CCA Coordinator

Role Overview

Plans, organises, and oversees all Co-Curricular Activities (CCAs) for the Cambridge programme. Ensures a diverse range of clubs, sports, arts, and service activities are available, properly staffed, and safely run. Tracks student participation and engagement.

Key Responsibilities

• Plan and manage the termly CCA programme and schedule
• Recruit and coordinate CCA leaders (staff and external providers)
• Ensure all CCAs have risk assessments and safeguarding controls
• Track student sign-ups, attendance, and participation
• Manage CCA budget and resources
• Report CCA participation and impact to Head of Pastoral

Processes

CC01 — CCA Programme Planning

Frequency: termly (pre-term) Approval: Head of Pastoral Tools: CCA schedule template / shared drive Coordinates with: Head of Pastoral, Heads of Subject, Student Leaders' Advisor

1. Review previous term's CCA feedback and participation data
2. Survey students and staff for interest and suggestions
3. Draft CCA offerings ensuring variety (sports, arts, academic, service)
4. Identify and confirm CCA leaders (staff volunteers, external providers)
5. Prepare schedule with venues, times, and capacity
6. Submit programme to Head of Pastoral for approval
7. Publish CCA booklet and open student sign-ups

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CC02 — Student Sign-Up & Allocation

Frequency: termly Approval: CCA Coordinator Tools: sign-up form / SIS Coordinates with: Homeroom Tutors, Student Service

1. Open sign-up window with clear deadline
2. Communicate CCA options to students via assemblies and Homeroom Tutors
3. Collect sign-ups and manage oversubscription (waitlists, ballots)
4. Allocate students to CCAs and confirm enrolment
5. Issue CCA timetable to students, parents, and staff
6. Brief Homeroom Tutors on their students' CCA allocations

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CC03 — CCA Delivery & Supervision

Frequency: weekly (during term) Approval: CCA Coordinator Tools: attendance register / risk assessment Coordinates with: CCA leaders, Head of Pastoral

1. Ensure all CCAs have current risk assessments on file
2. Confirm venue and resource readiness each week
3. CCA leaders take attendance at each session
4. CCA Coordinator conducts spot checks on sessions (quality, safety, engagement)
5. Address any incidents or concerns same day — escalate to Head of Pastoral if safeguarding-related
6. Collect attendance registers weekly

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CC04 — External Provider Management

Frequency: as needed Approval: Head of Pastoral, Finance Tools: provider agreement / safeguarding checklist Coordinates with: Head of Pastoral, Finance, HR

1. Identify and vet external CCA providers
2. Confirm safeguarding checks and qualifications
3. Draft service agreement with scope, schedule, and fees
4. Obtain approval from Head of Pastoral and Finance
5. Onboard provider with school policies, safeguarding brief, and emergency contacts
6. Monitor delivery quality and collect student feedback
7. Review agreement at end of term

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CC05 — CCA Budget & Resources

Frequency: termly Approval: Head of Pastoral, Finance Tools: budget tracker / procurement form Coordinates with: Finance, Operations

1. Prepare termly CCA budget based on programme plan
2. Submit for approval from Head of Pastoral and Finance
3. Manage procurement of equipment and materials
4. Track expenditure against budget
5. Maintain inventory of CCA equipment
6. Report budget usage to Head of Pastoral at end of term

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CC06 — Participation Tracking & Reporting

Frequency: termly Approval: CCA Coordinator Tools: participation tracker / SIS Coordinates with: Head of Pastoral, Homeroom Tutors

1. Compile attendance data across all CCAs
2. Identify students with low or no participation
3. Flag non-participating students to Homeroom Tutors for follow-up
4. Prepare termly CCA participation report with highlights and concerns
5. Include student feedback and satisfaction data
6. Submit report to Head of Pastoral for SLT review