Booking Administrator - Language School

Job description

IH InTuition Languages is an established, British Council-accredited language school, specialising in home tuition. We are an affiliate of the International House World Organisation. Please see our website for a full introduction to InTuition and the courses and services we offer.

This full-time vacancy has been created as the company seeks to expand to meet customer demand in a fast-paced, dynamic, international marketplace. We are looking for an enthusiastic person with a commitment to client-focussed service and excellent organisational skills to join our small, dynamic team at head office. The post-holder will provide administrative assistance across the school’s enquiries, placements, tutor management and marketing functions. The position requires excellent communication skills (with complete fluency in English) and attention to detail, as well as strong capacity for time management. An aptitude in another European or international language would be an asset.

Reporting to the Director, main responsibilities are as follows:

Booking and Placement Administration

• Support the Placement Coordinators in processing course enquiries, bookings and placements:
  
  • Collate course enquiries from all sources, create application files and ensure all details are logged accurately on school databases
  • When necessary, contact applicant students / agents to ensure all required information is collected for a successful placement
  • Contact tutors and students to ensure timely confirmation of course acceptance
  • Ensure that travel and transfer requirements and student contact information is collated and recorded in advance of a course commencing
  • Contact host tutors to remind them of upcoming courses and ensure that all materials are prepared
  • When necessary, order and dispatch books and other teaching materials to host tutors
  • Post course completion, contact students and teachers to ensure that they provide feedback
  • Assist with preparing and raising invoices to students and agents
  • Perform other Booking and Placement data management tasks as required
• Administer the InTuition Languages online English lessons programme
• Administer the InTuition Scholarships US Degrees programme:
  
  • Reply to and records sales leads
  • Collate and follow-up programme enquiries from all sources
  • Process programme applications
  • Answer telephone calls, manage phone enquiries and redirect as required
  • Maintain and update the InTuition Scholarships website

Host Tutor Network Administration

• Support the Host Tutor Manager in developing and maintaining the InTuition network of host tutors:
  
  • Inform host tutors of upcoming CPD opportunities and social events
  • Input and amend host tutors’ data, ensuring that profiles are kept up-to-date and free of errors
  • Ensure that host tutors’ availability and preferences are updated and noted on school databases
  • Ensure that host tutors’ website profiles are developed and maintained
  • Inform host tutors of upcoming CPD opportunities and social events

Office Administration

• Ensure that office and operations functions are carried out effectively and efficiently:
  
  • Manage outgoing and incoming post
  • Ensure that filing systems are maintained and updated as required
  • Answer telephones and monitor incoming email, passing emails to the relevant team member to process
  • Assist in sending out mailings for marketing purposes
  • As part of a team, maintain records and standards required for British Council and International House accreditation. Manage the preparations for inspections
• Ensure post-course record keeping is accurate and efficient
• Undertake other general administrative tasks as required

Marketing Administration

Support the Director in ensuring that:

• Agent contact information is maintained accurately on school databases
• Changes in InTuition’s terms and conditions, prices, course offerings and locations are effectively communicated to agents and clients

Personal Specification

Essential

• Complete fluency in English (CEFR C1 or higher; evidence may be requested for non-native speakers)
• Educated to at least A-level or equivalent standard, with minimum C grade GCSE English Language and Literature
• Excellent communication and listening skills
• Excellent attention to detail and a meticulous work approach, with a commitment to maintaining accurate records
• Demonstrable ability to manage a diverse workload and prioritise tasks
• Experience in working in a general administrative capacity
• Experience in data entry and database administration
• Professional telephone manner and a flair for customer service
• Experience working within a language school environment, or similar
• Advanced competence in using MS Office: Word, PowerPoint and Excel

Desirable

• Professional capacity in at least one other European or international language
• Educated to Bachelor’s degree or equivalent standard
• Experience in invoicing, accounts management or book-keeping
• Experience working within a language school environment, or similar

Key Information

• 
  Hours per week: 37.5
• 
  Work hours: 0900 - 1730, Monday-Friday (1 hour for lunch)
• 
  Annual Leave: 20 days and public holidays; annual leave is restricted during peak season of June, July, and August. Leave should be taken outside this period, with the exception of long weekends.