skills and a team mentality (A/I)
  • (f) Ability to work calmly and effectively under pressure and to tight deadlines (A/I)

 

Other Attributes

  • a) Willingness to work non-standard hours when necessary (A/I)
  • b) Proactive attitude towards closing sales (A/I)
  • c) Responsible approach to working with juniors (A/I)
  • d) Interest in local and foreign culture (A/I)
  • e) Satisfactory criminal background check or equivalent (A/R)

Desirable

Education, Training and Knowledge

  • a) Understanding of transport logistics (A/I)
  • b) Some knowledge of airports, unaccompanied minor and immigration issues (A/I)
  • c) Good working knowledge of at least one foreign language (A/I)
  • d) Good knowledge of the area surrounding the school (A/I)
  • e) First Aid certificate/Life Guard certificate (A)

Relevant Work Experience

  • a) At least 1 year of experience in a senior role directly concerned with logistics or similar (A/I)
  • b) At least 1 year of experience managing activities (A/I)

Skills and Abilities

  • a) Driving licence (A)

In the event of a successful interview, the applicant will be offered the position and a reply in the first instance either by email or in writing will be required. A formal offer, confirming location, hours, dates and remuneration will be sent upon receipt of your email acceptance of the position. This will need to be signed and posted and/or scanned and emailed by return.

Any offer of work is subject to a face-to-face interview on arrival, a satisfactory background check or equivalent and favourable references (all references will ask specifically whether there is any reason why you should not be employed in situations where you will have responsibility for, or substantial access to, persons under 18).

An electronic version of the employee handbook, containing the general terms and conditions of employment, will be made available in advance, with acceptance of these terms to be signed at induction on your first day. Employment Agreement is considered fulfilled upon completion of an appraisal and all requisite feedback forms.

Employment Agreement is considered fulfilled upon completion of an appraisal and all requisite feedback forms.

Welfare Manager

Line Manager:                      

Deputy Center Manager / Center Manager

Hours of Work/Employment Agreement Type:

Your normal hours of work are 48 per week over a five and a half day week. You may be required to work additional hours when requested to meet the needs of the school. This position involves working weekends and other unsocial hours.

Responsibilities & Tasks

    • To attend an expenses-paid induction period prior to the beginning of the employment agreement (date and location dependent on Summer School) and to have read and be fully conversant with the employee handbook, relevant Child Protection issues and all pertinent CEA requirements prior to the start of the period of employment (documents supplied prior to start of employment).
    • To live on-site, board and lodging provided as part of the salary package, from six days prior to the start of the course until the last contracted day (which will include the day after students have left).
    • To participate fully in all aspects of the induction period prior to the start of the course. This may include the unpacking, inventorying and setting up of all summer school offices.
    • To participate fully in the closing down of the summer school the day after all students have left.

Welfare Manager

    • To deal with and be responsible for the individual welfare needs of every student in the summer school.
    • To brief House Parents of their responsibilities and then both lead and support them throughout the course.
    • To be responsible for collecting and organizing all student Welfare Forms (all students should have a Welfare Form).
    • To be responsible for distributing insurance cards to all students and communicating effectively with the insurance company.
    • To advise students on coping and dealing with unfamiliar situations.
    • To be on call for any welfare problems.
    • To ensure proper discipline is maintained throughout the duration of the course.
    • To communicate any welfare problems to the Center Manager.
    • To liaise with House Parents to find appropriate solutions to students’ problems.
    • To liaise with International Group Leaders with regard to the welfare of students in their care.
    • To be responsible for allocating students to accommodation houses and rooms, and arranging any student moves, after consultation with Center Manager.
    • To actively ensure that damage is kept to a minimum and all damages are investigated and followed up.
    • To maintain the Accident/Incident Logs regarding any problems or illnesses to students or staff.
    • To check or arrange for classrooms to be checked every morning there are lessons, for student absenteeism.
    • To arrange doctor/dentist/hospital appointments as required and accompanying students accordingly or arranging the same.

General

    • To actively promote the welfare of LAL Summer Schools’ clients, including agents, students, International Group Leaders at all times.
    • To assist all International Group Leaders and LAL agents with regard to their students’ welfare.
    • To actively discourage students from engaging in improper behaviour, including sexual liaisons, bullying, rowdiness or any other activity which could be of harm to other students or bring LAL or the host school into disrepute.
    • To assist House Parents, where necessary, in ensuring students are in their accommodation in time for bed.
    • To act in a seemly and professional manner with all of the school’s agents, clients and staff and not to engage in any activity which may bring LAL or the host school into disrepute.
    • To dress in a manner commensurate with the roles demanded of the position; smart casual for the office, LAL uniform for activities/sports and excursions. Any uniform supplied by LAL is to be returned at the end of the course.
    • To carry out any other duties as may be reasonably assigned by the Center Manager.
    • To deal with all student, IGL and University representatives’ issues, complaints and suggestions in a positive and effective manner and in adherence with the relevant LAL policies and procedures.

Person Specification:

The letters in brackets denote how LAL will establish if you meet our criteria and how that will be determined. The letters have the following meaning: (A) = Application Form, (I) = Interview, (R) = Reference and (T) = Test.

E.g. previous Summer School experience will be determined by the information provided by the candidate on the application form (A) and through questions at Interview (I)

Essential

Education, Training and Knowledge

  • a) High School Diploma, GED or equivalent (A)

Relevant Work Experience

  • a) Previous Summer School experience (A/I/R)
  • b) Experience of working with young people (A/I/R)
  • c) Computer literate with emphasis on Microsoft Word, Outlook & Excel (A/I/T)

Skills and Abilities

  • a) Dynamic ‘can do’ approach to work (A/I)
  • b) Excellent communication skills (A/I)
  • c) Ability to both lead and support a team (A/I)
  • d) A good understanding of children’s welfare (A/I)
  • e) Responsible approach to working with juniors (A/I)
  • f) Ability to work under pressure and be adaptable (A/I)

Other Attributes

  • a) Satisfactory criminal background check or equivalent (A) (A)
  • b) Some knowledge of foreign cultures (A/I)

Desirable

Education, Training and Knowledge

  • a) First Aid certificate (A)

Relevant Work Experience

  • a) Previous summer school experience in a similar role (A/I)
  • b) Experience working in a similar position. (A/I)

Skills and abilities

  • a) Good working knowledge of at least one foreign language (A/I)
  • b) Driving licence

In the event of a successful interview, the applicant will be offered the position and a reply in the first instance either by email or in writing will be required.

A formal offer, confirming location, hours, dates and remuneration will be sent upon receipt of your email acceptance of the position. This will need to be signed and posted and/or scanned and emailed by return.

Any offer of work is subject to a face-to-face interview on arrival, a satisfactory background check or equivalent and favourable references (all references will ask specifically whether there is any reason why you should not be employed in situations where you will have responsibility for, or substantial access to, persons under 18).

An electronic version of the employee handbook, containing the general terms and conditions of employment, will be made available in advance, with acceptance of these terms to be signed at induction on your first day.

Employment Agreement is considered fulfilled upon completion of an appraisal and all requisite feedback forms.

Office Manager

Line Manager:                      

Deputy Center Manager / Center Manager

Hours of Work/Employment Agreement Type:

Your normal hours of work are 48 per week over a five and a half day week. You may be required to work additional hours when requested to meet the needs of the school. This position involves working weekends and other unsocial hours.

Responsibilities & Tasks

    • To attend an expenses-paid induction period prior to the beginning of the employment agreement (date and location dependent on Summer School) and to have read and be fully conversant with the employee handbook prior to the start of the period of employment (documents supplied prior to start of employment).
    • To live on-site, board and lodging provided as part of the salary package, from six days prior to the start of the course until the last contracted day (which will include the day after students have left). It may also be possible for the Office Manager to live off-site if access to the Summer School is convenient.
    • To participate fully in all aspects of the induction period prior to the start of the course. This may include the unpacking, inventorying and setting up of all summer school offices.
    • To participate fully in the closing down of the summer school the day after all students have left.

 

Office Manager

    • To carry out all tasks concerned with the setting up, administration and closing down of the course office as advised by line management.
    • To assist the Center Manager in establishing systems for the effective management of the course office including IT and telephonic communication.
    • To assist the Center Manager and Leisure Manager in organising and maintaining Staff Meal and other rotas.
    • To assist the Center Manager in establishing systems for the managing of student pocket money, valuables, passports and flight tickets.
    • To manage on a day-to-day basis the depositing and withdrawing of student pocket monies, course fees, sale of merchandise and other transactions.
    • To manage flight tickets and passports pertaining to up to 400 foreign students.
    • To assist the Center Manager in all duties as required ensuring a high quality of administration.
    • To assist, if necessary, other senior staff with the maintenance and management of administrative files/documents.
    • To protect the property and equipment of the designated host school and LAL, maintaining security and avoiding loss and/or damage in the residences.
    • To be responsible for ensuring all details on student bookings are understood by the appropriate departments including welfare, academic and leisure.
    • To create a working relationship with the Leisure Manager, where both managers will be responsible for the completion of the following spreadsheets:
      • Transfers Reconciliation Sheet
      • Activities and Excursions Reconciliation Sheets
      • Optional Excursions Register
    • To be responsible for and reconcile petty cash on a daily basis.

General

    • To actively promote the welfare of LAL clients, including agents and students at all times.
    • To act in a seemly and professional manner with all of LAL’s agents, clients and staff and not to engage in any activity which may bring LAL or the designated host school into disrepute.
    • To dress in a manner commensurate with the roles demanded of the position; smart casual for the office. Any uniform supplied by LAL is to be returned at the end of the course.
    • To carry out any other duties as may be reasonably assigned by the Center Manager.
    • To deal with all student, IGL and University representatives’ issues, complaints and suggestions in a positive and effective manner and in adherence with the relevant LAL policies and procedures.

Person Specification:

The letters in brackets denote how LAL will establish if you meet our criteria and how that will be determined. The letters have the following meaning: (A) = Application Form, (I) = Interview, (R) = Reference and (T) = Test.

E.g. experience in an office environment experience will be determined by the information provided by the candidate on the application form (A) and through questions at Interview (I).

Essential

Education, Training and Knowledge

  • a) A good level of computer literacy (A/I/T)
  • b) A thorough understanding of Microsoft Office with particular emphasis on Word, Excel and Outlook (A/I/T)

Relevant Work Experience

  • a) At least 1 year’s experience in an office environment (A/I)
  • b) Experience of handling large sums of cash (A/I)
  • c) Experience of reconciling local accounts, both electronically and manually (A/I)
  • d) Experience or understanding of safekeeping valuables in a professional environment (A/I)
  • e) Experience of working with young people (A/I/R)

Skills and Abilities

  • a) A good telephone manner (A/I)
  • b) Patient and unflappable demeanour (A/I)
  • c) Dynamic ‘can do’ approach to work (A/I)
  • d) Excellent communication skills (A/I)
  • e) Responsible approach to working with juniors (A/I)
  • f) Ability to work under pressure (A/I)

Other Attributes

  • a) Satisfactory criminal background check or equivalent (A/R)

Desirable

Education, Training and Knowledge

  • a) Educated to degree level or equivalent (A)
  • b) Relevant qualification in Office Administration, book keeping or related field (A/I)
  • c) Microsoft Office qualification (A)
  • d) Good working knowledge of at least one foreign language (A/I)

In the event of a successful interview, the applicant will be offered the position and a reply in the first instance either by email or in writing will be required.

A formal offer, confirming location, hours, dates and remuneration will be sent upon receipt of your email acceptance of the position. This will need to be signed and posted and/or scanned and emailed by return.

Any offer of work is subject to a face-to-face interview on arrival, a satisfactory background check or equivalent and favourable references (all references will ask specifically whether there is any reason why you should not be employed in situations where you will have responsibility for, or substantial access to, persons under 18).

An electronic version of the employee handbook, containing the general terms and conditions of employment, will be made available in advance, with acceptance of these terms to be signed at induction on your first day.

Employment Agreement is considered fulfilled upon completion of an appraisal and all requisite feedback forms.