School Trip Coordinator

Post: School Trip Coordinator, Whole School.

Responsible to: Deputy Head of the School.

Starting date: September 1, 2026.

Haileybury Almaty prioritises the safety and wellbeing of our community and expects all staff to share the same commitment. Our Child Protection & Safeguarding policy outlines the measures we have in place to ensure the safety of all students. As part of our safer recruitment process, online searches, extensive checks and references will be conducted.

Haileybury Almaty is an equal opportunity employer and as such treats all job applicants and staff with equal respect free from unjustifiable discrimination

Main purpose of the job:

To be responsible for the administration of school visits, trips and expeditions in line with the HAL Educational Visits Policy. To work as a member of the school community in support of the school strategic aims. To take responsibility for promoting and safeguarding the welfare of children and young person(s) s/he is responsible for, or comes into contact with.

Duties:

• Support strategic oversight of school trips alongside the Deputy Head

• Operational oversight of all school trips both local and international

• Leading and managing the school trip process, timeline, documentation

• Support the Trip Leader in the organisation of School Trips, Visits and Expeditions, following the HAL Policy and paperwork expectations.

• Checking all paperwork including Trip Forms and signing Risk Assessments to ensure that they are completed, accurate and comprehensive.

• Be a power or attorney and an emergency contact for all School Trips (POA where required).

• Assist Trip Leaders, and set expectations, in the organisation and communication of trips including transport arrangements, visa arrangement (if needed), medical, insurance, catering support and a timeline for parental communications.

• Update and streamline procedures and accompanying documentation when necessary

• Propose and implement suitable additions to the school trips programme, in consultation with SLT and other relevant parties

• Coordinate annually the trips calendar for the school year working with the marketing department

• Support parental presentations and communication

• Liaise with local, national and international trips providers to review proposals and provide recommendations to the Deputy Head and Trip Leaders

• Ensure all trips meet safeguarding, health and safety, medical, insurance and compliance requirements.

• Maintain accurate central records of all trips, risk assessments, parental permissions, medical information and emergency contact details.

• Coordinate emergency response procedures during trips, including communication with SLT, parents and relevant external agencies where required.

• Provide guidance or training for staff leading trips, including expectations around supervision, ratios, safeguarding, behaviour and communication.

• Review trip evaluations and feedback to identify improvements for future visits.

• Ensure trips are inclusive and accessible wherever possible, with appropriate consideration of pupils’ medical, learning, pastoral or financial needs.

• Work with Finance, Admissions, Marketing, Medical, Transport and Operations teams to ensure joined-up planning and communication.

• Work alongside the Deputy Head and key academic/non-academic colleagues to create the school calendars (annual, termly, pupil and staff) ensuring a high level of accuracy and organisation

• Maintain a calendar overview in google sheets to track and monitor clashes and support with the overarching distribution of events

• Maintain the School Trips Google Calendar

• Liaise with the Academic Support Team to share the trip staffing as part of the daily absence email

Requirements:

Relevant higher degree;

Mandatory

- Have a practical can-do approach; enjoy working as part of a busy school but with the ability to work autonomously. You should have a real interest in working with people;

- Interpersonal skills working in English;

- Knowledge of Google Suite (docs, slides, sheets);

- Communication skills are needed for working with a variety of people in different departments;

- Ability to work independently and to show initiative and resolve problems.

Desired

- Canva design software;

- Previous experience of working within a similar role.

Application closing date: June 17, 2026, 12:00 pm, Almaty time

Please send your CV in English language and indicate your salary expectations in KZT (net).