Role: Head of Activities
ILH Summer Centres: Framlingham College & Ipswich School & Walhampton School
Report to: Centre Manager (CM) and Coordinator of Summer Centres
Residential/Non-residential: Residential

KEY ROLES
Ensure the well-being and safety of all ILH students at all times.
Work with the Centre Manager (CM) to deliver good customer service and ensure the success of the ILH Summer School programme.
Plan and manage the Activities Programme and, with the Centre Manager (CM), ensure the Activities and Teaching Programmes are successfully integrated.
Share Welfare and Child Protection duties with the Centre Manager (CM).

SPECIFIC RESPONSIBILITIES
Administrative
Maintain the inventory of ILH resources and equipment and make recommendations for further purchases, within the budget, as necessary.
Monitor the state of the premises, resources and equipment throughout the course and report any damages or breakages to the Centre Manager, or the Coordinator of Summer Centres if necessary.
Ensure Risk Assessments are completed for all activities and excursions, and all hazards concerning Health & Safety have been considered and necessary provisions to avoid accidents have been made.
Together with the Centre Manager, ensure that the Activities Programme budget is adhered to, maintaining accurate accounts and keeping receipts and records of transactions.
Create and manage the Activities Programme staff roster according to staff contracts, considering the strengths, abilities and experience of activity staff.
Inform activity staff of their weekly work schedule, and any changes, in advance.
Maintain records of staff working hours, recording any overtime/absence, and submitting them to the Centre Manager on a weekly basis.
Inform the Coordinator of Summer Centres of any staffing issues, in advance where possible.
Ensure staff appraisals are carried out and recorded for all activity staff.
Liaise with coach companies and other external providers and confirm dates, times and numbers, ensuring the smooth delivery of services.
Ensure that the Activity & Excursion notice board and sign-up sheets are kept up to date and all information is correct.
Confirm booked facilities with the site manager for smooth delivery of activities.
Together with the Centre Manager, ensure student and Group Leader feedback forms are completed at the end of every week, and sent to the Coordinator of Summer Centres.
Together with the Centre Manager, share responsibility for the 24hr emergency phone.
Be prepared to respond to out-of-hours situations, if required.
Deputise for the Centre Manager, in his/her absence, as required.
Carry out all reasonable duties as recommended by the Centre Manager, or the Coordinator of Summer Centres.
Keep open communication with the Coordinator of Summer Centres on a regular basis.
Assist with the organising and packing up of your office and ILH equipment on the last Friday of the course, and the final pack up of the Centre on the last Sunday before departing.
Provide a detailed report at the end of the contract with recommendations for future years.

Activities and Excursions
Ensure the successful delivery of a high-quality programme of Activities and Excursions as set out in the ILH brochure and liaise with the Centre Manager.
Ensure that the supervision of activities and excursions is in accordance with the British Council Accreditation Schemes requirements, and ratios are adhered to.
Ensure all activity staff and Group Leaders are aware of and maintain the safety and welfare of all students a priority.
Ensure all activity staff have read, understand and signed activity and excursion Risk Assessments and are aware of the potential hazards concerning Health & Safety.
Inform all staff, students, and Group Leaders of planned activities and excursions in daily morning assemblies.
Together with the Centre Manager, meet with Group Leaders daily to discuss any requirements or issues with the weekly Activities Programme, and get feedback.
Act as, or delegate a staff member to act as, a Group Leader for individual students who come without a responsible person.
Ensure activities are promoted and students sign up to activities in advance.
Ensure that all activity staff are well-briefed and well-prepared before they deliver activities.
Ensure all resources, equipment and materials are set up before each activity begins, if possible.
Ensure all resources, equipment and materials are returned and stored safely after each activity.
Ensure all activity staff carry out their duties and deliver activities to a high standard.
Ensure a high level of student and staff participation in activities.
Actively participate in activities, when relevant and necessary.
Ensure all students are present or accounted for at every activity, and Activity Leaders maintain accurate registers of attendance and punctuality and report any missing students.
Ensure excursions are promoted and Activity Leaders and Group Leaders are well-briefed before excursions and given up-to-date itineraries.
Ensure Activity Leaders have a list of all students with contact numbers and accommodation details.
Ensure Group Leaders have the contact numbers and accommodation details of all their students.
Ensure Activity Leaders maintain accurate registers and check students at the beginning and end of excursions and do regular rollcalls during excursions.
Ensure Activity Leaders update you regularly during excursions and contact you immediately if any issues arise.
Escort students on excursions and act as Tour Guide, when necessary.
Liaise with the Centre Manager and the Coordinator of Summer Centres to plan, organise and book any optional extra excursions that may be requested by Group Leaders.

Welfare
Create a positive atmosphere and motivate and support all activity staff.
Implement an open door policy inviting open communication, feedback, and discussion between you and all staff.
Ensure you have read all relevant ILC and ILH handbooks and are aware of your duties and responsibilities and signed all required documentation.
Ensure you have read, understand and are compliant with all relevant ILC and ILH policies, and follow Health & Safety regulations.
Ensure you are aware of the fire evacuation procedures and drills.
Assist the Centre Manager in the coordination of the Meet and Greet and transfers of each group or individual student.
Assist the Centre Manager with inductions for all students and Group Leaders after their arrival, as required.
Assist the HoB with lunchtime and breaktime supervision duties, if required.
Ensure all concerns and incidents are reported and recorded immediately to the Coordinator of Summer Centres (Safeguarding Lead) and followed up within 10 days.
Ensure all staff and students cultural, religious and dietary needs are met and respected.
Ensure all students are happy and adjusting to UK life and enjoying their learning experience.

Pre-course
As part of the management team, take part in preparation week to ensure that all systems are in place and ready for the start of the course.
Assist with the set up and induction on the Saturday before the start of the course.
Successfully complete a short, online Safeguarding course and provide certificate.
Successfully complete a short, online Fire Safety course and provide certificate.

GENERAL ACCOUNTABILITIES AND RESPONSIBILITIES
Ensure compliance with and actively promote the Health and Safety at work legislation, ILC and ILH H&S policies and procedures, Equal Opportunities, Prevent and Child Protection & Safeguarding policies and ILH Code of Conduct.
Comply with the Data Protection Act 1998 (all employees of ILC and ILH will not disclose or make use of, for their private advantage, any information held on manual or computer records, which are not available to the public, however acquired).

The above-mentioned duties are neither exclusive nor exhaustive and the post holder may be called upon to carry out such other appropriate duties as may be required within the level of the post and the competence of the post holder.

DATES:
Framlingham Summer Centre: 6 20 July 2025 (Set up and Induction on Saturday 5 July)
Ipswich Summer Centre: 6 July 3 August 2025 (Set up and Induction on Saturday 5 July)
Walhampton Summer Centre: 6 July 3 August 2025 (Set up and Induction on Saturday 5 July)

PERSON SPECIFICATION
Essential:
Extremely high standards of English (= IELTS score of 9 in speaking, writing, reading, understanding or educated at primary and secondary school in English in an English-speaking country)
Up-to-date knowledge of British life and culture
Eligibility to work in the UK
Over 18
Genuine interest in working with Young Learners
Excellent written and oral communication skills
Excellent organisational and leadership skills
Excellent problem-solving skills
Ability to relate to all staff at all levels and build effective working relationships
Ability to motivate staff
Ability to deal with difficult situations
Ability to make sound decisions
Ability to remain calm under pressure
Willingness to accept responsibility
Good working knowledge of Microsoft and Google programmes
Understanding of Safeguarding and Prevent Duty
Ability to work evenings and Saturdays

Desirable:
Experience of working with Young Learners
Experience of working at a summer school
Active interest in sport, arts & crafts and other activities
Valid, enhanced DBS certificate for the child workforce on the Update Service
First aid training
National Pool Lifeguard Qualification (NPLQ)


PERSONAL QUALITIES

Essential:
Professional attitude
Responsible
Good listener
Enthusiastic and energetic
Flexible
Self-confident
Culturally sensitive
Team player
Tactful and diplomatic
Patient
Innovative