Substitute Coordinator (London)
Employer: The American School in London
Location: Remote, with the ability to work on campus when required or is necessary
Temporary: ASL Term Time, August - June
Working hours: part-time, 30 hours per week
Salary: up to £30,000
Closing date: Sunday, 4 January 2026
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The Substitute Coordinator is responsible for arranging substitute teachers and assistants for all divisions and the office of Teaching and Learning as needed. Substitutes must be sourced from a pre-approved list confirmed by the Human Resources Department or an approved recruitment agency to ensure they are legally eligible to work in the UK and are suitable to substitute at ASL. This role requires being able to take telephone calls in the evening from 5:00-10:00pm and weekday mornings between 6:00 and 7:30am. Calls after 7:30 for same-day substitution will be covered by the appropriate divisional office.
Summary of Major Responsibilities:
● Coordinate substitutes for workshops, professional development, curriculum review, and pre-arranged absences, which must be approved by the divisional principal in advance
● Receive last-minute calls requesting substitutes from sick employees and in case of emergencies; checks for voicemail messages must be made at reasonable intervals throughout the day
● Make every effort to ensure continuity of substitution if a teacher/assistant is absent for a prolonged period
● Notify divisional offices of all plans concerning substitutes in a timely manner
● Notify the security office on a weekly basis of all the substitutes who are booked for the forthcoming week so that they have visitors’ badges ready for substitutes at the entrance to facilitate the morning rush
● Compile weekly reports for the divisional offices, recording the absent employee, the nature of the absence, full or half-day substitution, the name of the substitute and the rate of substitute pay; submit these reports to be approved by the administrative assistant responsible in the divisional offices (these reports take approximately 4-5 hours per week)
● Maintain an up-to-date database, requiring regular contact with all substitutes included in the database to ascertain their ongoing availability
● Check in with teachers and divisional leaders as best possible when a new substitute has worked in the classroom for the first time to assess if s/he is a substitute to use frequently
● Become familiar with how the school divisions function in order to make informed decisions and suggestions about substitutes; this will entail spending some time at ASL to meet with faculty and staff, and to become apprised of the needs of each division
● Be aware of any changes to the daily schedule in the three divisions and schedule accordingly) (Wednesday schedule, class trips, assembly schedules, etc.)
● Cultivate and maintain relationships with substitute teachers, ensuring substitutes’ queries are responded to in a timely manner
● Manage substitute teachers’ schedules and availability
● Liaise with substitute teacher agencies to support any needs that cannot be covered internally
● Help organize a substitute training session in conjunction with the assistant principals, security, HR, and the Director of Teaching & Learning
● Show initiative and creativity in dealing with the demands of daily life at ASL
● Participate actively in the life of the School, through attendance at events, committee membership and leadership of extracurricular activities
● Any other duties as are within the scope, spirit and purpose of the job, as requested by the Director of Teaching & Learning
Essential qualifications/experience:
● Excellent interpersonal skills, discretion and flexibility
● Demonstrably strong oral and written communication skills
● A desire to work in a team-focused, community environment
● Excellent technology skills and proficiency with databases
● A proven commitment to the safeguarding and welfare of children
Desirable qualifications/experience:
● Experience in a school environment
This position description is current at the date shown but following consultation may be changed to reflect or anticipate changes in the role that are commensurate with the job title and salary.
The American School in London is committed to safeguarding and promoting the welfare of children and young people and expects all trustees, employees and volunteers to share this commitment. All new appointments will be subject to appropriate checks: Disclosure and Barring Service (DBS enhanced), Disqualification by Association Self-Declaration,
Declaration of Criminal Record, checks against the Teaching Regulation Agency (TRA)
Prohibition List (Teacher Status Checks) including Identity, Address, Date of Birth, a Full Employment History, Right to Work in the UK, overseas checks where applicable, at least 2 references (one with current or most recent employer, where appropriate) and original documentation of Qualifications (where appropriate). For positions into Senior Management a Prohibition from Management Check (s128 Directive) will also be undertaken.
All posts involving direct contact with children are exempt from the Rehabilitation of Offenders Act 1974. However, amendments to the Exceptions Order 1975 (2013 & 2020) provide that certain spent convictions and cautions are 'protected'. These are not subject to disclosure to employers and cannot be taken into account. Guidance and criteria on the filtering of these cautions and convictions can be found on the Ministry of Justice website. Shortlisted candidates will be asked to provide details of all unspent convictions and those that would not be filtered, prior to the date of the interview. You may be asked for further information about your criminal history during the recruitment process. If your application is successful, this self-disclosure information will be checked against information from the Disclosure & Barring Service before your appointment is confirmed.
Diversity and equality of opportunity are cornerstone values of The American School in London. The American School in London will not discriminate against an applicant or employee based on race, color, religion, creed, national origin or ancestry, sex, age, physical or mental disability, genetic information, gender identity or expression, sexual orientation, marital status, or any other legally recognised protected basis under local law. Read our Diversity, Equity and Inclusion statement here.
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