The College Operations Coordinator is responsible for supporting the effective and efficient daily operations of the College. This role plays a critical part in ensuring operational continuity by overseeing and coordinating staff relief coverage, managing and recording staff leave, and triaging incoming complaints in a timely and professional manner.

The Coordinator also provides leadership in the day-to-day functioning of the administration office, supervising support staff, ensuring smooth workflows, communication, and process adherence across administrative functions. Working collaboratively with academic and non-academic staff, the College Operations Coordinator contributes to the overall operational excellence of the College, enabling a supportive and well-organised environment for staff, students, and families.

Position Responsibilities

Relief Staff Administration

• Proactively identify potential relief teachers and support staff through a systematic approach.
• Establish and meticulously maintain a pool of qualified and capable relief staff, ensuring strict adherence to the school's standards and requirements.
• Engage in effective liaison with the Head of HR, Chief Learning Officer, Head of Primary, and Head of Secondary to implement a thorough interview and deployment process for relief staff. This process is designed to align closely with the specific needs of the school, including subject expertise or role requirements.
• Provide precise instructions and information to relief staff concerning their roles, responsibilities, and expectations, fostering clarity in their duties.
• Liaise with staff via email and printed instructions for both planned and unplanned absences, detailing location and duty expectations, ensuring seamless transitions between regular and relief staff.
• Swiftly assign staff to support teaching colleagues in case of unforeseen circumstances, such as illness or unexpected responsibilities during the day. Assist relief staff encountering technical issues or student behavioural challenges.
• Supply relief teachers with all necessary materials required for the day, including technology, Hi-Viz vests, or site maps, ensuring they are adequately equipped to fulfil their duties.
• Collaborate with relevant departments to facilitate a smooth transition between regular staff and relief staff during emergencies, emphasising the importance of maintaining operational continuity.
• Administer meticulous coordination of exam supervision rosters, ensuring the seamless and organised execution of examination processes.
• Efficiently coordinate room changes to facilitate and support student activities and events, demonstrating a proactive approach to logistical support.

Staff Absence Administration

• Monitoring and tracking Staff absences, encompassing teaching and support staff at primary and secondary levels.
• Efficiently scheduling and coordinating cover for teaching and support staff absences daily.
• Sending communications to staff regarding planned and unplanned absences, ensuring daily coverage for all grade levels (P to 12). Additionally, verifying the arrival of relief staff as expected.
• Maintaining a comprehensive record of staff leave and absence patterns. This includes accurate daily, weekly, and monthly spreadsheet records for short absences necessitating staff departure from campus, and separately for whole-day absences due to illness, carers leave, or other duty-related reasons.
• Ensuring compliance with the management system (TASS system) by maintaining the staff attendance report and verifying that absent staff have submitted their leave application promptly.
• Generating regular reports on relief coordination activities, highlighting trends in staff absences, and assessing the impact on student learning.

Complaints Triaging and Coordination

• Serve as the central point of contact for receiving, assessing, and triaging all complaints across the college, including those from students, staff, faculty, and external stakeholders.
• Prioritise complaints based on urgency and impact, ensuring they are directed to the appropriate department or individual for resolution.
• Maintain a comprehensive tracking system for complaints, ensuring accurate documentation of each issue, progress updates, and final resolutions.
• Regularly review and follow up on unresolved or escalated complaints to ensure they are addressed promptly and satisfactorily.
• Identify recurring trends in complaints and recommend process improvements to address root causes and prevent future issues.
• Prepare periodic reports summarizing complaints, patterns, and resolution metrics for leadership and stakeholders.

Office Administration Team Supervision

• Supervise and provide leadership to the office administration team, ensuring efficient task management and smooth daily operations.
• Coordinate office schedules, task assignments, and workflows to ensure all administrative functions are completed on time.
• Foster a collaborative and supportive work environment for the office administration team, providing guidance and development opportunities as needed.
• Ensure adherence to college policies and procedures, providing training and support to the team as necessary.
• Evaluate team performance, provide constructive feedback, and implement improvement strategies.

Coordination of Operations

• Collaborate with other departments to implement operational initiatives and manage day-to-day logistics including the College calendar.
• Assist in organising and supporting operational events, programs, and meetings, ensuring they are executed seamlessly.
• Continuously review and improve operational processes, identifying areas for efficiency gains and implementing solutions.
• Act as a point of contact for general enquiries related to college operations and provide operational support to staff and faculty.

Other Duties

• Preparing reports, drafting communication, college calendar administration and support.
• Ensure office supplies and equipment are adequately stocked and maintained.
• Organise and manage physical and digital filing systems, ensuring easy access to critical information.
• Liaise with the Senior Leadership Team as required.

Key Skills, Experience and Qualifications

• Bachelor's degree in business administration, management, or a related field, or equivalent experience.
• At least 2-3 years of experience in operations, administration, or coordination, with a strong focus on complaint management or customer service.
• Relevant qualifications and/or experience in HR administration, preferably in a school environment.
• Experience supervising or coordinating teams to ensure efficient administrative operations.
• Experience in implementing effective operational procedures.
• Exceptional interpersonal and communication skills to interact effectively with students, staff, faculty, and external stakeholders.
• High-level verbal and written communication abilities.
• Proven ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.
• Strong problem-solving and conflict resolution abilities, especially in the context of complaints triaging.
• High level of attention to detail and strong organizational skills.
• Professional acumen, flexibility, and the ability to build rapport with people at all levels.
• Approachable, driven to succeed, and a team player.
• Ability to work autonomously with minimal supervision.
• Proficiency in office software (Microsoft Office Suite, Google Workspace, etc.).
• Intermediate to advanced skills in MS Office and experience with school databases (TASS desirable).
• Valid Blue Card (Working with Children).

Corporate Accountability

• Comply with the College's Code of Conduct, management directives and approved policies and procedures
• Avoid participation in activities that may represent a conflict of interest with the obligations and responsibilities of your role/position
• Exercise discretion and maintain confidentiality in dealing with sensitive and high-level issues
• Display and demonstrate the type of team player and activities that will positively influence team culture and business performance
• Ensure compliance with the College's corporate values in the administration and delivery of service, as follows:

• Continuous improvements
• Organisational wellbeing
• Customer service
• Safety (Comply with the School's Workplace Health and Safety policy, safe work procedures, instructions and rules)

Other Relevant Information
This position description is intended to convey the general responsibilities and requirements of the role but is not all-inclusive. The incumbent may be asked to perform additional tasks to support the college's operations as needed. This position description is a guide only and is not intended to be an exhaustive or exclusive list of the duties attached to this position. The Position Description is subject to review by the college, in response to the strategic direction of the college, and the development of the skill and knowledge of the position.