Trips Coordinator & Administrator

Reporting to: Director of Co-Curricular / Service Manager

Core Purpose:

To provide efficient and proactive administrative and logistical support for school trips and visits, including day trips, residential trips, and international visits. The Trip Assistant works closely with the Service Manager and Trip Leaders to support the planning, coordination, and delivery of trips, ensuring compliance with school policies, safety standards, and financial procedures. The role contributes to a positive experience for students, staff, and parents through accurate coordination and clear communication. Ideally, the role holder will have a genuine enthusiasm for the outdoors.

Key Responsibilities -

1. Administrative & Logistical Support

• Provide administrative support to staff organising school trips, in line with the School’s Educational Visits Policy and international standards.
• Ensure all trip details are accurately recorded in the school’s trip management system (EVOLVE) and support staff in its effective use.
• Assist Trip Leaders in collating information for Trip Information Packs for day trips and residential trips.
• Support arrangements for transport, accommodation, room bookings, visa or passport checks, and risk assessments, where required.
• Liaise with external providers and vendors to obtain quotations and support booking arrangements.
• Assist the Trip team with all re-trip planning to include offsite pre trip visits and route planning

2. Communication & Coordination

• Support the updating of the school calendar (iSAMS) with approved trip details.
• Use EVOLVE to generate consent forms, distribute trip communications to parents, and track returned consents and payments (in coordination with Finance colleagues).
• Act as an administrative point of contact for parents regarding trip-related queries, ensuring information is clear and timely.
• Support the organisation of trip-related meetings, briefings, and post-trip feedback, working with Trip Leaders and the Service Manager.
• Liaise with Co-Curricular, Academic, and Pastoral teams to support scheduling and integration of trips into the wider school programme.
• Work with the Head of DoE to manage student participation on the Online Record Book (ORB)

3. Financial & Record Support

• Support the Service Manager and Finance Office with trip-related payments, invoices, deposits, and reimbursements.
• Assist with arrangements for foreign currency or currency cards for international trips, as required.
• Support basic cost tracking and documentation for trips, under the guidance of the Service Manager.
• Maintain accurate records for audit, reporting, and compliance purposes.

4. General and Event Support:

• Provide administrative support for other co-curricular activities, such as ECAs, CCAs, and sports events, as required.
• Assist with collecting and checking required documentation from external providers to ensure compliance with safeguarding and SCR requirements.
• Provide administrative or coordination support for school events when needed.
• Ensure all work complies with safeguarding requirements and data protection policies.

Professionalism

• Bachelor’s degree in any field (Business Administration, Management, or English preferred).
• Minimum 3–5 years of administrative experience, ideally within an international or educational setting.
• Excellent written and spoken English skills due to the nature of the business
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• be positive, engaging and friendly in manner to all visitors to the school
• be professional, neat and presentable in their personal
• be efficient and accurate in dealing with all enquiries
• have an excellent spoken command of English or Mandarin and thoroughly competent written skills in both languages considered a plus
• be flexible in their approach to work and enjoy working as part of a team and closely with the Line Manager
• be able to prioritise workloads and be able to work effectively in a busy environment
• strict adherence to school policies and procedures
• be aware of students safety

Important Note:
King’s College International School Bangkok is fully committed to safeguarding and promoting the welfare of children and expects all staff to share this commitment. Any offer of employment will be subject to the receipt of an enhanced DBS disclosure/ICPC, a criminal records check, suitably translated if you teach outside of the UK, satisfactory references, and medical clearance.