Expression of Interest 2026
Invitation for applications to deliver administrative support to the National Association of Virtual School Heads
1. Introduction
Local authorities have a duty to safeguard and promote the welfare of any child looked after by them. This includes a particular duty to promote the child’s educational achievements.
The National Association of Virtual School Heads exists to improve educational outcomes for looked after children by working with partners and commissioning research to ensure that the educational needs of looked after children are better understood. All local authorities in England are required to have a Virtual School Head.
The National Association of Virtual School Heads is a charity set up and run by a Board of Virtual School Heads to improve educational outcomes for looked after children by working with partners and commissioning research to ensure that the educational needs of looked after and previously looked after children are better understood.
Our charitable aims are:
· Advance education for the public benefit in the care and education of looked after and previously looked after children and care leavers by the undertaking of research for the public benefit and the dissemination of the useful results thereof.
· To promote the care and education of looked after children, previously looked after children and care leavers in particular, but not exclusively by, the provision of education and training for those employed in provision of care for looked after children.
2. Background
The National Association of Virtual School Heads is run by a board of trustees but does not have any paid employees. There is a requirement for administrative support to allow for effective functioning of the charity.
3. Requirements
1. General Administration
• Provide day-to-day administrative support for the operation of the charity.
• Act as the registered office address, with all communications filtered, managed, and distributed to the appropriate NAVSH trustee.
• Receive, complete, filter, and respond to telephone calls and email enquiries.
• Provide and maintain all telephone equipment and computer hardware used in delivering services to NAVSH.
• Monitor and respond to general email enquiries.
• Answer and advise callers via the NAVSH dedicated office telephone line.
• Process email requests relating to data changes.
• Update and maintain website content.
• Manage all conference ticket sales and bookings.
• Administer cancellations, delegate substitutions, refunds, and related queries.
• Upload, manage, and maintain resources through the content management system (CMS).
• Provide live conference support on event days.
• Support NAVSH members and issue regular updates on NAVSH activity via monthly online newsletters, website notifications, and expressions of interest.
• Coordinate and support subcontractors engaged by NAVSH.
• Provide comprehensive event support, ensuring information is current and relevant, including online meetings, email correspondence, and telephone communication.
• Market all forthcoming NAVSH events, adapting digital marketing materials for appropriate platforms and applying platform-specific hashtags to increase reach and engagement.
2. Membership Administration
• Securely store member details within NAVSH’s bespoke membership system.
• Distribute membership information as required.
• Maintain and update the membership database, including creating additional users and assigning appropriate access permissions.
• Reissue passwords as required.
3. Meetings and Minutes
• Support NAVSH meetings by facilitating recording and producing post-meeting minutes.
• Extract actions into a formal action log and distribute documentation to trustees in line with governance requirements.
• Manage the annual meeting calendar.
• Issue calendar invitations in advance of meetings.
• Research, reserve, and arrange meeting venues.
• Circulate meeting agendas and supporting documentation.
4. Design and Artwork
• Design and produce all digital and printed marketing materials in accordance with NAVSH branding guidelines and organisational requirements.
• Ensure all artwork is approved by the NAVSH trustee board prior to release.
• Attend briefing meetings as required.
• Produce visual assets and photographic content.
• Supply artwork in all relevant formats, including:
- Online
5. Print Production and Procurement
• Manage print procurement processes, including quotations, approvals, and reporting to trustees where required.
• Raise purchase orders following formal approval.
• Brief printers and external suppliers.
• Produce cost estimates for print production.
• Liaise with suppliers on behalf of NAVSH.
• Ensure purchase order numbers are assigned to confirmed orders.
• Store and distribute printed materials within agreed deadlines.
6. Monthly Online Newsletters
• Design, artwork and distribute NAVSH’s monthly online newsletters.
• Coordinate content requests and deadlines with trustees.
• Manage a formal proofing and approval process prior to distribution.
7. Website Development, Support, and Hosting
• Deliver and support website development projects.
• Create page templates and layouts.
• Implement new website functionality as required.
• Integrate third-party services and APIs.
• Provide ongoing website maintenance and technical support.
• Resolve bugs and technical issues.
• Deliver content updates and amendments.
• Provide CMS training and advice where required.
• Manage email accounts.
• Host and manage the NAVSH website and server infrastructure.
• Maintain DNS configuration and domain renewals.
• Ensure regular website backups are completed.
8. Conferences and Events
• Coordinate conferences and events from initial brief through to live delivery and post-event reporting.
• Produce budget forecasts for trustee approval and inclusion in annual financial planning.
• Venue (Pre-Contract and Pre-Event)
- Undertake in-person site visits to shortlisted venues prior to contract confirmation to ensure suitability for NAVSH conferences and events.
- Meet with venue management and events teams to review proposed layouts, capacities, accessibility arrangements, and delegate flow.
- Assess suitability of rooms for plenary sessions, workshops, exhibitions, catering, and registration areas.
- Review audiovisual and technical infrastructure, including staging, lighting, sound, projection, and Wi-Fi capability, in conjunction with event technical requirements.
- Confirm logistical arrangements such as access times, set-up and breakdown schedules, storage areas, and loading facilities.
- Evaluate health and safety provisions, safeguarding considerations, fire procedures, and compliance with relevant regulations.
- Review catering options, dietary provision processes, and service schedules to ensure alignment with delegate requirements.
- Confirm branding opportunities, signage placement, and exhibitor space allocation.
- Clarify staffing support provided by the venue during set-up, live event delivery, and breakdown.
- Document findings and provide recommendations and cost implications to the NAVSH trustee board to support informed decision-making prior to contract approval.
• Develop event programmes and coordinate speakers, workshop leaders, panellists, and exhibitors.
• Manage all event communications and provide regular progress reports to the trustee board.
• Source and brief technical production teams.
• Design, produce, and distribute all event marketing materials.
• Configure and manage the online event booking system.
• Support ticket sales, invoicing, payment processing, and delegate management.
• Monitor sales performance and provide financial reports to trustees.
• Coordinate exhibitor bookings and delegate packs.
• Format presentations, create showreels, and manage speaker meetings.
• Manage pre-event logistics including lanyard data, delegate packs, programmes, and print deadlines.
• Produce technical scripts, schedules, and running orders.
• Provide on-site event coordination from setup through event close.
• Deliver post-event support, including feedback collection, reconciliation of finances, content distribution, and final reporting.
• Create bespoke online platforms, instructional films, promotional content, booking systems, digital presentations, and sponsor/exhibitor materials
6. Funding and Duration
Details regarding funding will be discussed with shortlisted providers. The initial contract is expected to support delivery over an initial three-year period, subject to review and evaluation.
7. Submission Requirements
Interested institutions should submit an Expression of Interest including:
1. A short proposal (maximum 6 pages) outlining experience and capacity to deliver services such as those listed above.
2. A brief overview of key personnel involved in delivery.
3. Examples of relevant previous work.
4. Costing overview.
8. Submission Deadline
EOIs should be submitted electronically to Lynsey Burridge, NAVSH Honorary Treasurer, no later than Friday 20th March 2026 at 5pm.
Please send completed EOIs to lynsey.burridge@trafford.gov.uk
9. Evaluation Criteria
EOIs will be assessed on:
· Evidence of expertise in supporting the administration of charitable organisations.
· Demonstrated ability to meet above criteria.
· Value for money and sustainability.
10. Proposed Timeline
Timescale Activity
6th March – 20th
March 2026 Providers submit EOIs
23rd March – 27th
March 2026 NAVSH Shortlist providers
27th March 2026 Selection of preferred provider
11. Contact for Queries
For further information or clarification, please contact:
Lynsey Burridge
NAVSH Honorary Treasurer and Trafford Virtual School Head
Email: lynsey.burridge@trafford.gov.uk