Centre Administrator Job at Move Language Ahead (Edinburgh)

Job Description

The MLA Centre Administrator plays a key role in the successful delivery of MLA’s Summer Junior Programmes by providing high-quality administrative, operational, student, group leader and staff support at centre level. Working closely with the Centre Manager and the academic and activity teams, the Centre Administrator ensures the smooth day-to-day running of the centre, accurate record-keeping, and excellent customer service for students, staff, and group leaders. You will reside on campus and promote the welfare of students and adhere to, and comply with the MLA Safeguarding Policy. Working as a core member of the centre management team, the role supports student administration, staff coordination, logistics, and compliance with MLA policies, including safeguarding and duty of care.The role requires excellent organisational skills, strong attention to detail, and the ability to manage a high volume of tasks in a fast-paced, international environment. The Centre Administrator plays a vital role in delivering a high-quality student experience and supporting the safe and successful operation of the programme.

Job Responsibility

Complete all required, paid training/induction meetings prior to and during the programme
Review itineraries and become knowledgeable with all aspects of the programme
Use the MLA software effectively
Maintain a clean, organised and professional Centre Office
Work with the management team and assist the Centre Director to ensure all day-to-day centre operations and programme components are properly planned and delivered
Attend meetings with Group Leaders and MLA Managers
Be sensitive to staff needs and feedback, and ensure they are being heard and addressed
Promote the welfare of students and adhere to, and comply with the Safeguarding Policy
Complete all required pre-employment training
Attend the in-person induction training and take an active part in discussions
Read and understand MLA policies sent during the recruitment process
Read, understand and adhere to the guidelines set out in your Handbook
Be open to feedback during appraisals and set your own developmental goals for you to work on during your time with ML
Request guidance on and actively seek professional development to improve your skills
Engage with ongoing on-the-job training, coaching, and feedback provided by the Centre Manager or Head Office
Review, create, and/or confirm all bookings for all excursions and transportation, including extra excursions
Collaborate with the Activity Manager to ensure all invoices are paid and receipts are properly logged into the accounting software
Collaborate with the preparation of the site to include creation of bulletin boards, signage, itineraries, welcome packets, and activity programmes
Work with the Centre Director to complete the Airport Transfer Check within the MLA software to ensure all airport transfers have been booked and confirmed correctly
Attend regular staff meetings to maintain good communication and positive morale
Maintain the Master Centre Excel file with detailed housing, dining, and facilities usage
Collect and catalogue all receipts for purchases made by the staff
Manage the Centre petty cash and participate in weekly audits by the Centre Director
Manage the distribution and reconciliation of MLA prepaid meal cards
Assist the Activity Manager with the booking and confirming of extra excursions
Oversee the maintenance requests by group leaders and students and ensure they are communicated and completed by the campus partners
Administer the collection and distribution of the student passports and security deposits
Assist Welfare Manager in reporting of campus damages and collecting security deposits when necessary
Participate in the end-of-program staff evaluations and program report
Promoting the welfare of students and adhere to, and comply with the Safeguarding Policy
Constantly monitor student and staff safety and welfare, addressing any concerns promptly and effectively
Assist the Centre Director and Welfare Manager with communicating to staff and guests site-specific emergency evacuation and preparedness plans
Maintain 24-hour on-call emergency assistance for the centre
Address any guest or staff concerns and properly document and report concerns
Be aware of any specific safeguarding needs of minors (those under the age of 18)
Work with the Centre Director to ensure that what has been sold to the guests is being provided by the centre
Participate in a comprehensive Centre induction to all new guests within 24-hours of arrival
Follow-up with MLA Activity Staff to verify all guest inquiries are handled promptly and effectively
Develop a good business relationship with the college/university
Support the Centre Director to ensure grievance and disciplinary procedures are adhered to
Provide support for all direct reports and subordinates when necessary
Use company-provided communication channels for all business correspondences including company email and phone
Develop and maintain open lines of communication with Group Leaders
Support MLA Activity Managers at other centres when required
Maintain regular communication with the Operational Team and Head Office
Perform regular checks to guarantee all buses and transport have been scheduled and confirmed
Ensure receipts are collected for all purchases made on/for activities and excursions
Assist the Activity Manager to confirm all contracts and payments have been made to vendors
Maintain a visible presence at the Centre
Make regular visits to the dining hall during mealtimes to interact with the group leaders and students to confirm operations are running smoothly
Support the Night Guardian, Activity Leaders and security staff in the event any issues arise requiring that more than one person be present
Apply fines to students for damages to residence halls and/or campus property.

Requirements

Must have a UK passport/right to work in the UK, and a valid DBS (England & Wales) or PVG (Scotland). If you’re based outside the UK, also a Criminal Record Check form your country of residence
Proven suitability to work with students under 18: at least 2 references.
Be proficient in the use of IT
Experience working in education, youth programmes, or summer schools
Experience working with international or junior students
Knowledge of safeguarding, duty of care, or child protection procedures
Experience with student management systems or CRM platforms
Associate’s or Bachelor’s Degree
Prior experience overseeing a strict operating budget
Previous experience in an administrative, office, or operations support role
First Aid certification
Ability to establish excellent relationships with our clients and service providers, especially the Group Leaders bringing students from abroad
Ability to provide safety and welfare assistance to students
Excellent communication skills (verbal, written and interpersonal)
Display absolute commitment to the highest standards of professional behaviour
Strong organisational skills with excellent attention to detail
Ability to manage multiple tasks and work under pressure
High level of professionalism, discretion, and reliability
Competent IT skills, including Microsoft Office or Google Workspace
Ability to work flexibly, including weekends and peak programme periods
Positive outlook
Enthusiasm and creativity
Ability to work long hours in a high-pressure environment
Passion for working with youth
Flexibility and adaptability
Ability to multi-task
Ability to be pleasant, polite, and cooperative.

What we offer

Paid training and induction.
Work as part of a strong team and gain experience
Opportunities for professional development e.g. appraisals, opportunities for promotion
Complimentary room and full board as part of the compensation package.

Move Language Ahead - All Job Offers

Select Country

Centre Administrator

Job Description

Job Responsibility

Requirements

What we offer

Looking for more opportunities?