Senior Operations Coordinator

Main Duties and Responsibilities

• Act as the first point of contact for operational queries from Operations Coordinators across Residential, Year-Round Groups and Special Programmes.
• Provide guidance and support on programme planning, supplier management, operational processes and client requirements.
• Share best practice, lessons learned and operational expertise across programme streams.
• Serve as the primary escalation point for day-to-day operational issues.
• Ensure consistency of operational standards, documentation and delivery across all programme types.

• Coordinate complex, high-profile or strategically important programmes across the EFL UK portfolio.
• Compile operational sheets to support efficiency of centres. Align with programme requirements and client expectations, including and not limited to, rooming, catering including meal cards, transport including train, coach, taxi and travel cards, entrances, stock / equipment and reference sheets.
• Ensure accurate operational sheets are maintained, in a timely manner to ensure a smooth transition between head office and centres.
• Write individual programmes, ensuring they are given to the admissions team in a timely manner.
• Alongside the Operations Manager to ensure provisions are made to deliver programmes to the satisfaction of the client and to ensure their expectations are met on arrival.

• Conduct quality checks on operational records, trackers and programme information.
• Review key programme documentation to ensure accuracy and consistency prior to handover to schools and centres.
• Maintain and improve standard operating procedures, templates, checklists and guidance materials.

• Support supplier negotiations and sourcing activities across transport, activities, accommodation and venue requirements.
• Maintain oversight of supplier databases and preferred supplier relationships.
• Coordinate complex logistics and multi-site operational arrangements when required.
• Assist with resolving supplier performance issues and service delivery challenges.
• Alongside the operations team, develop a structured and exciting on-site activity and excursion programme.

• Ensure continuous improvements in efficiency & programmes.
• While programmes are running, support centre management, including Student Support Managers to ensure programmes are delivered effectively and to the satisfaction of clients
• Assist the Recruitment Manager with operations for staff inductions, including but not limited to; meal provision, rooming, transport/travel card requirements and session planning.
• Assist in the planning and organisation of staff training days and inductions and participate as required.
• Assist the wider operations team in delivery of all programmes in the Oxford International portfolio.
• Attend agency visits, fam trips and presentations when required.

• Ensure risk assessments, policies and centre procedures are up to date with the support of the Operations Manager and Operations Director.
• Ensure operational policies and processes are compliant with accreditation bodies including but not limited to British Council & ISI by having knowledge of assessment criteria.
• Ensure programme delivery aligns with safeguarding, welfare and accreditation requirements.
• Monitor operational cost trackers and ensure accurate record keeping escalating where necessary to the Operations Manager.
• Assist the Operations Manager and Operations Director with reporting and operational analysis.
• Identify opportunities for efficiencies and cost savings across programme operations.
• Ensure invoicing system is maintained, providing information to the Operations Director.

Person Specifications

• Eligibility to live and work in the UK
• Undergo an Enhanced DBS disclosure check or overseas equivalent

• Undergraduate degree in any discipline.
• CELTYL or YL Extension (Desirable)
• CELTA. Trinity TESOL and / or QTS in English or a Modern Foreign Language with ELT subsidiary (Desirable)

• Significant experience in an operational coordination role within education, travel, hospitality, events or a residential environment.
• Proven ability to resolve operational issues and implement practical solutions.
• Experience in a supervisory role
• Strong understanding of operational planning, programme delivery and customer service standards.
• Experience coordinating complex programmes involving multiple stakeholders and suppliers.
• Experience of working in a fast-paced, dynamic department • Knowledge of child safeguarding (Desirable)
• Experience of sports coaching or tour guide (Desirable)
• Experience of planning events or structured activities (Desirable)

• Outstanding communication skills, both verbal and written
• Excellent organisational skills with the ability to prioritise a varied workload
• High attention to detail and the ability to work accurately and efficiently.
• Ability to prioritise workload, work to deadlines and under pressure
• Ability to provide guidance and support to colleagues on operational matters.
• Strong IT skills, including Microsoft Office and operational tracking systems.
• Ability to function and communicate in a multicultural environment (Desirable)
• Experience of delivering presentations confidently and effectively (Desirable)
• Knowledge or interest in using AI to increase efficiencies. (Desirable)

• A fully supportive team member who enjoys collaborating with colleagues.
• Positive, proactive and solution-focused approach to work.
• Willingness to work flexibly and ‘go the extra mile’.
• Professional, reliable and acts with integrity at all times.
• Committed to continuous improvement and raising operational standards.
• Resilient and adaptable in a dynamic operational environment.

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