Office & Student Services Assistant

LAL, having recently celebrated over 30 years in the industry, is a well-established, international English language provider for adults and juniors, supported by a large German parent company. We are looking for a talented Office & Student Services Assistant whose job will be to take on all Office related responsibilities and also assist within the Student Services Department.

Summary:

To take responsibility for office/financial/facilities/payroll management duties and to support the Student Services Department.

Location:

LAL Fort Lauderdale, 5727 N. Federal Hwy, Fort Lauderdale, FL 33308

Line Manager:

Office Assistant: General Manager

Student Services: Student Services Manager

Hours of work/contract type:

40 hours per week, full-time exempt

Main Responsibilities and Tasks:

Office

  • To undertake the banking as necessary and maintain cash balances as low as reasonable so as to minimise risks for the company. Submit daily and weekly reports to FTIAS (Malta).
  • To manage receipts and payments relating to the company credit cards. To understand all transactions. To proactively chase card holders for receipts and justification forms.
  • To make Petty Cash payments and reconcile monies.
  • To pay suppliers and manage invoices in a timely manner.
  • Manage receipts and payments. Scrutinise deposits and payments. Proactively avoid queries.
  • Submit monthly sales tax payments.
  • To answer any queries from accountants on relevant matters.
  • To take responsibility for stock taking.
  • Management of all service contracts. To collate this information into a database and manage renewals.
  • Responsible for all admin/stationery purchases.
  • Collection of Direct Student Debt and chasing of all outstanding invoices.
  • Preparation, administration and submission of the bi-weekly payroll.
  • Maintain a calendar of events for office deadlines.
  • Provide support for budgeting and forecasting.
  • To manage school in conjunction with the General Manager, including building maintenance, cleaning and purchases/contracts.
  • To manage reception when required.

Student Services

  • Provide excellent standard of Customer Service to students, visitors and fellow colleagues.
  • To inform all accommodation providers with arrival and departure times for all students.
  • Support recruitment and management of new host families.
  • Support the provision of adequate administrative and record keeping function for the Student Services Department.
  • Support the activities of the leisure department.
  • Provide cover for emergency phone as/when required.
  • To perform any additional duties assigned by the Student Services Manager and/or General Manager not detailed above.

Competitive Salary

Full time/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.

 

Assistant Welfare Manager/House Parent

Line Manager:                      

Welfare 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 live on-site (in shared accommodation), board and lodging provided as part of the salary package, from three 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 summer school the day after all students have left.
    • To carry out all tasks concerned with the setting up, administration and closing down of the course as advised by line management.


Assistant Welfare Manager / House Parent

    • To assist students in all aspects of personal hygiene, including laundry, maintaining order and cleanliness and the upkeep of their accommodation.
    • To assist the Welfare Manager in all elements of pastoral care, especially making arrangements to benefit students who are unwell, homesick or otherwise inconvenienced.
    • To manage the residence, ensuring that it is a welcoming and functioning environment and assisting in allocating students to rooms.
    • To be responsible for security within your designated residence.
    • To supervise the laundering of students’ clothes.
    • To protect the property and equipment of the designated Summer School and LAL, maintaining security and avoiding loss and/or damage in the residences.
    • To assist students in getting up, being on time for meals, lessons, transport arrangements and all planned activities.
    • To assist in ensuring students go to bed on time and that order is kept at night times.
    • To actively discourage students from engaging in improper behaviour to include sexual liaisons, bullying, rowdiness, or any other activity which could be of harm to other students or bring LAL or the Summer School into disrepute.
    • To assist and participate where and when necessary in the leisure program, including accompanying students on excursions.
    • Attend a daily briefing scheduled to take place at the end of every working day (approximately 11pm).
    • To actively encourage students to take a full part in the leisure program.

General

    • 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 into disrepute.
    • To dress in a manner commensurate with the roles demanded of the position; appropriate clothing 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, Welfare Manager or Leisure 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.
    • To read and be fully conversant with the staff 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).

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. understanding of children’s welfare 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 understanding of children’s welfare (A/I/R)
  • b) Good knowledge of either sports and/or arts & crafts/performing arts (A/I)
  • c) A strong command of English (A/I)
  • d) Some knowledge of foreign cultures (A/I)

Relevant Work Experience

  • a) Experience with and a responsible approach to working with young people (A/I/R)

Skills and abilities

  • a) Dynamic ‘can do’ approach to work (A/I)
  • b) Endless energy and enthusiasm (A/I)
  • c) Ability to work under pressure and be adaptable (A/I)
  • d) Ability to work on own initiative as well as part of a team (A/I)

Other Attributes

  • a) Excellent communication skills (A/I)
  • b) Satisfactory criminal background check or equivalent (A

Desirable

Education, Training and Knowledge

  • a) High School Diploma, GED or equivalent (A)
  • b) Good working knowledge of at least one foreign language (A)
  • c) First Aid Certificate/Life Guard Certificate (A)
  • d) Computer literate (A/I)
  • e) Driving Licence (A)

Relevant Work Experience

  • a) Experience in a Summer School environment (A/I)

Skills and Abilities

  • a) Ability to speak and write in languages other than English (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.

House Parents will be required to attend a First Aid Course (paid for by LAL) unless they can provide a valid First Aid Certificate.

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.