Millfield English Language Holiday Course - Information for potential
pastoral staff.
Job Description – Residential Co-ordinator
Millfield Enterprises/Director
Permanent Staff
Quality
Qualifications required
Recruitment procedure
Foreign employees
Pay and contracts
Staff Handbook
Induction Training
Dress Code
Information for Pastoral staff
Information for Activity staff
Additional duties for all staff
Time off
Domestic arrangements
Information about the students
Travelling to Millfield
MILLFIELD ENGLISH LANGUAGE HOLIDAY COURSES
2012
JOB DESCRIPTION
RESIDENTIAL CO-ORDINATOR
This job description should be read in conjunction with your contract and Staff Guide.
As a Residential Co-ordinator you will work to the Pastoral Manager who in turn will be
responsible to the Centre Manager and the Director of Holiday Courses.
PRINCIPAL DUTIES INCLUDE:
1. General Duties.
a. You are responsible for running your boarding house and for organising, controlling and
representing the students under your control as for their good conduct and general welfare.
You should hold daily registration and meetings with your students and staff to distribute
information, discuss ideas, plans and any problems.
b. You are to report as soon as possible to the Pastoral Manager any matters (real or
apparent) of indiscipline, misbehaviour, major complaint, accident, illness or personal
problems on the part of staff or students.
c. A First Aid qualification is desirable. Please make sure a copy of your certificate is
available.
2. Pastoral Duties.
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
k.
l.
m.
n.
o.
p.
q.
r.
Making sure the House is prepared as appropriate for student and parent arrival.
Welcoming students and parents to the House on arrival to the course.
Acting in loco parentis in all matters regarding student welfare.
Register all incidents accurately through the systems in place.
Ensuring smooth operation of House routines, including cleaning and laundry.
Indenting all damages before students arrive and as they happen throughout the course
making sure you report them to the Residential manager.
Directing the work of the Assistant Residential Co-ordinator and leading the House staff
team.
Preparing house duty rotas to the set protocol.
Ensuring that all House duties are carried out by staff and reported to the Pastoral
Manager if they are missed or carried out to an unacceptable level.
Distributing given information to both staff and students efficiently and to the given
deadline.
You are responsible for student and staff safety in the boarding house ensuring that
general safety procedures are observed at all times. If you are in doubt about the safety of
an activity, stop it immediately and check with your line manager or the Health and Safety
Officer.
You are to read and understand the staff guide and be familiar with our policies for the
welfare and protection of children.
Acquainting yourself with all relevant fire, safety and health arrangements in the House,
and both on and off the main campus.
You must ensure every member of your team is aware of health and safety issues, and the
First Aid procedure.
Following the agreed disciplinary guidelines.
Organising "surgery" when the students feel they need medical attention and liaising with
the Pastoral Manager, Senior Residential Co-ordinatior and Medical Centre staff as
necessary.
Ensuring that the students keep updating their Course & Vocabulary Organiser in their
free time.
Ensuring that the House is handed back to your line manager as close as possible to how it
was at the beginning, including a list of all final indents.
3. Secondary Duties.
a. Assisting the Excursions Co-ordinator and Operations Manager whenever possible,
including:
1. Accompanying children on prearranged excursions, in the position of a group
leader, or possibly coach leader.
2. Assisting with the preparation and collection of packed lunches and other
refreshments.
b. Assisting the Sports and Social Managers with the smooth running of the Sports & Social
Programme whenever possible, particularly at ‘Big Events’ , by:
1. Assisting with the supervision/preparation of staff in their delivery of the evening
social programme.
2. Ensuring the safe organisation and supervision of Sunday activities.
3. Ensuring that general safety procedures are observed, and that equipment is
returned after use.
4. Administration.
a. Ensuring the safekeeping of all students’ valuables, including pocket money, air tickets
and passports and ensuring your house safe is kept locked at all times, and your room is
locked each time you leave it.
b. Ensuring that students think ahead about pocket money they need from the student
“bank”.
c. Ensuring that students’ pocket money days are run accurately, safely and securely.
d. Ensuring that students’ return travel arrangements are made in accordance with parental
instructions and travel documentation and that both you and the student know exact times
and dates they are leaving.
c. Ensuring you write a report at the end of each students course on the system.
d. Listening to client (student or parent) dissatisfaction, and reporting any grievances to the
Centre Manager and Pastoral Manager.
e. Liaising with the Pastoral Manager and Senior Residential Co-ordinator in drawing up a
fair house daily duty rota and incorporating all members of staff and covering all morning
and evening duties.
5. Other Duties.
a. Apart from your responsibilities as a Residential Co-ordinator you are expected to take a
full and active part in Summer School Life. This will include: attending meetings;
accompanying students on excursions; and everything needed to ensure the students (and
your staff) have a memorable and rewarding summer.
b. You are to participate in the staff induction.
c. You are to behave in a professional manner at all times ensuring that your own conduct in
front of students is of the highest standard, and that you set an example in your management
role.
d. You will be representing the good name of Millfield School at all times.
e. Any other duties that your line manager sees fit providing that such duties are appropriate
to your role.
Millfield Enterprises/Director
Millfield School is one of the few independent schools to run its own English Language
Summer School. We are a school within a school. The Millfield English Language Holiday
Courses are well established and high quality. The Director has had over 30 years
experience of summer schools, has written EFL books including Relay 3 and the innovative
‘Course and Vocabulary Organiser’ together with teachers guide.
Permanent Staff
We have a permanent team of staff who work all year round to market and prepare the
courses, enrol and complete the administration necessary for the students’ arrival and to
employ temporary staff.
Quality
We are accredited by the British Council, members of English UK and Quality English. We
have been nominated for the Language Travel Magazine award for the Best High School four
years in a row and in 2008 we won this international award. In April 2009 El Gazette
conducted a survey on teachers’ conditions in summer schools and concluded that Millfield
was one of the very best. The very high number of returning staff is also testament to this.
We try to continually improve the summer school experience for students and staff.
We regularly have 50% or more returning staff. Every year we look for a number of
enthusiastic EFL teachers, pastoral and activity staff to join the experienced teams.
Qualifications required

Pastoral staff need to be responsible and honest with experience of looking after
children.
Recruitment procedure










Download, complete and return the Millfield application form available from the job
vacancies page from Christmas onwards or contact markg@millfieldenterprises.com
If your application meets our requirements, you'll be invited to a Trials Day in April
2013 (8th, 9th or 11th). If you are unable to attend on the day it may be possible to
make other arrangements.
We are required to view original qualifications. You will also be invited to bring
original documents required to complete the Criminal Records Bureau check to avoid
having to send them in the post at a later date.
We will take up at least two references from previous employers or course tutors.
With your permission these may sometimes be taken up before your interview.
Referees will be asked specifically whether there is any reason that you should not be
employed in situations where you will have responsibility for, or substantial access to,
persons under 18.
Offering contracts to staff depends completely on the numbers and timing of students
signing on to the course.
If at any stage it becomes apparent that we will not be able to offer you a position we
will inform you. Everyone else will still be under consideration and awaiting a suitable
opening.
We require all staff offered a contract to undergo an enhanced U.K. Criminal Record
Bureau (CRB) check (paid for by Millfield) and if applicable to provide (at their
expense) a Police Check from their own country or the one they are currently resident
in. We will send you CRB application forms which we ask you to complete and
returned in advance of the course. We take the protection of the children in our care
very seriously and expect our staff to help us complete these checks in a timely
manner.
You will be sent two copies of your contract, one for you to keep and one to sign and
return to us. You will also be sent a job description and a form to complete giving us
your bank details to enable us to add you to the payroll.
It is employment law that we ascertain the right of all new staff to work in the UK by
viewing their passport, EU identity card or work visa. We cannot put you on the
payroll until this has been checked. These are legal obligations with regard to the UK
employment laws and as such must be satisfied.
If we have not seen your photo ID or original certificates, you must present these to
us on arrival at Millfield for the induction. Copies will be kept on file with your
permission.
Foreign employees
For the benefit of the students who are paying to attend the course to learn English we
employ native speakers whenever possible but occasionally enhance the course by
employing near native speakers with suitable qualifications or experience such as previous
Millfield English Language Holiday Course students. We can help you obtain a National
Insurance number if required.
Pay and contracts
All staff are paid weekly in arrears. The usual method of payment will be by BACS directly
into a UK bank account. For staff without a UK bank account we can make one payment at
the end of your employment directly into your foreign bank account or payment by cheque at
the end of the contract. Other arrangements are available by agreement. Food and
accommodation, laundry services and room cleaning is free for the duration of your stay and
we pay 12% holiday pay at the end of your contract. Contracts for new staff are usually for 4
weeks extendable to six or seven weeks by mutual consent. Returning staff can usually
expect a six or seven week contract. We expect a lot of effort and high standards from our
staff, but we endeavour to continually improve employment conditions and are never
complacent. We welcome any suggestions for improvements in any area.
2012 pay details per week
Centre Manager
Managers
Co-ordinators
EFL Teaching staff
Senior Teacher
£450
Teacher
£380
£680
£510
£435
Pastoral staff
Res. Co-ordinator £435
Ass. Res. Co-ord. £330
Activity staff
Activity Leader £285
Sports Assistant £265
Staff handbook
You will be given online access to a staff handbook prior to the start of your employment.
Please take time to read this carefully, it contains important information. You will be given a
hard copy of this handbook on arrival at the start of the induction training.
Induction Training
Induction training is provided and paid pro rata. This includes:

Introduction and welcome by the Director

Health & safety/Risk assessments

Child protection

Running activity sessions

First aid training
The induction for the majority of staff will start at 0900hrs in the Meyer Theatre at the Millfield
Campus on the Friday before the students arrive. (Managers and Co-ordinators arrive
earlier). Staff who will be working at Millfield Prep School or Downside will transfer to their
campuses prior to the students arriving. Arrangements for this will be confirmed at the
induction.
If you are travelling long distance to Millfield accommodation can be provided the night
before. Please contact us to book.
Dress Code

Red staff polo shirts and coats are provided for all staff for duties outside of
classrooms.

Activities: casual/sport clothing.

No flip-flops on duty!
Information for Pastoral staff
You will be surrogate ‘Mums’ or ‘Dads’ for the students in your boarding house. Each house
will usually have a Residential Co-ordinator and an Assistant Residential Co-ordinator.
Houses are separate boys and girls houses with all other staff accommodated in separate
rooms alongside student rooms. You will have responsibility for student well-being, the fabric
of the boarding houses, passports, pocket-money, medicines brought onto campus by
students, laundry collections/returns and in conjunction with other staff organising the
evening social programme. You will be most busy on Sundays with arrivals and departures
of students. It will be your responsibility to welcome new arrivals and to ensure that
departing students are ready in time for their transport back to airports. If you have sick
children it is your responsibility to take escort them to the medical centre and monitor them if
sent back to rest in the boarding house. You may also administer over the counter
medicines under the direction of the nursing staff.
Assistant residential co-ordinators are required to assist activity staff for some duties.
Information for Activity staff
All students have four and a half hours of activities four times per week (Mon, Tue, Thu and
Fri). For the first three hours this could be:

Academy sports (athletics, badminton, basketball, fencing, football, golf, hockey,
riding, rugby, squash, swimming, tennis or tetrathlon) with specialist coaching from
qualified coaches, supported by activity staff.

Non-sporting academies (chess, dance, fashion, fine art, drama, etiquette, film,
journalism, rock, classical music, musical theatre, young leaders/entrepreneurs or
cooking) with specialist tuition by qualified staff, supported by activity staff.

Sport and recreation (participation in a variety of sporting and non-sporting activities
such as team games, crafts, art, judo, dance, aerobics, tennis, archery and many
more. Led and supported by activity staff.
This is followed by club time.

Clubs: Students take part in clubs for an hour four times per week (Mon, Tue, Thu
and Fri) and staff are needed to run the clubs which could be anything in which you
have an interest. In the past we have had clubs in music, computing, wildlife and
ecology, rambling, keep-fit, origami and many others.
Additional duties for all staff

Extra duties are shared out as fairly as possible on a rota basis.

House duties: Assisting pastoral staff with supervision in boarding houses on a rota
basis.

Social programme: Assisting pastoral staff with the social programme in the evenings
on a rota basis.

Sundays: On arrival and departure days activity staff will be responsible for airport
duties (escorting students to and from airports); pastoral staff and teaching staff are
required to welcome new students, say farewell to departing students and/or entertain
students who are not involved in arrival or departure. In the mornings students not
involved in arrivals or departures are encouraged to complete any outstanding work,
make sure their diaries are up to date, play games/make or chat with friends in a
relaxed environment. The afternoon activities are typically a trip to the cinema, a walk
up Glastonbury Tor, a trip to Clarks shopping village in Street etc.

Report writing: Student reports, minutes of meetings, daily logs etc. everyone will be
writing some form of reports.

Communications are key and there will be meetings to ensure the communication
channels are working correctly for the benefit of all.
Time off
Summer schools are always busy, they are short intensive courses and it is normal for young
students to be excited and full of energy. Our policy is to keep them busy and active at all
times. This helps prevent home-sickness, helps them make friends with as many different
people as possible, practise their spoken English and to ensure they have a memorable and
worthwhile experience. This ‘full-on’ programme requires commitment and a lot of hard work
from all staff. All summer schools require a lot of dedication and commitment from everyone
involved but one member of activity staff who has worked for us for five years has described
it as “the best summer holiday job in the world”. We have arranged the timetable to try and
ensure each body of staff can enjoy sufficient down-time to re-charge their own batteries.
Staff can expect one day off a week as follows:
EFL teaching staff : Day off Wednesday whilst the activity staff take the students on a full day
excursion. Some time off in afternoons during the week.
Activity staff: Day off Saturday whilst the EFL teaching staff take lessons in the morning and
a half day excursion in the afternoon. Some time off in mornings during the week.
Pastoral staff: Time off to be arranged between the Residential Co-ordinator and the
Assistant taking into account the responsibilities for the boarding houses (wake-ups, bedtimes, roll-calls), liaising with parents/agents/group-leaders, supervision of any sick children,
activities and organising the evening social programme.
Domestic arrangements
Accommodation is available on our own campuses; you will usually be given single and often
en-suite accommodation. Bed linen is provided weekly; personal laundry is collected and
returned twice weekly. Towels are not provided. Rooms are cleaned six days each week.
Washing and drying machines are available in the boarding houses. Three meals a day are
provided in the dining hall, hot and cold breakfasts, two meat and one vegetarian choice for
lunch with salad bar, pasta choices, fresh fruit and traditional sweets cooked on site. Further
choices are available for dinner. Each boarding house has a kitchen with a supply of biscuits
and drinks. Pay is not deducted for either food and accommodation or cleaning and laundry
services.
Information about the students
We have grown in size year on year and in since 2011 have received 1100+ students over
the course of six weeks and three campuses. We are pleased that in 2013 we will be four
campuses. Students come from all over the world usually from between 55-60 different
countries.
Students are aged 6-11 years at the Millfield Prep campus, 12 – 17 years at Millfield and
Downside campuses and 14-17 years at our new campus King’s Bruton. They arrive and
depart on Sundays and stay for 2,3,4,6 or 7 weeks.
On the first Monday after arrival all students undergo a small test to assess their level of
English and are put into the correct class. They are given a tour of the campus whilst tests
are marked and then put into their first class as soon as possible.
Typical Weekly Timetable
Sunday
Arrivals &
Departures
Monday
Test or
English
lessons
Tuesday
English
lessons
Afternoon
Local trips
& activities
Activities &
clubs
Activities &
clubs
Evening
Social
programme
Social
programme
Social
programme
Morning
Wednesday
Excursion
Run by nonteaching
staff
Excursion
Run by nonteaching
staff
Social
programme
Thursday
English
lessons
Friday
English
lessons
Saturday
English
lessons
Activities &
clubs
Activities &
clubs
Social
programme
Social
programme
Excursion
run by
teaching
staff
Social
programme
Travelling to Millfield
The induction (which is paid pro-rata) is held at the Millfield campus so except for a small
number of later starters everyone will come to Millfield first. The address is Millfield, Street,
Somerset. BA16 0YD. There is plenty of car parking space available in the main North car
park or outside your allocated boarding house if you are staying on the Millfield campus.
The nearest train station is Castle Cary (London Paddington to Castle Cary can take as little
as 1hr 40 minutes). We run a free pick-up service on the Friday morning, first day of the
induction. Please contact Tony Dubens tonydubens@gmail.com who will co-ordinate the
pick-ups. There are taxis at the station and a bus that stops outside of Millfield.
Bristol Temple Meads is the nearest city train station and you can catch a service bus just
outside the station via Wells to Street. There is a service bus stop outside Millfield School.
We are located on the edge of the small town called Street, and the high street is
approximately half a mile away. If your bus doesn’t stop outside the school there is a bus
stop outside the library in Street and a taxi rank in the same road.
The nearest airport is Bristol airport which is approximately one hour away. You will have to
take a taxi or get a bus into Bristol and then on to Street. FirstGroup is the local bus
company; you can check the routes/timetables online. If you are travelling a long distance
and are unable to travel on the Friday we can offer you a bed for the Thursday night but you
may have to make your own arrangements for food until catering for the course starts at
lunchtime on the Friday. If you are arriving on the Thursday we will give you a phone
number for the person to contact on arrival who will show you your room etc. Please arrive
between 1600 and 2200hrs UK time.
Further information and maps can be found on the school web site link
http://www.millfieldschool.com/visiting-information/directions-map