Job Description

Westbourne Academy have an exciting opportunity as we are recruiting for a Head of Administration. Westbourne Academy is part of NEW CITY COLLEGE which is the fourth largest college group in the UK with campuses across Hackney, Tower Hamlets, Redbridge, Epping Forest and Havering and language schools in Bournemouth and Oxford.

Purpose of the job:

To plan lead and develop office staff and systems to support efficient registering of students on courses

.Work closely with the Principal and School Manager to ensure objectives of the school are met.

To work with the academic department to ensure that information on student bookings is available in good time to inform department decision on e.g. teaching staff levels matched to numbers on student roll

To assist in the work of the accommodation department to ensure efficient placement of students in homestay and residential accommodation and a positive student experience

To maintain up-to-date premises and operations balance sheets

Management of office staff and supplies

Task manage all office staff

Liaise with the Director of Studies to ensure that personnel files and records of teachers' hours worked, rates of pay and holidays are maintained in accordance with the school's Safeguarding and Recruitment Policies and recruitment best practice

Recruit and induct office staff to match varying student numbers to ensure sufficient and appropriately trained staff are available to deliver student services

Monitor and support office staff in their delivery of student services and be accessible to office staff on a daily basis

Monitor office supplies and oversee re-ordering to ensure that supply gaps are avoided especially with "customer facing" supplies such as certificates

Liaise with School Manager and Principal over re-ordering of stocks to ensure an adequate supply at all times

Deal with agents and maintain agency files

Lead on the effective implementation of CLASS across the administration team

Communication & leadership

Lead office team to optimise delivery of student services

Lead and co-ordinate Staff Training Day sessions for the office team

Lead weekly administration meetings in the June to August season to maintain good communication lines between staff

Management of WAB's social media account

Finance management

Maintenance of invoice register

Check the school bank accounts (sterling and Euro) on a regular basis throughout the day to monitor receipt of fees for students and co-ordinate confirmation of fee receipt and accommodation arrangements to students

Liaise with New City College departments e.g. Payroll, Finance and WA London as necessary for payroll, monies "in & out", and course information

Ensure timely dispatch to New City College of signed off accommodation payment lists on a fortnightly basis so that homestay payments can be transferred on schedule

Manage return of signed off credit card forms and receipts on a monthly basis for Principal and Sales & Marketing Manager

Record student payments on to the Accounting/Ledger section of Cloud Class software and generate financial reports for the Managing Director as required

Payment of invoices and commissions

Monitor and control payment of agent commissions

Maintain an up-to-date balance sheet monitoring premises and operations budgets

Oversee balancing of/balance daily cash

Safeguarding

Liaise with the Accommodation Officer and the Principal to deliver 3 Homestay Provider evenings a year to keep homestays updated on school procedures, particularly with regard to safeguarding

Report to the school's Designated Safeguarding Lead any safeguarding concerns regarding students particularly those under the age of 18

Maintain current Emergency First Aid at Work qualification

British Council Accreditation

Contribute to the maintenance of records, resources and performance to meet or exceed the criteria from the Accreditation UK Handbook

. Managing office systems, hardware and procedures

Liaise with local suppliers to deliver office hardware and software so that office staff can provide student services to suit student demand

Maintain accessible holiday, sickness absence and appointment records not relating to work on all staff (teaching & office) in electronic format

In line with other school managers:

Attend and minute the weekly Heads of Department meetings and report to standing agenda items

Arrange annual leave so that no more than one post holder from Head of Administration, Accommodation Officer and Senior Receptionist is away from the school at the same time

Implement the School's equality and diversity policies and to work actively to overcome discrimination on grounds of the following protected characteristics: age, disability, ethnicity, gender reassignment, religion and/or belief, pregnancy and maternity, marital status or civil partnerships, sex and sexual orientation

With other members of the management team, staff the emergency phone on a rotational basis so that students are covered for out of hours' emergencies

Carry out other duties as may reasonably be requested by the Principal or Managing Director of Westbourne Academy

Person Specification

Proven administration team leadership skills

The vision and drive to lead the School's reception services team to achieve maximum levels of customer satisfaction with reception and student homestay accommodation

Proven skills in the effective support, supervision and development of individual staff

Proven ability to work independently and manage a workload effectively and efficiently

Thorough and efficient in the management of finance

Job Types: Full-time, Permanent

Pay: 32,000.00-32,500.00 per year

Benefits:

On-site parking
Schedule:

Monday to Friday No weekends
Ability to commute/relocate:

Bournemouth BH4 8EN: reliably commute or plan to relocate before starting work (required)
Experience:

people management: 2 years (required) Administration: 2 years (required)
Language:

Fluent English (required)
Licence/Certification:

Enhanced DBS certificate (preferred)
Work Location: In person

Application deadline: 11/07/2025
Reference ID: WAOFFICE
Expected start date: 18/08/2025