Educational Visits and Trip Administrator (Romsey or Fareham with travel)
Gateway Multi Academy Trust, Romsey, SO51 8ZB18 days remaining to apply
Closing date
21 June 2026 at 11:59pm
Date listed
2 June 2026
Job details
Job role
- Administration, HR, data and finance
Visa sponsorship
- Visas cannot be sponsored
Working pattern
- Full time
Contract type
- Permanent
Full-time equivalent salary
- £25,804.33 - £28,390.51 Annually (Actual) Grade D - FTE £28,696 - £31,572 subject to experience
Educational Visits and Trip Administrator (Romsey or Fareham with travel) job summary
Educational Visits and Trips Administrator
Location: Romsey or Fareham with requirement to travel
Contracted hours: 37 hours per week
Working hours: 8.00am - 4.00pm Monday - Thursday, 8.00am - 3.30pm Friday
Working weeks: 41 weeks per year (Term time plus 2 weeks to be worked in the schools holidays)
Paid weeks: 46.76 per year
Salary: Grade D1-D5 - £25,804.33 - £28,390.51 (Actual Annual) FTE £28,696 - £31,572. Subject to experience
Gateway Academy Trust is looking for a proactive and highly organised Educational Visits and Trips Administrator to take the lead on coordinating school trips and educational visits across our Trust.
This is a fantastic opportunity to play a key role in ensuring visits are exciting, well-planned, financially sound and compliant—supporting staff and enhancing opportunities for pupils across multiple schools.
As the Educational Visits and Trips Administrator you will primarily based from either Cams Hill Secondary School in Fareham or The Romsey School in Romsey with a requirement to travel to other schools within the trust as and when required.
What You’ll Be Doing
Coordination & Planning
Maintain a Trust-wide overview and calendar of planned visits, including day trips, residentials, overseas visits, curriculum trips, enrichment activities, sports fixtures and local visits.
Provide central administrative support to trip leaders, school offices, EVCs, business managers, parents/carers and providers during the planning, approval and follow-up stages.
Ensure all visits follow agreed Trust procedures, timelines and approval routes, escalating concerns where required.
Finance & Costings
Prepare, check and maintain accurate trip costings, including transport, accommodation, entry fees, activities, insurance, staffing, supply cover, contingency and other associated costs.
Work with finance colleagues to ensure trips are financially viable before launch and to monitor income, expenditure, purchase orders, invoices, refunds and reconciliation.
Bookings & Logistics
Source quotes and coordinate bookings for transport, venues, accommodation, tickets, activity providers, travel companies and other trip-related services.
Liaise with third-party providers to confirm itineraries, prices, booking terms, payment schedules, cancellation terms, insurance and risk management information.
Administration & Communication
Support trip leaders and school-based EVCs with the preparation, checking and submission of educational visit documentation.
Draft, check and issue trip letters, consent forms, payment information, reminders and final arrangements.
What We’re Looking For
Essential
Experience in a school, academy trust, local authority, education setting or comparable administrative environment
strong organisational skills
experience of financial administration including costings, payments, invoices, reconciliation or budget monitoring; excellent attention to detail
strong written and verbal communication
good IT skills including spreadsheets, shared drives and MIS/payment systems
Desirable
Experience administering school trips, residentials, overseas visits or educational activities
experience using EVOLVE or another visits management system
Please see job description and person specification for full details.
Why join the Gateway Trust:
- LGPS pension
- Free Enhanced DBS
- Onsite parking
- Wellbeing support - 24/7 Employee Assistance Programme, flu vaccinations, eye care vouchers and access to GP via Livi app
- Access to staff benefits schemes, including Cycle to Work scheme
- Discounted meals from our excellent in-house catering team
- Discounted childcare at our on-site nursery, Little Sunlights - Romsey
- Opportunities for further education and professional development
- Be part of The Gateway Trust, an organisation dedicated to supporting the local community
How do I apply?
To become an Educational Visits and Trips Administrator simply click 'Apply now' and complete your application. If you have any questions at all, please feel free to contact us at jobs@gatewaytrust.org
We regularly review applications and reserve the right to close an advert early if we identify suitable candidates. To avoid disappointment, submit your application as soon as possible.
The Gateway Trust is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
The Gateway Trust is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. DBS Disclosure at Enhanced level will be required prior to any offer of employment.
Further information about the job
Commitment to safeguarding
Our organisation is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. We expect all staff, volunteers and trustees to share this commitment.
Our recruitment process follows the keeping children safe in education guidance.
Offers of employment may be subject to the following checks (where relevant):
childcare disqualification
Disclosure and Barring Service (DBS)
medical
online and social media
prohibition from teaching
right to work
satisfactory references
suitability to work with children
You must tell us about any unspent conviction, cautions, reprimands or warnings under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975.
Applying for the job
This school accepts applications through their own website, where you may also find more information about this job.
CVs will not be accepted for this application.
View advert on external website (opens in new tab)About Gateway Multi Academy Trust
- Type
- Multi-academy trust
Head office location
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