Winchester College has an exciting opportunity to appoint and Events and Tours Coordinator starting at the beginning of December, for a 1-year maternity cover contract.
The Events and Tours Coordinator will form an integral part of the Enterprises and Events team, reporting to the Events Manager and supporting the team with event enquiries, proposals, delivery as well as administrative responsibility for the management and delivery of the College tours and tour guides.
The department is responsible for the commercial hiring of College grounds, spaces and venues when not in use for teaching purposes, alongside running internal and external events, daily College tours and a wide variety of sports bookings. Events include wedding receptions, corporate and private hire, film location hire, residential stays for sports and international groups, sports pitch hire, charity events and “open house” events including NGS weekends and Heritage Open Days.
The role will include the planning and delivery of these wide range of internal and external events across the year, whilst managing and promoting the College tours and working with tour guides to ensure suitable numbers are maintained, rotas are compiled, and communications regularly delivered.
• Receiving and managing event enquiries, responding within agreed timelines and structure and as directed by the Events Manager.
• Manage events from initial enquiry, through to delivery and financial reconciliation post event.
• Carrying out site visits and as necessary as part of the sales process.
• Processing enquiries and compiling proposals and contracts in a timely and efficient manner.
• Maintaining accurate records of all enquiries and event statuses.
• Creation and processing of invoices as necessary, liaising with other members of the team to ensure invoicing and account reconciliations are carried out for each event.
• Liaising with internal departments as necessary to ensure colleagues are suitably briefed and informed, including the provision of event instructions and risk assessments.
• Updating the departments booking and CRM systems, ensuring all data is managed in line with department procedures.
• Assisting with the delivery of events, including some evening and weekends when required. Time off in lieu (TOIL) will apply for out of hours work.
• To assist other members of the department and undertake any other role as may be deemed necessary from time to time.
• To manage the bookings of group tours, including raising contracts and invoices, communications and building relationships with customers, local organisations and tour operators.
• To organise and attend tour guide internal events, and promote the department to both internal and external stakeholders.
• To manage the monthly rota of guiding shifts, liaising with individual team members as necessary.
• To update as necessary tour guide training rotas, training manuals and weekly reports.
• To manage all social media content, posts and website updates relating to College tours and events, liaising with internal stakeholders as necessary.
• To keep all records relating to tour activities up to date, with regular reporting to the Events Manager and Head of Commercial Enterprise as necessary
BENEFITS, TERMS AND CONDITIONS AND APPLICATION
Start Date
Flexible start date for the right candidate with preference for a start date in early December 2026.
Hours of Work
This is a full-time role, 37.5 hours per week, and such other hours as are reasonably necessary to meet the needs of the College and the demands of the role.
Salary
Competitive salary of £29,000 (gross) per annum commensurate with qualifications and experience. Salary is paid monthly, in arrears, to a nominated bank account in 12 equal payments.
Induction and Continuous Training and Development
The school is fully committed to the induction, training and development of all our staff, with staff supported to grow and reach their full potential. We deliver a range of training, run by both our own staff and external providers, varying from highly
practical First Aid courses to seminars and learning lunches on many aspects of teaching and learning. There is an annual cycle of appraisal offering the opportunity to reflect on professional practice and development opportunities.
The school also offers a wide range of apprenticeships supporting staff development and progression.
Pension and Life Cover
On employment, employees will be auto-enrolled into the College’s pension scheme according to legislative thresholds. Those who are not eligible for auto-enrolment may still elect to join the College’s pension scheme. Initially, when joining the College’s pension scheme, employees will become a member of the College’s Group Personal Pension Plan (GPP). For this Plan, known as Tier 1, the employee contributes 4% and the employer 3%. After 9 month’s membership of the Tier 1 plan, employees may opt to join Tier 2, which is also a GPP, where the employee contributes 5% and the employer 9%. Employees in Tier 1 automatically qualify for a Life Cover of 2 times salary. On entry to Tier 2, Life Cover changes to 4 times salary.
Annual Leave
The College leave year runs from 1 September to 31 August. This position will be entitled to 28 days holiday annually, which includes the usual Public Bank Holidays. Any Public Bank Holiday occurring during term time is deemed to be a normal working day. All leave must be taken by prior arrangement and must be taken outside of the school’s term times.
Subject to the discretion of the school’s Bursar, a gift may also be given of extra time off during the Christmas period.
Wider Benefits
• Free staff lunches during term time.
• Free use of some sports facilities and discounted hire charges for others
• Tour of the College, with discounted rates available for booking venues within the school’s grounds for hospitality events.
• Cycle to work scheme.
• Free access to an ongoing cycle of cultural, musical, theatrical and sporting talks and events.
• Employee Referral Scheme, with a reward of up to £250 for staff (subject to scheme conditions).
• Free Library membership with access to a range of online journals and magazines.
• Reduced green fee rates for local golf course.
Probation, Notice Periods
The first three months of employment will be a probationary period. Regular reviews with line managers take place over the probationary period with the opportunity to discuss progress, identify any areas for action and ensure that there is appropriate guidance and support in place to enable successful completion of the probationary period. During the probationary period, the notice required by either party to terminate employment will be one week. Once employment is confirmed, the notice period will be one month.
Disclosure Check
As Winchester College is an educational establishment, a condition of employment will be that the successful candidate must consent to the school obtaining an Enhanced Level Disclosure Check through the Disclosure and Barring Service (DBS). This will reveal all spent and unspent convictions, warnings, cautions and bind-overs. A policy on the recruitment of ex-offenders is available on the school’s website.
Safeguarding is one of the primary responsibilities of this role. The jobholder is responsible for promoting and safeguarding the welfare of children and young persons for whom they are responsible, or with whom they come into contact with, and will need to adhere to and ensure compliance with the school’s Child Protection and Safeguarding Policy at all times. The postholder should be conversant with the responsibilities and procedures detailed in this policy and with the Department for Education’s
Keeping Children Safe in Education. If, in the course of carrying out the duties of the post, the postholder becomes aware of any actual or potential risks to the safety or welfare of children in the school, they must report any concerns to the school’s Designated Safeguarding Lead, or in their absence, the Deputy Designated Safeguarding Leads.
References and Other Pre-employment Checks
The appointment will be dependent upon the receipt of a successful medical check and satisfactory references. The College will usually seek references from shortlisted candidates before interview and may approach previous employers for information to verify particular experience or qualifications. At least one referee must be the current or most recent employer. Where applicants are not currently working with children but have done so in the past, one referee must be the person by whom they were most recently employed when working with children.
Only applications completed on the school website will be accepted. Please attach a full CV with your application.
Please note that applications will be dealt with as they arrive. Winchester College reserves the right to appoint before the deadline passes.
Closing date for applications: Midnight on 25th October 2026
Interviews are expected to be held during w/c 2nd November 2026
Those wishing for an informal conversation about this role are invited to speak to Emily Cordier, Events Manger, erc@wincoll.ac.uk
If you have any questions about this vacancy or the recruitment process, please email recruitment@wincoll.ac.uk.
We embrace diversity and inclusion in the workplace and are committed to promoting a fair and supportive environment for all our employees. We are keen to welcome applications from all applicants that feel that they meet the requirements of the role, regardless of their background and culture.
Winchester College collects and processes relevant personal data as part of its everyday operations and is obliged to process it in accordance with the General Data Protection Regulation and Data Act 2018. The school is the Data Controller of this data under the Act and is registered with the Information Commissioner's Office. Its registration number is Z5751669.
If you have any queries or comments about this policy or how personal data is processed by the school, please contact the Bursar and his team by emailing: dataprotection@wincoll.ac.uk or by writing to: Data Protection, The Bursary, Winchester College, College Street, Winchester, SO23 9NA.
