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.

A DBS check will be required for this role.

Main duties and responsibilities

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.