Job Introduction

The post holder will assist with the administration of Extras (clubs), trips, and sports fixtures for Westminster Under School. Part of the role will involve supporting the School with other administration on a day-to-day basis, such as purchasing items and other activities to support the running of the School. 

The post holder will report to the Assistant Master Extra-Curricular and will also work closely alongside the Director of Sport. 

Role Responsibility

Administration of Extras

• Support the Assistant Master Extra-Curricular with the organisation and administration of the Extra Curricular programme.
• Work closely between the Assistant Master Extra-Curricular and Finance to manage the financial aspects of the Extra Curricular Programme.
• Help prepare publications including the website, posters, and termly booklets that are shared with parents.

Planning of Trips 

• Support the Assistant Master Extra-Curricular with the organisation and administration of School trips. 
• Act as a liaison between the Finance Department and WUS regarding School trips.
• Review the schedule of trips over the coming 12-24 months and help create and update a summary document to share with parents.
• Investigate possible providers/tour operators for trip leaders to work with to minimise trip exposure, admin time and costs, and create a preferred suppliers list of approved providers for trip leaders to use, ensuring all relevant checks on suitability and compliance have been carried out.
• Liaise with the Assistant Master Extra-Curricular and trip leader in planning the trip, setting the trip budget and sending letters to parents.
• Help to ensure that a full risk assessment, including the staff/pupil ratios and adequate insurance levels are in place for all trips. 
• Check that risk assessments have been communicated with all supervising staff, carefully addressing pupils’ individual needs and liaising with the Day Matron as necessary.
• Obtain coach and travel quotes and make bookings where necessary. Check the provider/tour operator’s booking confirmation documents are correct and all details as agreed.
• Ensure the letters to parents provide all necessary information, including cost and payment dates, in a clear, consistent, professional format and style.
• Ensure the trip leader has completed, where appropriate, the tour operator’s passenger lists with passport, medical and dietary information, and submit them on or before their deadline.
• Support the trip leader to ensure all trip paperwork is completed in an accurate and timely fashion in accordance with the School’s financial procedures and trip policies.
• Ensure all offsite trips are recorded and approved with accurate information on the School’s website.
• Assist with the distribution of School mobile phones and advise staff on policy and procedure about communication with pupils and parents whilst away on a trip.
• Liaise with trip leaders to obtain photographs and stories for the Communications team.
• Work with the Assistant Master Extra-Curricular to analyse trip evaluations and action as appropriate. 

Finance and operational arrangements of Trips 

• Ensure the budget covers all likely costs, including insurance, based on the provider/tour operator’s quote, the previous running of the trip or a similar one, and any further activities required by the trip leader, and ensure - through liaison with the Finance department - that deposits are paid by parents. 
• Manage and maintain the financial files and financial management for all trips, working closely with the Assistant Master Extra-Curricular.
• Read and interpret terms and conditions for any bookings made, particularly regarding cancellation, and ensure deposits offset any cancellation fees, and that the School can comply with the conditions and have plans in place to do so.
• Work with the Finance Department to set up a trip code.  Reconcile the trip Finance accounts on a regular basis, detecting and resolving any mis-postings.
• As required, work with the Finance department to set up the trip on the School payment system.  Monitor and report to the trip leader on payments received and costs incurred, in alignment with the trip budget.
• Work closely with the Assistance Master Extra-Curricular to deal with staff and parent queries, liaising with the Finance department as needed.
• Check trip invoices are accurate in relation to their booking confirmation and ensure they are submitted to Finance and paid on or before their due date.
• Working with Finance, arrange funds via currency cards or, exceptionally, cash.  Ensure all monies and paperwork are returned, reconciled and submitted to Finance as appropriate, with full explanations of any discrepancies in line with School policies.
• Review the trip leader’s final reconciliation of the trip account, working with them and the Finance Department to ensure that all costs are captured correctly.  
• Prepare the calculation of trip recharges to pupils, ensuring that they have correctly captured all appropriate costs and the recharges are appropriate. Ensure the trip recharge to pupils is passed to the Finance department for billing following the final reconciliation.
• Liaise with the Head of Legal, Risk and Assurance regarding any insurance claims arising from trips, supporting with this as required. 

Administration of the Sports Department 

• Support the Director of Sport with all administrative tasks as required such as publishing team sheets, collating Games options, submitting catering requests, and organising transport.
• Book, coordinate and communicate the weekly transport requirements for all fixtures and Games afternoons.
• Prepare the correspondence of the weekly fixtures to parents and manage the communications that are sent. 
• Manage the Games absences lists and account for pupils who are off Games. 
• Update Games registers on a regular basis.

Provision of Resources and other administration

• Order resources for the School, including stationery and books and maintain supplies
• Co-ordinate the purchases of end of term prizes (vouchers and books).
• Maintain the delivery of newspapers to the School, advising the newsagents of holiday dates for cancellation of deliveries.
• Co-ordinate the purchases of end of term prizes (vouchers and books).
• Run and maintain the sale of small items to pupils and parents, including stationery and school branded items 
• Maintain the School’s coffee machine account and distribution of coffee pods and associated recycling.
• Renew School licences and memberships (including the TV Licence and PSHE Association membership).
• Support on other ad hoc administrative tasks for the School as requested.

Additional Responsibilities 

• Develop and maintain up-to-date knowledge of safeguarding, risk assessment and best practice in relation to the operational managing of School trips, informing HR as necessary.
• Establish good practice and report to the Assistant Master Extra-Curricular on any recommended changes to the Educational Visits Policy or trips administration process.
• Carry out any other activities required in relation to trips and Extras as directed by the Assistant Master Extra Curricular.
• Liaise with WUSPA for the Leavers’ celebration, Summer Fair, Christmas Fair, and House t-shirts for Sports Day.
• Manage the donations to charities from events, liaising with the Head of Enterprise and the Finance Department.

The Ideal Candidate

Please refer to the below (attached) job description.

Equal Opportunities

We are an equal opportunities employer. We therefore encourage candidates to apply irrespective of age, disability, marriage or civil partnership status, pregnancy or maternity, race, religion and belief, gender identity, sex or sexual orientation.

Safeguarding and Child Protection

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

Package Description

Required for: September 2025

Location: Vincent Square - Westminster Under School

Hours of work: 09:00 - 17:00, Monday to Friday with an one hour unpaid lunchbreak. This is a term-time only, with two weeks required following the end of the school year to reconcile trip finances. 

Contract: full-time (term-time only), permanent

Salary: £28,524.87 (actual) equating to an full-time equivalent of £35,000 per annum

Benefits include:

 - Free school meals when on-site

 - Generous School pension scheme

 - Free access to the School’s leisure facilities, including a fitness gym (restricted hours). 

 - Cycle to Work Scheme and season ticket loans following completion of our standard probation period 

 - Private medical insurance (opt in).

The deadline for applications is 09:00 on Friday 27th June 2025. Interviews will take place shortly after the closing date.

About the School

Working at Westminster Under School

Westminster Under School is a busy, purposeful and vibrant place to be and an excellent workplace. The community is made up of 292 pupils, 43 teaching staff and 50 support staff.

Westminster Under School is a friendly and welcoming place to work. There is a real sense of community here and staff members quickly become part of the rhythm of life, both inside and outside the classroom. Social events are regular and varied, with plenty of opportunity to socialise outside working hours. Support staff as much as teaching staff are encouraged to embrace the School’s day-to-day activities, whether that be attending a concert or a sports fixture.

At Westminster we will always select the best candidate for every position. We do know, however, that we can only truly choose the best person on every occasion if a broad and diverse pool of candidates see the job advertised and are encouraged to apply.

As such, we continue to work on how our job roles are encountered, and particularly welcome applications from groups who have traditionally been underrepresented here.

Westminster Under School is for everyone, regardless of gender, ethnicity, sexual orientation or any other protected characteristic. We hope you are encouraged to apply.

The School

Westminster Under School is a happy, ambitious, nurturing and inspiring world-class preparatory education for seven to 13 year olds. Pupils who love to learn are offered a supportive, dynamic and inspirational environment to fuel their curiosity. 

Located in the heart of London, the School overlooks the beautiful school playing fields in Vincent Square and is just a few moments’ walk from Westminster Abbey and the Houses of Parliament. It is closely connected to Westminster School; in 1943, Westminster expanded its educational scope by forming the Under School, and the two schools share the same Governing Body and the same ethos of a liberal education. 

Westminster Under School's curriculum is broad and diverse, aiming to foster a sense of wonder and inquisitiveness in children and encourage independent thought. The teaching programme goes above and beyond the National Curriculum and teachers are not tightly bound by syllabus. Pupils are taught a wide range of subjects by expert teachers who embrace opportunities for growth and promote diverse thinking, and who encourage them to ask questions about the world around them. 

While the School's standard of our education is of the highest quality, the School’s focus is not only on academic achievement. Westminster pupils receive a full and rounded education that includes sport, the arts and many opportunities to engage in community outreach; pupils frequently take part in concerts, plays and in both internal and external competitions, and the School hosts festivals and events throughout the year. Like its older counterpart, Westminster Under School is fully committed to each pupil’s spiritual, moral, emotional and physical development and wellbeing – with a particular emphasis on drawing out individual talent wherever it lies – and to prepare young people for fulfilled private and public lives.

From September 2026, Westminster Under School will have opened its brand new pre-prep for girls and boys at 4+ and girls will have joined boys in Years 3 and 7, at the 7+ and 11+ entry points. By 2030, with the introduction of girls into Year 9 at Westminster School in 2028, all year groups across the two schools, from ages four to 18, will be fully co-educational, reflecting the School’s dedication to inclusivity and excellence. 

Westminster School