This is an exceptional opportunity to become part of a dynamic and rapidly expanding British-owned education and training organization that has a strong and successful presence in Vietnam.
The role of the Learning Experience Coordinator is to support the Group Learning Experience Managerin the delivery of a high quality and efficient EFL teaching programme in line with the strategic goals of Apollo centres in that group. This involves being a role model in providing excellent Apollo lessons, demonstration classes and placement tests as well as supporting the teachers, Centre Managers and operations involved in delivering the Learning Experience programme.
LXC responsibilities will be mainly limited to one centre in the group but they will need to be flexible to support functions and Learning Experience management at other centres in the group when required by the GLXM.
Duties and Responsibilities:
Learning Experience Delivery
Supporting the GLXM in the successful implementation of the entire Learning Experience at the centre group. This includes operations, procedures and the logistics for the academic programme.
- Helping deal effectively with any academic issues or feedback from customers or internal staff. Including:
- Logging issues and responding to them within 48 hours on the Customer Relationship
Management (CRM) systems and or email when required
- Discussing issues involving teachers informally and formally where required
- Ensuring teachers are logging concerns with students (behavioural or academic) proactively and action plans are in place for low test scores and struggling students
- Overseeing the use of the Learning Management Systems (LMS) to ensure that communication by teachers to parents is timely and sufficient. Including:
- Checking staff in completing rubrics, record of work forms, and student comments
- Quality Control on end of course reports and gradebooks and teacher deadlines are met.
- Ensuring Apollo tests are administered, marked, and logged in accordance with Apollo policies
- Assisting the successful delivery of End of Course Ceremonies by teachers at the centres
- Assisting the GLXM with the Learning Experience aspects of Student Renewal. Including:
- Ensuring End of Payment Period (EPP) comments for students at the centres are completed in accordance with Apollo expectations and procedures
- Helping organise and run monthly renewal initiatives such as Marketing events, parent
seminars, and successful implementation of monthly themes
- Helping to track students who fail tests, or pass with a low pass score, to ensure we proactively deal with potential difficulties with upgrading.
- Working with the LXOs, GLXM and other relevant stakeholders to ensure the scheduling function is carried out effectively at the centres. Including:
- Supporting the GLXM and LXOs to ensure in cases of teacher sickness and holidays, classes
are covered, including teaching where necessary to prevent cancellation
- Helping to deliver the adequate provision of sales functions at the centres. Including:
- Delivering Placement Tests at designated centres as required
- Delivering Demo Classes at designated centres as required
- Delivering and organising centre marketing events
- Working with the GLXM to ensure the centres follow standardised Apollo policies and procedures and raising non-compliance to appropriate stakeholders. Including, but not limited to:
- Checking in and out and ensuring direct staff and the GLXM work the minimum required hours.
- Junior Customer Experience and Communication procedure (JCEC)
- Student behaviour policy
- Safeguarding policies
- Scheduling and class opening
- Class cancellation and make up classes
- TA scope of work
Helping ensure that all teachers at the centres are able to consistently deliver the high learning experience standards demanded by Apollo and are part of a committed and developing team.
- Support the GLXM in ensuring that each teacher receives two formal observations (not including the formal observation within their probation period) within each 12 month period of employment with Apollo. Including:
- Arranging with the teacher which class will be observed, giving at least one week’s notice.
- Arranging a pre-observation meeting with the teacher to discuss the submitted lesson plan.
- Observing at least half of the lesson.
- Ensuring the teacher completes and submits the self-reflection form before the verbal feedback takes place.
- Delivering verbal feedback within four days of the observation taking place, and agreeing on up to three action points with the teacher.
- Sending the formal written feedback within seven days of the observation taking place.
- Take further action as required.
- Support the GLXM in ensuring each teacher receives three pop in observations within each 12 month period of employment with Apollo. Including:
- Observing at least 15 minutes of the lesson.
- Delivering verbal feedback within four days of the observation taking place.
- Sending the written feedback within seven days of the observation taking place.
- Take further action as required.
- Helping the GLXM to ensure all new teacher hires have the necessary support and inductions in order to follow Apollo policies and meet quality expectations.
- Being a mentor as required to assist new teachers in assimilating to Apollo
- Helping to deliver face to face induction on key policies, procedures and content
- Supporting or arranging support in specific areas such as lesson planning, kindergarten classes etc as necessary
- Support the Learning Experience Team in delivering workshops and training. Specifically;
- TA Training Workshops
- EC induction workshops, or training workshops.
- Teacher Induction workshops
- Ensure you are available at the centre during the key times to support the teacher team.
- 1.5hrs before classes begin, ensure you are available to talk with teachers.
- Support will be required on lesson planning, following up on academic issues or customer feedback, HR or visa arrangement support, as well as general support settling into life in a new country and/or culture.
Management & Communication
Being a leader at the centre in terms of setting a good example, and being a point of reference for all academic related matters with the main centre. This includes communication with the teaching team, having good communication with all other teams within the centres, and ensuring you complete tasks to the appropriate level of detail and by the set deadlines. It’s equally important that staff morale remains high, and there is a cohesiveness within the team, so everybody feels happy to be part of Apollo English.
- Daily support of the teacher team to ensure that the centre is running smoothly. Including:
- Responding to teacher queries via email or face to face conversations.
- Ensuring that the teaching team is following the Junior Customer Experience and Communication (JCEC) procedure by completing all tasks thoroughly and by the set deadlines..
- Ensure clear, and timely communication with all teams within the centres. Including:
- Use of Apollo email for all official communication (unless covered in a meeting).
- Checking and responding to emails on a daily basis.
- Checking in with the GLXM and other key staff members on a daily basis.
- Identifying training needs of teachers at the centres, and communicating these needs to the GLXM..
- Keep on top of communication with the GLXM by official channels (Apollo email or Slack), and ensure all important information is communicated with the wider team concerned in a timely manner.
- Attend meetings on a regular basis, and be an active participant. Including:
- Teacher meetings - To be held at each centre fortnightly.
- Weekly centre meetings - Held weekly at centres (attendance of GLXM only required in weeks of no Group Centre Meeting) - alternate attendance of WCMs within your group.
- Town Hall meetings - Held bi-annually for all staff.
- Encouraged to attend LX/CM meetings - Held monthly for all management within Apollo and hosted by senior management (in case of GLXM absence attendance is mandatory).
- Be the champion at your main centre for all Health and Safety Environment (HSE) concerns. Including:
- Ensuring fire drills take place monthly, and that the good points, and points for improvement are recorded and communicated with the centre teams.
- Helping organise team building activities for staff at the group centres regularly. Including:
- Seeking ways to engage the team, and build relationships among staff members within the set budget.
- Celebrate important cultural events (Vietnamese and foreign).
- Show willingness to take on essential GLXM roles and responsibilities in cases of holiday or sickness. Including:
- Delivery and scheduling of classes, demonstration lessons and Placement tests
- Dealing with urgent academic issues and customer feedback.
- Communicating with the stakeholders from group centres and passing on key information in a timely fashion
- Attending centre, group or regional meetings during this time as required
- Taking responsibility for the smooth functioning of Learning Management Systems for the group
- Take ownership of communication and arrangements for teachers to deliver marketing events, or monthly theme lessons. Including
- Communication across group centres to all teachers on monthly theme lessons, and other in-class marketing activities.
- Communicating with the ME and LXO teams on the support required, and materials needed for teachers to deliver these.
- Assisting in the organisation and running of centre marketing events.
- LXCs have an accountability for their own development and to ensure they are up to date in Apollo performance, industry trends and pedagogy. Including;
- Attending and participating in Apollo management workshops and events
- Attending Town Hall and other company-wide events
- Attending relevant external conferences or events
- Taking Cambridge/IH or other relevant training programmes (a professional development budget may be applied for)
To be considered for this esteemed role, candidates must meet the following requirements:
• Native-level proficiency in English, enabling effective communication in a diverse and international environment.
• Possession of a Bachelor's or Master's degree, an indispensable prerequisite to fulfill work permit requirements.
• Accreditation in CELTA/Trinity TESOL or an equivalent certification, demonstrating pedagogical competence.
• Exceptional communication, interpersonal, time management, and organizational skills, essential for orchestrating seamless operations.
• Flexibility and cultural awareness, fostering an inclusive environment that embraces diversity and values cultural differences.