Futures and Partnerships Coordinator

Location: Oxfordshire
School: St Helen & St Katharine
Type: Part-time
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Summary

We are seeking to appoint an Administrator to join our successful Futures and Partnerships Department, supporting the Assistant Head, Futures and Partnerships and the Head of Futures in delivering the School's higher education, careers, work experience and partnerships programmes.

Detail

The postholder will be the operational hub of the department: coordinating the administration of the UCAS and higher education application cycle, delivering our well-established work experience programme for students in Year 11 and the Sixth Form, and providing administrative and coordination support for the School's partnership activities, including our international exchange programmes.

This is a part-time role working 30 hours over a minimum of 4 days per week Monday to Friday, term-time plus 2 weeks during the school holidays. We would like the successful candidate to start work as soon as possible.

This post would particularly suit an individual with experience of complex administration or programme coordination in an education setting. Experience of careers, higher education guidance, university admissions, work experience, educational visits or partnership programmes would be an advantage. However, if you do not have the direct experience but are highly organised and quick to learn, we would also be keen to hear from you.

The successful candidate will have excellent interpersonal skills with the ability to build effective working relationships with students, parents, staff, employers and external partners alike, combined with strong administrative and organisational skills, sound judgement and the confidence to manage multiple concurrent deadlines independently.

The Futures and Partnerships Department comprises the Assistant Head, Futures and Partnerships, the Head of Futures, and the postholder. The department's offices are located within the School library and consist of a dedicated careers library and large careers office.

Key responsibilities

Higher Education and UCAS

Support the Assistant Head, Futures and Partnerships in coordinating the higher education programme and annual UCAS cycle.
Manage UCAS administration, including monitoring student progress, application deadlines, subject and tutor references, admissions test arrangements and extenuating circumstances.
Maintain and administer digital platforms, including UCAS and Unifrog, for students, parents and staff.
Collate and analyse higher education data and prepare reports for internal and external stakeholders.
Coordinate support for Oxbridge and specialist applications (Medicine, Dentistry, Veterinary Science and Midwifery), including admissions events and mock interviews.
Organise higher education events and visits, including information evenings, taster days and UCAS Discovery Days.
Keep abreast of developments in higher education admissions and application systems.

Careers and Work Experience

Coordinate the Year 11 and Sixth Form work experience programme, ensuring compliance with safeguarding and health and safety requirements.
Advise students and liaise with parents, employers and staff to support work experience placements and career planning.
Develop and maintain relationships with employers, and work with the Alumnae Relations Manager to broaden opportunities for students, including through the Kate mentoring scheme.
Organise careers events and maintain accurate records of student careers engagement using Unifrog.
Promote careers opportunities through school communications and social media.

Partnerships and International Exchanges

Provide administrative support for partnership events, including invitations, bookings, logistics and communications.
Maintain records, attendance data and evaluation reports for partnership activities.
Coordinate international exchange programmes, including applications, liaison with partner schools and families, travel documentation, trip briefings, host family checks, DBS administration and safeguarding records.
Support the promotion of partnership activities through internal and external communications.

General

Act as the first point of contact for the department, responding to enquiries from students, parents, staff and external organisations.
Maintain accurate departmental records and provide administrative support across all areas of the Futures and Partnerships Department.
Handle confidential student, family and safeguarding information in accordance with school policies and data protection requirements.
Undertake other duties appropriate to the role.

The Person

Skills and Experience

Excellent organisational and administrative skills with strong attention to detail.
Outstanding interpersonal and written communication skills, with the ability to build effective relationships with a wide range of stakeholders.
Ability to manage multiple priorities and deadlines while maintaining accuracy.
Strong IT skills, including Microsoft 365, databases and online platforms such as Unifrog.
Experience in a busy administrative environment is essential; experience in careers, higher education or schools, and knowledge of UCAS processes, are desirable.
Understanding of safeguarding and compliance requirements would be advantageous (training will be provided).

Personal Qualities

Professional, approachable and proactive.
Enjoys working with young people and demonstrates sound judgement and discretion.
Able to work independently as well as collaboratively within a team.
Committed to continuous professional development and safeguarding.

What we offer

At the discretion of the School, this role attracts a 20% reduction in working hours during school holiday periods with no impact on pay.
Fee remission of up to 50% on tuition fees for children of staff members at the School from September 2026 (pro-rated for part-time staff).
Employees may join a staff Pension Scheme. The School currently double matches employee contributions with a minimum employee contribution of 3% (6% employer contribution) up to a maximum employer contribution of 10% of gross salary. Salary sacrifice is also available for pension contributions where qualifying conditions are met.
All staff are covered by a life assurance scheme, paying out three times annual salary in the event of their death whilst employed by the School.
A diverse training and professional development programme.
A range of other staff benefits are available via external providers such as an Employee Assistance Programme, access to GP and dental advice lines amongst other services.
The School currently operates a cycle to work scheme.
Employees are entitled to free lunches when the kitchens are operating, plus refreshments in the staff room during the day and after school.
There is free car parking on site.
Employees may use the fully equipped Sports Centre facilities including a fitness suite, ergo suite and group cycle studio.
Free eye tests and annual flu vaccination.
Access to a well-stocked school library.

How to apply

To apply for this position, please read the full job details in the candidate pack and submit a completed application. Applications should be submitted through MyNewTerm (via the 'Apply Now' tab) with a brief supporting letter addressed.

The School is committed to safeguarding and promoting the welfare of children and young people. Applicants must be willing to undergo child protection screening, including checks with past employers and the Disclosure and Barring Service.