Job Description

Buckswood school motto is 'Ad Vitam Paramus' or 'we prepare for life', and our magical campus set on 40 acres of country estate, vineyard, stables, farm and activity centre provide the perfect setting for passionate subject specialists to ignite the imaginations of our international students and be 'that teacher' that makes the difference in a child's life. Join a school that likes to think outside of the box and inspire children to do the same.

We are seeking a

highly proactive and organised Medical, Safeguarding, and Travel Coordinator Administrator

to join our dynamic team. This role is essential in ensuring smooth operations across medical, safeguarding, and student travel functions. It requires a hands-on approach to administration, excellent organisational skills, and strong attention to detail.

The ideal candidate will be proactive, with excellent planning and record-keeping skills -- particularly during preparation stages at the start of each term, as well as through continuous follow-up with all stakeholders throughout the year. This is not a passive role; it requires someone who can anticipate needs, prepare in advance, and maintain meticulous records while ensuring clear and timely communication with staff, students, parents, and external partners.

Key Responsibilities

Medical Administration

Maintain and update student medical records, including new admissions. Keep the health database accurate and aligned with the weekly school roll. Request and follow up on medical forms from parents/guardians. Answer medical-related queries from parents, nurses, students, and staff. Liaise with the School Immunisation Team (Kent Community Health NHS Trust) to coordinate immunisation schedules. Manage email correspondence with parents, agents, the marketing team, and staff regarding medical matters.

Safeguarding Administration

Maintain comprehensive and up-to-date safeguarding records, ensuring accuracy and compliance with legal and regulatory requirements. Schedule and prepare for safeguarding meetings, case reviews, and staff training sessions. Follow up with internal teams and external agencies to ensure safeguarding actions are completed within deadlines. Respond promptly to safeguarding concerns, ensuring all issues are appropriately documented and escalated. Prepare detailed safeguarding reports for senior management and external stakeholders.

Travel Coordination

Receive and process travel arrangement requests from parents. Coordinate travel logistics, including departure dates, permissions, and necessary approvals. Ensure all travel-related forms are completed and stored securely. Keep travel documentation, spreadsheets, and live systems accurate and up to date. Communicate travel plans clearly with staff, students, and parents to ensure smooth departures and arrivals.

Skills and Qualifications

Proven experience in a proactive administrative role, ideally within a healthcare, safeguarding, or education environment. Excellent planning and organisational skills, with the ability to anticipate needs and manage competing priorities. Strong communication and interpersonal skills, with the ability to follow up and liaise effectively with a variety of stakeholders. Familiarity with medical terminology, electronic health record systems, and safeguarding procedures. Ability to handle confidential information with discretion, ensuring compliance with safeguarding and data protection regulations. Proficiency in MS Office (Word, Excel, Outlook) and other administrative software. Experience managing and coordinating travel arrangements (desirable).

Contract Type:

Permanent, Term time ( 33 weeks) + 5 weeks; Monday to Friday, 9 am - 3 pm

We look forward to welcoming a new member to our dedicated team!

Candidates are invited to submit their CVs to the school. Following an initial review, successful applicants will be contacted and required to complete and submit the school's application form before being considered for shortlisting and interview.

We reserve the right to close this vacancy early if we receive sufficient applications for the role

. Therefore, if you are interested, please submit your application as early as possible.

Buckswood School is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Criminal Records Bureau now the Disclosure and Barring Service. You must also have the right to work in the UK with appropriate Visa if necessary.

If you have spent more than 3 months abroad in the last 5 years you will need to provide a Police check from the country in which you were in.

Job Types: Full-time, Permanent

Benefits:

Company pension Free parking On-site parking
Work Location: In person