Welfare Operations Manager

Student Welfare

• Assume overall responsibility for the welfare of all students.
• Be available and approachable to all students, addressing behavioural and emotional issues with professionalism, empathy, and positive reinforcement.
• Communicate with parents and Admissions Managers about welfare matters either by telephone or face to face
• Advise and support staff in addressing unfamiliar student wellbeing issues.
• Monitor and manage student welfare through daily meetings with House Parents and regular communication with the summer staff, managers and SBC Admissions Team.
• Attend to unwell students, liaising with relevant staff, arrange healthcare appointments, and accompany them when necessary.
• Ensure medical policy compliance, monitor students' allergy and dietary needs, and provide feedback to site hosts on food standards.
• Be present during meal and break times, ensure supervision ratios, and the implementation of allergy and dietary processes to ensure student safety.
• Maintain comprehensive records of medication, incidents, sickness, and medical issues in line with SBC's Safeguarding Policies and Procedures
• Assist in processing and responding to all Student Feedback
• Coordinate on-site student laundry procedures.
• Serve as a First Aider and complete First Aid training arranged by SBC.
• Complete the Level 2 Safeguarding Course and potentially take on the role of Site Designated Safeguarding Officer (DSO).
• Be available for emergency on-call or overnight duty when rota-ed.

Team Management

• Lead and manage House Teams, ensuring effective communication and smooth operations in creating safe, welcoming, and engaging boarding houses.
• Work with House Parents to establish routines, maintain appropriate student behaviour, and foster positive boarding communities.
• Provide guidance to House Parents during on-call or overnight duties.
• Lead daily morning meetings with House Parents and support them in supervising sick students and addressing wellbeing concerns.
• Ensure accurate record-keeping, including House Logs, registers, activity sign-ups, medical records, and incident logs.
• Foster a positive relationship with the host school staff.
• Communicate with parents and Admissions Managers regarding welfare matters.
• Oversee the induction of new House staff, ensuring they are familiar with house routines, welfare policies, and record-keeping requirements.

Financial Administration: 

• Oversee on-site financial records, including receipts, petty cash, and spending tracking via Excel/banking apps. 

• Assist with the collection and distribution of student pocket money. 

• Maintain communication with the SBC Finance Team. 

Excursion & Off-Site Activity Management:

• Follow Head Office guidelines to prepare for excursions, reconfirm bookings and prepare excursion packs with itineraries, registers, and risk assessments. 

• Distribute and store excursion documents in line with SBC’s Emergency and GDPR Procedures, brief staff on roles, and monitor transport logistics. 
    

Office & Stock Management: 

• Manage the storage, distribution, and return of branding, office and IT stock and support resource purchasing ensuring compliance with guidelines. 

• Oversee the setup and upkeep of the Summer School Office and staff room, ensuring spaces organised, clean and welcoming. 

• Collaborate with Head Office to maintain smooth operation of office IT and phone systems. 

Student Arrival & Departure Administration: 

• Coordinate with Transfer Managers to ensure transfer packs are prepared and distributed, and briefings are attended. 

• Prepare documentation for student arrival and departure days, set up check-in/departure rooms, prepare refreshments, and ensure professional first and last impressions. 

• Assist with end-of-course administration, including questionnaires, reports and certificates 
   

HR and Staff Support: 

• Assist the HR team with onsite staff admin, including arrival packs, uniforms, and ID cards. 

• Coordinate staff meals, socials, and budget planning with Course Leaders and Programme Managers. 

• Provide administrative support across the programme to ensure smooth operations 

Teamwork & Communication

• Collaborate with the Management Team, attending meetings and maintaining open and proactive communication.
• Communicate clearly and professionally with students, staff, parents, agents, site hosts, and external stakeholders.
• Work with SBC Head Office to complete necessary paperwork and share updates.

Student Experience

• Encourage student engagement in the programme, promoting communication, confidence, and social skills.
• Promote a culture of equality, respect, and diversity, ensuring students adhere to the Student Code of Conduct and assisting staff in managing behaviour.
• Encourage student feedback and promptly address concerns or complaints.
• Contribute to hosting arrival and departure days, ensuring a welcoming and professional experience for students and parents
• Support the safe delivery of the programme, covering sessions, attending off-site activities & supporting breaks, meals, and welfare duties where needed.

Safety & Compliance

• Implement Health and Safety procedures, ensuring incidents are reported and risk assessments are followed.
• Keep staff informed of student welfare needs and maintain required welfare records.
• Ensure staff and students understand Emergency and Fire Evacuation procedures.
• Securely manage summer camp data, following GDPR and confidentiality policies.

Safeguarding Duties

• Be committed to the safeguarding and welfare of students in your care
• Complete online safeguarding training and attend on-site safeguarding training during induction week
• To read and understand SBC’s Safeguarding Policy, Staff Handbook, Operations Policy Handbook and Part 1 of Keeping Children Safe in Education (including annexes A & B)
• To be alert to the signs of abuse and neglect, and report any concerns to the DSO immediately (including low level concerns)
• To know what to do if a student tells a member of staff they are being abused, exploited or neglected
• To help students understand how to keep themselves safe and manage risk; earning their trust while maintaining professional boundaries