Job Description

In order to apply for this role, you must submit an online application via the link below and also included at the bottom of the role description. Any applications submitted directly via Indeed will not be considered:

https://edconic.peoplehr.net/Pages/JobBoard/Opening.aspx?v=afee28ae-f876-45ac-ada8-d638c27d3737

Location:

Sotheby's Institute of Art - London

Reports To:

Senior MA Programme Coordinator

Contract:

Part-time for 3 days per week (0.6fte), hybrid

Fixed-term contract for 6 months: January to June 2026

Salary:

22,500 per annum (0.60fte pro-rata of 37,500)

About Us

Established in 1969, Sotheby's Institute of Art can be found in the heart of Bloomsbury, London. The Institute is now among the world's leading specialist higher education institutions, offering programmes for professionals, pre-college audiences and postgraduate students seeking careers in art business and an understanding of the global art economy.

Sotheby's Institute of Art is owned by Edconic, an organisation that partners with prestigious companies to deliver relevant, experiential learning programs taught by industry experts from the world's best brands.

Job Purpose

This position involves coordinating the booking of international student study trips, which are a vital part of the MA Programmes and of the student learning experience. The post holder will work closely with the MA Programme Coordinators and faculty and play a key role in providing the necessary support, booking and communication of all relevant travel and visit needs across the four MA Programmes. This will include organisation for six international trips during the period of the contract.

Occasionally, the postholder may be required to accompany the students on the study trips which will include travel to destinations in Europe. Therefore, the individual must have the ability to travel in and out of the UK. The role will also be required to support the wider MA team with the organisation of events which may require occasional evening work.

Key Duties and Responsibilities

Travel Administration

Responsible for the booking and administrative maintenance of all study trips and events for MA programmes.

Liaise with Programme Directors and Academic Faculty to devise a timetable for each study trip.

Negotiate contracts and fees and build/maintain key relationships with service providers.

Prepare programme travel materials including production and distribution of relevant timetables, lecture notes, maps, notices, and general information for students.

Assist and accompany study trips when required.

Via Canvas, maintain student portals so that students have online access to timetables, materials, maps etc.

Collate information about the study trip budgets and expenditure.

Carry out monthly ledger checks and chase invoices as needed.

Brief relevant members of staff or student groups with details about the trip prior to their commencement.

Work with faculty to create risk assessments for each trip and ensure students and faculty are aware of any security risks or student wellbeing concerns.

Confidentially hold and appropriately communicate specific student needs in relation to travel e.g. allergies, medication requirements.

Brief colleagues on incident reporting protocols during trips.

Maintaining Systems and Records

Maintain systems within the department to ensure smooth running of administration of relevant areas.

Wider Institute Support

Support the wider team with the organisation of events, such as student receptions and graduation ceremony, as needed. This may require occasional evening work.

In the event of sudden illness or absence and schedule permitting, support the MA Administration team or other departments on a temporary basis.

The above statements are intended to describe the general nature and level of work being performed by an individual undertaking this position. They are not intended to be an exhaustive list of all duties and skills, and the post holder will be required to undertake such tasks and responsibilities as may be reasonably be expected within the scope of the post.

Person Specification

Essential

Experience coordinating travel and accommodation for large groups

Experience of project management and tracking expenditure

Ability to negotiate prices of accommodation and venue hire

Strong customer service experience and relationship management

Great problem-solving and logical thinking skills

Ability to maintain consistent and thorough records

Time-management and organisational skills required in order to coordinate several study trips at once

Strong IT proficiency with competent use of Microsoft Office skills including Excel, Word, PowerPoint, Outlook, Teams and, following relevant training and support, with CAMS (Institute student database)

Excellent communication skills

Occasional evening work when required to support the wider MA team

Desirable

Knowledge of visa compliance and UKVI regulations

Knowledge and understanding of the Higher Education environment

Educated to degree level or equivalent experience

Language skills: French and Italian most relevant to support making bookings

Application Process

Please complete an online application by using this link:

https://edconic.peoplehr.net/Pages/JobBoard/Opening.aspx?v=afee28ae-f876-45ac-ada8-d638c27d3737

You will be required to upload your CV and cover letter to your application, demonstrating your interest in this position and how you meet the person specification.

The closing date for applications is 10am on Monday 24th November 2025.

Benefits of working for Sotheby's Institute of Art include:

25 days annual leave plus up to 4 days additional discretionary leave during the Christmas period

Option to purchase an additional 5 days annual leave on a salary sacrifice basis

24/7 access to an Employee Assistance Programme

Audit any course within the Edconic online course portfolio free of charge (subject to eligibility)

Volunteering days

Life insurance

Discount for gym membership

Access to a comprehensive (250+ courses) and high-quality e-learning platform

Job Types: Part-time, Fixed term contract
Contract length: 6 months

Pay: 22,500.00 per year

Expected hours: 21 per week

Benefits:

Life insurance Paid volunteer time Work from home
Work Location: Hybrid remote in London WC1B 3EE