Educational Visits and Trips Administrator

Location: Romsey or Fareham with requirement to travel

Contracted hours: 37 hours per week

Working hours: 8.00am – 4.00pm Monday – Thursday, 8.00am – 3.30pm Friday

Working weeks: 41 weeks per year (Term time plus 2 weeks to be worked in the schools holidays)

Paid weeks: 46.76 per year

Salary: Grade D1-D5 - £25,804.33 - £28,390.51 (Actual Annual) FTE £28,696 - £31,572. Subject to experience

Gateway Academy Trust is looking for a proactive and highly organised Educational Visits and Trips Administrator to take the lead on coordinating school trips and educational visits across our Trust.

This is a fantastic opportunity to play a key role in ensuring visits are exciting, well-planned, financially sound and compliant—supporting staff and enhancing opportunities for pupils across multiple schools.

As the Educational Visits and Trips Administrator you will primarily based from either Cams Hill Secondary School in Fareham or The Romsey School in Romsey with a requirement to travel to other schools within the trust as and when required.

What You’ll Be Doing

Coordination & Planning

• Maintain a Trust-wide overview and calendar of planned visits, including day trips, residentials, overseas visits, curriculum trips, enrichment activities, sports fixtures and local visits.
• Provide central administrative support to trip leaders, school offices, EVCs, business managers, parents/carers and providers during the planning, approval and follow-up stages.
• Ensure all visits follow agreed Trust procedures, timelines and approval routes, escalating concerns where required.

Finance & Costings

• Prepare, check and maintain accurate trip costings, including transport, accommodation, entry fees, activities, insurance, staffing, supply cover, contingency and other associated costs.
• Work with finance colleagues to ensure trips are financially viable before launch and to monitor income, expenditure, purchase orders, invoices, refunds and reconciliation.

Bookings & Logistics

• Source quotes and coordinate bookings for transport, venues, accommodation, tickets, activity providers, travel companies and other trip-related services.
• Liaise with third-party providers to confirm itineraries, prices, booking terms, payment schedules, cancellation terms, insurance and risk management information.

Administration & Communication

• Support trip leaders and school-based EVCs with the preparation, checking and submission of educational visit documentation.
• Draft, check and issue trip letters, consent forms, payment information, reminders and final arrangements.

What We’re Looking For

Essential

• Experience in a school, academy trust, local authority, education setting or comparable administrative environment
• strong organisational skills
• experience of financial administration including costings, payments, invoices, reconciliation or budget monitoring; excellent attention to detail
• strong written and verbal communication
• good IT skills including spreadsheets, shared drives and MIS/payment systems

 Desirable

• Experience administering school trips, residentials, overseas visits or educational activities
• experience using EVOLVE or another visits management system

Please see job description and person specification for full details.

Why join the Gateway Trust:

• LGPS pension
• Free Enhanced DBS
• Onsite parking
• Wellbeing support - 24/7 Employee Assistance Programme, flu vaccinations, eye care vouchers and access to GP via Livi app
• Access to staff benefits schemes, including Cycle to Work scheme
• Discounted meals from our excellent in-house catering team
• Discounted childcare at our on-site nursery, Little Sunlights - Romsey
• Opportunities for further education and professional development
• Be part of The Gateway Trust, an organisation dedicated to supporting the local community

 How do I apply?

To become an Educational Visits and Trips Administrator simply click 'Apply now' and complete your application. If you have any questions at all, please feel free to contact us at jobs@gatewaytrust.org

We regularly review applications and reserve the right to close an advert early if we identify suitable candidates. To avoid disappointment, submit your application as soon as possible.

The Gateway Trust is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. 

The Gateway Trust is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. DBS Disclosure at Enhanced level will be required prior to any offer of employment.