The Sales Account & Operations Executive is responsible for the all individual and group administration, including invoicing and confirming programmes/courses, compliance, reports. This includes but is not restricted to ensuring billings accurately reflect quotes, issuing correct confirmation and visa documentation, safeguarding Twin’s sponsor licences and assisting agents with queries concerning bookings.

Responsibilities:

• Take full responsibility for the confirmation and billing of all individual and group bookings
• Confirm all billings within the agreed turnaround time
• Ensure invoices reflect service provided all times
• Agent liaison for all inbound clients and partner liaison for outbound clients
• Ensuring appropriate departments are aware of newly processed bookings
• Ensure all documentation required for arrivals/departures is correct (confirmations, invoices, visa letters, departure packs)
• Overseeing the upkeep of computerized records using CLASS
• Ensuring CLASS admission documentation is clear and up to date
• Updating CLASS price items
• Training the wider team on the admissions process and CLASS
• Raising accurate POs to ensure that supplier invoices are correct and paid in a timely manner
• Assisting the Head of Operations & Admissions with any programme amendments and updating programme documentation
• Provide excellent customer service to all stakeholders
• A level 1 or 2 SMS user
• Be fully compliant with UKVI procedures
• Assist management in improving quality across all processes for the department
• Work closely with HODs to ensure top quality service at all times
• Assist in continual improvement of systems and process to drive efficiency
• Review all admissions documentation annually to improve and update
• Develop and produce all the required daily, weekly, monthly reports (including arrival reports, reports checking documentation received, deposit received reports.  This list is not exhaustive).
• Issues letters when required, e.g. bank letter, NI letter, confirmation of course letter, holiday letters
• Check Parental Consent and Working with Minor Forms are received in a timely manner.  Spot check the Working with Minor Forms
• To manage and maintain an accurate management information database to utilise all operational needs
• To attend meetings and training events as required.

Accountabilities:

• UKVI compliance
• Maintain accurate data for inbound operational services
• Turnaround billings within agreed timescale
• Liaise with all Twin departments as required
• Handling general enquiries by telephone and correspondence in a prompt and professional manner (agents/clients/host companies)
• General support where required, including telephone interviews with potential candidates

Knowledge and Experience:

Essential:

• Previous administration experience

Desirable:

• Experience of operating inbound international groups
• Experience of UKBA guidelines and compliance requirements
• Experience of working for an English school
• Experience of working for a tour operator
• People and Customer Service  experience

Education / Qualification:

• A level or equivalent.
• Demonstrable educational level commensurate with the needs and scope of the role