Swim School Admin Assistant

ISC group; City of Edinburgh; On-site; GBP 14,000 - 17,000; Part time

Job summary

An educational institution in Edinburgh is seeking a part-time Administrative Assistant to support its Swim School. The role involves managing bookings, ensuring excellent communication with parents and handling inquiries. Candidates should have strong interpersonal and organizational skills, with an understanding of customer service. The position offers 20 flexible hours per week and various benefits including annual leave and reduced school fees for staff children.

Benefits

Seven weeks annual leave

Reduced school fees for children of staff

Membership of the Galleon Club

Qualifications

• Excellent and professional interpersonal and written/oral communication skills.
• Excellent organisational and planning skills.
• Ability to work flexible hours, including evenings and weekends.

Responsibilities

• Assist with all bookings for the Swim Program.
• Be responsible for parent contact and communication.
• Provide a professional, courteous and friendly welcome to all enquiries.

Skills

Interpersonal skills

Organizational skills

Customer service

Communication skills

Job description

Location: The Galleon, George Watson’s College, Edinburgh

Contract Type: Permanent, part time, 20 hours per week.

Salary: £27,090 - £30,231 (Based on 36.25 hours per week, 52 weeks per year). This equates to £14,946 - £16,679 (Based on a working pattern of 20 hours).

Benefits: Seven weeks annual leave (two weeks taken over Christmas and New Year), automatic enrolment in the contributory support staff defined contribution pension scheme, reduced school fees at George Watson’s College for children of staff, Membership of the Galleon Club (the school’s fitness club)

We are looking to recruit an administrative assistant with excellent interpersonal skills to provide support to the Galleon Swim School. The role will be to support the Swim Coordinator with Swim School enquiries and assist with the management of all bookings which include tasks such as sign up processes, allocations of spaces in groups, block renewals and top ups, cancellations and management of the waiting list. A large part of the role will include telephony work as well as face‑to‑face interaction. In addition to this, the role holder must be present at lessons to meet and greet parents face to face to ensure the best communication standards are provided. General communication with parents and guardians, updates on lessons, confirmation of bookings, feedback on pathways and complaints handling will be part of the role. Working days will be part‑time over Wednesday, Thursday, Friday and Saturday. Hours of work will be up to 20 hours per week.

Application Process

To apply, please click the Apply button. Please include a letter of application of not more than 800 words giving us more information about you and why you would like the role, addressed to Karen McArthur, Swim School Coordinator.

Closing date: 11:59pm on Friday 16 January 2026.

Interviews will be scheduled for week commencing 26 January 2026.

Responsibilities

• Assist with all bookings for the Swim Program: support the Swim Coordinator with the bookings of all children into the swim programme and ensure that all are booked and placed into the correct levels for both age and ability level.
• Be responsible for parent contact and communication for the Swim School.
• Provide a professional, courteous and friendly welcome for all enquiries and new members to the Swim School program.
• Take responsibility for welcome emails and confirmations at sign up through to ensuring that parents are kept up to date with the progress of their children through the duration of their swimming block.
• Work closely with the Swim Coordinator and be accountable for the management of the Swim School programme for the Galleon Club ensuring that all enquiries are fielded correctly and parents are provided with the correct information in a prompt manner.
• Assist with Swim Teacher recruitment for the Swim School in accordance with the College’s recruitment policy.
• Ensure all administration is completed accurately and effective processes are developed to ensure that all documentation is stored correctly according to GDPR requirements.

Qualifications and Personal Qualities

• Excellent and professional interpersonal and written/oral communication skills; communicates in a confident, clear, and concise manner at all times.
• Excellent organisational and planning skills, combined with the ability to remain calm under pressure and deal flexibly with changing priorities.
• Personal qualities include tact, diplomacy, and a friendly, helpful and professional manner.
• Good understanding of what it means to provide excellent customer service.
• Ability to work flexible hours, including evenings and weekends.
• Experience in swim teaching, coaching, or aquatic operations (desirable).