Applicant Matching
Implementing the programme requires careful planning, co-ordination and support.
For this, the role of an administrator is essential, particularly in the following areas:
- Develop a clear selection process based on academic achievements, location and subject focus
- Grouping school pupils from the same or nearby schools to streamline co-ordination and to help provide a shared sense of belonging
- Account for different mentoring needs, such as group vs individual sessions, to maximise impact
- Ensure compatibility in terms of subject interest and gender to promote effective role modelling
Certification and Documentation
- Establish a clear process for PVG (Scotland) and DBS (rest of UK) background checks
- Maintain organised records of all certifications to confirm clearance for working with young people
- Verify right-to-work documentation and ensure employment contracts are properly set up
- Implement a streamlined payment process for tutors, including reviewing work claims and approvals.
- Co-ordinate with finance teams to ensure timely and accurate payments
Communication and Support
- Use a centralised communication platform, for example: Teams, to facilitate consistent interaction between tutors and scholars
- Proactively monitor engagement and address non-responsiveness promptly
- Identify and resolve emerging issues, such as tutor withdrawal or attendance challenges
- Foster a sense of community among tutors to encourage peer support and shared learning
Event Organisation
- Schedule room booking and co-ordinate logistics for tutoring sessions, training workshops and celebration events
- Communicate effectively with all stakeholders, including tutors, scholars and external guests
- Plan a celebration event to highlight the successes of tutors and scholars
- Invite educational partners and community stakeholders to acknowledge the impact of the programme
- Organise training sessions in collaboration with educational specialists to align with programme objectives and ensure training materials are accessible online and that tutors have adequate preparation time
Recommendations
The project coordination provided was essential for the smooth operation of the programme, ensuring that all logistical and compliance aspects were managed efficiently.
We strongly recommend, where possible, to put in place a dedicated administrative support for similar programmes. However, this is one of the bigger financial commitments.
The workload does vary throughout the academic year; therefore, the role does lend itself to being supported by a team or combined with other duties to balance the workload across the year.