The main purpose of this role is to provide strategic leadership, oversight and quality assurance for all educational visits and off-site activities at Epsom College, ensuring a safe, ambitious and inclusive programme that reflects the College’s commitment to a broad “Total Curriculum” across academic, co-curricular, and boarding life.
The EVC ensures that all visits are well-designed, effectively managed, and fully compliant, with EVOLVE used as the central platform for planning, approval, and monitoring.
The Educational Visit Coordinator is central to delivering Epsom College’s exceptional “Total Curriculum”, ensuring that all educational visits—planned and managed through EVOLVE—are safe, purposeful, and transformative experiences for pupils.
STRATEGIC LEADERSHIP
• Shape and oversee a progressive and aspirational visits programme, from local curriculum trips to international tours
• Ensure visits contribute to:
• Academic enrichment
• Co-curricular excellence
• Character development and global awareness
• Promote equitable access, balancing ambition with affordability
• Advise SLT and Governors on policy, risk, and sector best practice
• Ensure alignment with boarding provision and weekend activities
PLANNING AND PROGRAMME DEVELOPMENT
• Support staff in designing purposeful, high-quality educational visits
• Ensure all visits are appropriately planned and recorded through EVOLVE, including:
• Clear aims and objectives
• Detailed itineraries
• Risk assessments and control measures
• Oversee integration with College systems (e.g. SOCS/iSAMS) for:
• Registers
• Parental communication
• Provide guidance on staffing, logistics, safeguarding, and inclusion
APPROVAL AND COMPLIANCE
• Manage and oversee the EVOLVE approval process for all visits
• Scrutinise submissions to ensure:
• Clear educational purpose
• Suitable and proportionate risk management
• Appropriate staffing and competence
• Approve visits and liaise with the Assistant Head: Total Curriculum on the following prior to approval:
• Residential visits
• Overseas trips
• Higher-risk activities
• Ensure EVOLVE records are accurate, complete, and audit-ready
SAFEGUARDING AND RISK MANAGEMENT
• Ensure all visits meet independent school safeguarding standards
• Oversee high-quality risk assessments within EVOLVE
• Ensure robust arrangements for:
• Medical needs (with Medical Centre)
• Safeguarding (with DSL)
• Emergency procedures and contacts
• Monitor incidents and ensure they are recorded and reviewed appropriately
OPERATIONAL SUPPORT
• Provide guidance and support to staff using EVOLVE
• Ensure all trip leaders are confident in:
• Completing EVOLVE documentation
• Understanding their responsibilities
• Act as, or coordinate, the school-based contact during visits
• Support key operational periods (e.g. Activities Week, international tours)
MONITORING, EVALUATION AND DEVELOPMENT
• Oversee post-visit evaluation, ensuring outcomes and incidents are logged on or alongside EVOLVE
• Maintain oversight of participation data and programme breadth
• Lead training for staff in:
• Educational visits planning
• Effective use of EVOLVE
• Ensure continuous improvement of systems and processes
COLLEGE ACTIVITIES
• To implement the day-to-day operation of an ambitious co-curricular programme that offers breadth as well as depth for all pupils;
• Work with the Head of Co-Curricular Operations and Activities, Directors of Sport, Music and Drama and the Heads of Department to plan and fulfil an ambitious programme of co-curricular activities that enable pupils of all ages and abilities to participate in activities for enjoyment, personal development, health and lifelong engagement;
• Organise and co-ordinate any cover or changes required to the activities programme on a daily basis, in liaison with the Head of Co-Curricular Operations and Activities. Ensure all changes are communicated clearly and effectively with pupils and staff;
• Organisation of the Life of the Mind and Body Enrichment Programme for Key Stage 3 in liaison with the Head of Co-Curricular Operations and Activities, the Directors of Sport, Music and Drama and Head of M4;
• Collate information from relevant colleagues to Identify and celebrate co-curricular achievements for celebration in Final Roll and/or Lower School Final Roll, including the awarding of trophies, College Colours and external representational honours;
• Monitor pupil involvement in the co-curricular programme in conjunction with Tutors, Housemasters/Housemistresses and Heads of Year 7 &8
Under the direction of the Head ofCo-Curricular Operations andActivities, organise and monitorpupilsreflections on their experiencesin theco-curricularprogramme in conjunction with Tutors, Housemasters/Housemistresses and Heads of Year 7 &8;
• Under the direction of the Head of Co-Curricular Operations and Activities, manage the allocation of various individual budgets including equipment, expenses, part-time staffing and external coaches;
• Under the direction of the Head of Co-Curricular Operations and Activities, liaise with the appropriate parties to ensure both external and internal facilities are available and appropriately prepared;
• Ensure all aspects of Health and Safety are fully understood and all procedures followed, and assist with the oversight of all Risk Assessments for activities, ensuring that they are up to date and regularly reviewed;
• Ensure that all school policies, standards and expectations are maintained as required by appropriate monitoring, sharing and developing good practice;
• Support the Head of Co-Curricular Operations and Activities in providing the Headmaster with an annual report reviewing the performance of co-curricular provision in the College;
• Undertake any other reasonable task as directed by the Headmaster, Assistant Head: Total Curriculum or Head of Activities.
ADDITIONAL RESPONSIBILITIES
• Maintain and review the College’s Educational Visits Policy
• Ensure EVOLVE is used consistently and effectively across the College
• Support flagship and high-profile visits
• Ensure all provision reflects the College’s values, standards, and reputation
Salary: £30,000 – £32,000 depending on experience
Hours: 40 hours per week during term time only + emergency contact in conjunction with a member of the College’s Senior Leadership Team.
Method of Application: Candidates to complete an application form which can be downloaded via our website www.epsomcollege.org.uk. To comply with safeguarding procedures when working in a school, CVs will not be accepted. Applicants should refer to the Recruitment, Selection and Disclosure policy on the College website. Applications will be assessed in order of receipt and interviews and appointment may occur at any stage after applications are received. Please apply as soon as possible.
