School Transport Coordinator

**School Transport Coordinator**

**Location**: La Moraleja, Madrid
**Contract Type**: Temporary
**Reports to**: Business Manager
**Application Deadline**: 26/08/2025
**Remuneration**: Competitive remuneration and benefits

**About International College Spain (ICS)**

International College Spain is part of **Nord Anglia Education**, a global family of premium international schools. We provide a warm, inclusive, and inspiring learning environment for students from over 70 nationalities. At ICS, we are committed to excellence, collaboration, and ensuring every student feels safe, supported, and encouraged to thrive.

**Purpose of the Role**

To coordinate all aspects of the interaction between the bus service providers and the school.

**Key Relationships**

**Internal**:

- Primary Reception
- Primary PA
- Accounts
- Educational Trips Coordinator
- HR Team
- Primary Teachers
- Secondary Teachers
- Health & Safety Manager and staff
- MAC Team
- Activities Manager

**External**:

- Parents and Students
- Cartour
- Bus Monitors
- Bus Drivers
- Health & Safety (Manolo)
- Bus Software/App Company

**General Responsibilities**
- Support families and prospective families with their queries, enrolment, and day-to-day changes regarding bus transportation for students.
- Work with the Primary Team (Primary PA and Reception) and the Activities Manager to coordinate bus service arrangements for students, including those requiring transportation for activities.
- Make necessary bus bookings as requested by the Educational Trips Coordinator (day trips and residential trips).
- Provide staff with a bus service during the school year.
- Create school bus routes during the school year as well as Summer Camp routes.
- Coordinate bus routes on-site in the morning and afternoon. The rest of the work can be carried out on-site or remotely.

**Reporting & Partnering with the Business Manager**
- Regularly report on performance, incidents, procedures, and suggested improvements regarding the bus service.

**Partnering with Parents**
- Build trusting and honest relationships with parents through timely and effective communication.
- Advise, inform of bus fees, guide, and support families throughout the process of joining ICS and registering for the bus service (fees, invoicing, authorisations for collection).
- Provide daily assistance and prompt responses to requests, questions, emergencies, and changes related to families’ bus needs.
- Respond quickly when families move to a new residence to ensure continued access to the bus service.
- Manage Lost and Found items from buses.
- Log, manage, and resolve incidents (e.g., bullying, misunderstandings, breaches of Bus School Rules).
- Manage Bus App registration, sign-up, and incident resolution.

**Partnering with Cartour**
- Maintain daily contact with the Sales Team to communicate, receive quotes, and make bus bookings for trips and day trips.
- Maintain fluent communication with the Traffic Department from morning to afternoon (driver changes, roadworks, strikes, absences, breakdowns, cancellations, complaints, stop changes, etc.).
- Confirm bus route approvals (school routes and Summer Camp routes).
- Provide seat requirements weekly and refresh information as needed.
- Arrange safeguarding courses and renewals for bus drivers (sexual offences, criminal record checks).
- Inform the Traffic Team or driver in case of lost objects.

**Partnering with Bus Monitors**
- Provide initial and ongoing training for bus monitors, including ICS values, identity, and Health & Safety regulations.
- Arrange safeguarding courses and certificate renewals for bus monitors.
- Communicate any daily changes directly with monitors.
- Arrange replacements in case of absence and inform families when absences are extended.
- Manage Bus App incident resolution.

**Partnering with the Accounts Department**
- Inform Accounts of regular and occasional bus users on a monthly basis.
- Ensure family enquiries regarding bus invoices are resolved.

**Partnering with the Educational Trips Coordinator**
- Maintain fluent communication for day trips and residential trips, ensuring Health & Safety compliance.
- Register student bus users for trips and residential programs.
- Manage changes to excursions efficiently (seat numbers, dates, schedules).
- Manage Lost and Found related to trips.

**Partnering with the HR Department**
- Maintain ongoing communication regarding the staff bus (number of users, non-service days, etc.).
- Coordinate bus monitors and drivers to attend safeguarding courses.
- Manage and submit certification documentation for bus monitors and drivers.

**Partnering with the Marketing Department**
- Coordinate student enrolment for Summer Camp to create bus routes accordingly.
- Maintain daily contact during Summer Camp regarding changes affecting bus users.
- Organise safeguarding training for Summer Camp bus monitors.

**Health & Safety Assurance**
- Coordinate the daily opening and closing of the