Forest School & Training Coordinator

The Forest School and Training (FS&T) Coordinator will play a crucial role in providing a comprehensive and organised approach to administration of the Forest School and Training Pillar within TOG to the highest standard, actively seeking to continuously streamline and improve systems and process with efficiency and attention to detail. As first point of contact in a customer facing capacity, the FS&T coordinator will be a champion of customer service with the ability to effectively deal with all enquiries relating to FS&T, alongside signposting to other business areas where appropriate., General administration of FS&T;

• Providing a first point of contact to all customers of Forest School and Training via email and phone, ensuring immaculate customer service is provided in both a professional and friendly manner, and assisting with all customer enquiries effectively.
• Handling correspondence between service users and stakeholders.
• Ensuring Trainees receive certificates as required via post and/or email.
• Maintaining records as required.
• Actively and effectively seeking opportunities to streamline and improve administrative systems/process/networks/databases for all stakeholders.
• Ensuring that all communication between TOG and external stakeholders falls in line with TOG mission/vision/values and follows brand guidelines, working alongside staff and service users to ensure a positive customer experience and accurate representation of the Company brand.
Managing bookings and booking system;
• Updating and monitoring the booking system, ensuring all information provided to customers is both relevant and accurate. Reporting to Head of FS&T as required.
• Generating and monitoring accurate attendance registers where required and collating information to feed into pillar-wide attendance reports.
• This may include notifying customers of urgent changes to course dates and cancelled sessions due to extreme weather conditions.
• Liaise with Finance for the preparation and issuing of invoices for any bookings not paid via our online booking system. Tracking payments received as required to support the work of the finance team.
Sales and Marketing
• Actively working with marketing team, Head and Deputy of FS&T, and Site Leads to generate product sales.
• Sending of customer questionnaires and feedback surveys and collating responses effectively for entire FS&T team.
Document Management
• Maintain and organize digital/physical filing systems where required, ensuring accurate record-keeping and easy retrieval of important documents/information.
Scheduling and Coordination;
• Support the Head/Deputy of FS&T to schedule and implement the service's activity timetable, taking into account staff working hours and annual leave booked.
• Coordinate and schedule meetings and appointments, ensuring effective time management and communication between stakeholders.
• Working closely and collaboratively with administration team within TOG to ensure FS&T is represented and aligned accurately and effectively.
Data-entry and Reporting;
• Input, update and maintain data in company systems, generating reports as required to support business functions.
Compliance and Record Keeping;
• Ensuring that external organisations are provided with accurate information concerning all provision within FS&T. (OFSTED/Gov' Childcare schemes and other service regulators, as well as Schools Outreach customers and other service users)
• Ensuring awarding body organisation(s) are informed accurately around course attendee information, and to ensure all correspondence between awarding body and TOG is actioned effectively, ensuring seamless coordination with service users/trainees, taking into account all GDPR and regulatory requirements.
Other Responsibilities;
• Support various projects or tasks as requested by the management, including research and marketing, and other duties that arise based upon business need/requirement.
  
  We are looking for a progressive thinker who thrives at the prospect of implementing positive change, who is excited to become a complete oracle of organisation with a growth mindset. Capable of impeccable customer service, with the ability to embark on each day with a sense of fun and adventure, come join our team!, Proven experience in an administrative role, ideally within a shared services or multi-departmental environment.
• Excellent organisational skills, with the ability to prioritise tasks, handle multiple responsibilities simultaneously, and meet strict deadlines.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong attention to detail and accuracy, especially in managing data, documents, and records.
• Strong communication and interpersonal skills to interact professionally with customers, stakeholders, and team members across various business areas.
• Demonstrated ability to work both independently and collaboratively within a team.
• Proven ability to handle confidential information with discretion.
• Basic knowledge of finance administration, such as tracking payments and coordinating with finance departments.
• Experience of and ability in creating sales of product/session and a progressive approach towards marketing.
• Strong customer service orientation, with a friendly and professional approach to responding to inquiries.
• Ability to quickly adapt to changing tasks and priorities, showing flexibility and initiative.
• High level of integrity, professionalism, and reliability in all tasks.
• Strong problem-solving skills and a proactive attitude in identifying and implementing process improvements.
• Competence in managing diverse administrative tasks, including correspondence, data entry, and report generation.
Desirable
• Experience in managing booking systems and handling customer communications in a training or educational setting.
• Familiarity with CRM or other database systems for maintaining and organising customer records.
• Experience coordinating with compliance bodies, such as OFSTED, or familiarity with GDPR and regulatory requirements.
• Prior involvement in sales or marketing tasks, such as sending customer surveys or coordinating with a marketing team.
• Familiarity with brand and mission-driven communication to maintain consistency in customer interactions.
• Ability to work effectively in a fast-paced environment, adapting to the needs of multiple departments.
• An interest in developing skills in digital systems, file management, and basic project coordination to support continuous improvement of administrative processes., Enthusiasm and drive for improvement.
• Self-motivated and resilient.
• Ability to work successfully as part of a team.
• Commitment to improving outcomes for children and families.
• Commitment to safeguarding and safe practice.
• Commitment to Equal Opportunities.
• Determination and the highest expectations of work and behaviour.
Desirable
• Sense of humour.
• Forward-thinking.
• Ability to embrace change.
• Patient.
• Creative.
• Enthusiastic and supportive.
• Positive outlook and solution-based focus., 5 GCSE's grade A-C or equivalent.
• Ability to drive and a clear full UK license.
Desirable
• Level 2 Safeguarding
• Level 3 Forest School Leader
  
  The Forest School and Training Pillar (FS&T) of The Outdoors Group is our longest standing delivery pillar, successfully running for over a decade and the basis from which TOG has evolved. We provide a variety of sessions for a broad and diverse range of children and adults, utilising a unique approach to Forest School, Accredited Training and Outdoor Learning, with an ethos firmly rooted in forest school key principles and the established values of TOG.
As FS&T looks towards an undoubtedly bright future and continues to effectively navigate a period of growth, we are looking for a talented individual to become part of our awesome team, who is able to administrate and coordinate the variety of sessions and products we offer in an organised and seamless manner. We are looking for a progressive thinker who thrives at the prospect of implementing positive change, who is excited to become a complete oracle of organisation with a growth mindset. Capable of impeccable customer service, with the ability to embark on each day with a sense of fun and adventure, come join our team! The Forest School and Training Pillar (FS&T) of The Outdoors Group is our longest standing delivery pillar, successfully running for over a decade and the basis from which TOG has evolved. We provide a variety of sessions for a broad and diverse range of children and adults, utilising a unique approach to Forest School, Accredited Training and Outdoor Learning, with an ethos firmly rooted in forest school key principles and the established values of TOG. As FS&T looks towards an undoubtedly bright future and continues to effectively navigate a period of growth, we are looking for a talented individual to become part of our awesome team, who is able to administrate and coordinate the variety of sessions and products we offer in an organised and seamless manner.