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Trips Administrator – Position Overview
St Paul’s School is seeking a proactive, highly organized Trips Administrator to oversee the administrative execution of its expansive off-site educational and co-curricular trips program, encompassing both single-day visits and residential travel. Commencing in the Autumn Term 2026, this role acts as the operational hub for all excursions, ensuring complete logistical efficiency, compliance, risk management, and financial coordination.
| Organization Name | St Paul’s School |
| Job type | Full-time |
| Location | London, United Kingdom |
Key Position Details
- Salary: Competitive, plus comprehensive benefits package.
- Working Hours: Full-time (37.5 hours per week, Monday to Friday, 8:00 AM – 4:00 PM).
- Work Pattern: Term time, plus 5 additional weeks during school holidays.
- Location: St Paul’s School, Lonsdale Road, London SW13 9JT.
- Application Deadline: Midnight, Wednesday, 5 August 2026.
- Interview Date: Wednesday, 12 August 2026.
Core Duties & Responsibilities
- Logistical & Travel Coordination: Manage communications, venue bookings, transport arrangements, and documentation for both day trips and residential excursions.
- Financial & Compliance Administration: Coordinate trip budgeting, invoice processing, travel insurance coverage, and financial tracking for all planned visits.
- Health, Safety & Safeguarding: Ensure all educational visits strictly adhere to school compliance frameworks, health and safety standards, and risk assessment protocols.
- Record Keeping & Program Enhancement: Maintain meticulous digital records and support the ongoing refinement and expansion of the School’s trips framework.
About Us
St Paul’s School is a world-renowned selective independent day school for boys aged 13–18, situated on an impressive 45-acre campus on the south bank of the Thames in London. Renowned for academic excellence at GCSE and A level, St Paul’s places equal value on co-curricular engagement, intellectual exploration, and holistic development beyond the standard curriculum. Recently expanded into the St Paul’s School Group alongside leading not-for-profit prep schools, the institution is committed to educational innovation, diversity, and the highest standards of child safeguarding.
Website Link: https://www.stpaulsschool.org.uk/
Career Guide & Key Insights
Coordinating educational travel within a high-achieving independent school setting requires sharp administrative precision, high accountability, and seamless communication across staff, pupils, and external providers.
How to Excel in School Trips Administration
- Prioritize Risk & Compliance Management: In an educational environment, safety and compliance are paramount. Maintain absolute rigor regarding risk assessments, medical records, emergency contacts, and parental consent tracking.
- Master Budgeting & Financial Auditing: School trips require precise account reconciliation. Ensure all external vendor quotes, payment schedules, and individual pupil balances are logged accurately.
- Maintain Dynamic Stakeholder Communication: Keep teaching staff (Trip Leaders), parents, transport operators, and school leadership informed through clear, structured, and timely updates.
Benefits of the Role
- Competitive Salary & Perks: Attractive compensation package accompanied by independent school benefits.
- Term-Time Balanced Schedule: Enjoy the predictability of a school calendar with a term-time plus 5-week work pattern.
- Superb Work Environment: Work on a picturesque 45-acre green riverside campus in West London.
- Collaborative School Community: Join a supportive administrative network within one of the UK’s leading educational institutions.
How to Prepare Your CV for This Position
To stand out during the selection process, tailor your resume to reflect operational structure, event/travel coordination, and compliance awareness:
- Highlight Event, Travel, or Logistics Coordination: Clearly state prior experience with travel bookings, venue arrangements, itinerary planning, or event management.
- Emphasize Financial & Systems Competency: Detail your experience using school management databases (e.g., SIMS, iSAMS, Evolve), CRM systems, MS Excel, and invoice tracking workflows.
- Showcase Safeguarding & Health & Safety Awareness: Mention any exposure to risk assessments, health and safety regulations, or child protection policies.
- Demonstrate Precision & Throughput: Use concrete metrics where possible (e.g., “Coordinated logistical and travel documentation for over 40+ residential and day visits annually”).
Interview Preparation Guide
1. Operational & Compliance Questions
- Risk Management: How do you ensure all required risk assessments, medical forms, and emergency protocols are completed before a residential trip departs?
- Budget Tracking: What steps do you take if a trip’s actual costs begin to exceed the initially approved budget?
- Prioritization Under Pressure: How do you manage last-minute cancellations, weather disruptions, or booking changes for an upcoming excursion while handling daily administrative tasks?
2. Safeguarding & Interpersonal Scenarios
- Safeguarding Practices: Be prepared to demonstrate a clear understanding of child welfare responsibilities and how administrative oversight contributes to pupil safety.
- Stakeholder Coordination: Practice explaining how you handle inquiries from anxious parents or busy teachers who need guidance through the trip approval workflow.
- Structure your answers using the STAR Method (Situation, Task, Action, Result).
How to Apply
- Access the Online Portal: Visit the St Paul’s School online recruitment page. Please note: Hardcopy applications are not accepted.
- Complete the Online Application Form: Ensure all work history, qualifications, and personal details are accurately filled out before submission.
- Submit Queries: Direct any technical or job-related queries to recruitment@stpaulsschool.org.uk.
- Observe Key Dates: Ensure your completed application is submitted prior to midnight on Wednesday, 5 August 2026. Shortlisted candidates must be available for interviews on Wednesday, 12 August 2026.
Safeguarding & Employment Disclaimer
St Paul’s School and St Paul’s Prep School are committed to safeguarding and promoting the welfare of children and young people and expect all staff and volunteers to share this commitment. The successful applicant will be required to undergo child protection screening appropriate to the post, including checks with past employers and an enhanced Disclosure and Barring Service (DBS) check. St Paul’s School is an equal-opportunity employer dedicated to creating a diverse and inclusive workplace. This job summary and career guide are prepared independently for guidance purposes.