Operations Coordinator - CLOSED

Location: Fully remote, with occasional UK travel quarterly Outlook team events)

Contract: Part time, 24 hours / 3 days per week.

Department: Operations

Reports to: Senior Planning Manager Manager

Salary: £28k FTE, pro-rata to 3 days per week

About Outlook

Outlook Expeditions’ mission is to inspire and develop young people through life-changing ‘outside-of-the-classroom’ expedition experiences – and as we grow, we’re looking for an Operations Co-Ordinator who shares our mission with a passion.

About the Role

The Operations Coordinator provides essential administrative support to the wider Planning Team and works across departments to keep day-to-day operations running smoothly. This is a hands-on, detail-focused admin role: you will update records, check financial information, support leaders with routine HR paperwork, and produce the physical documentation needed for expedition training and expeditions. Accuracy, reliability, and consistency are what matter most in this role.

Key Responsibilities

• Update relevant planning information within existing systems (e.g. Workbooks, SharePoint) as directed by the Planning Team.
• Assist with the logistical planning of expedition kit allocation.
• Cross-check financial information – including invoices, purchase orders and supplier costs – against programme records, flagging any discrepancies.
• Carry out routine data entry and record-keeping tasks to support the wider planning function.
• Escalate any gaps, errors, or inconsistencies to the Senior Planning Manager promptly.

Leader HR Administration

• Draft standard leader contracts and agreements from approved templates.
• Process and track DBS checks for leaders and staff, chasing outstanding applications to completion.
• Check leader and supplier invoices for accuracy before passing them on for approval and payment.
• Maintain accurate, up-to-date leader records in line with HR requirements.

Expedition & Training Administration

• Generate, print, and collate all physical paperwork required for expedition training sessions and expeditions (e.g. itineraries, risk assessment packs, medical and kit forms).
• Check expedition information packs for completeness and accuracy before they are issued.
• Ensure paperwork is ready and dispatched in good time ahead of training and departure deadlines.
• Maintain a stock of current templates and forms ready for printing.

General Administrative Support

• Provide flexible admin support across departments as workload requires.
• Respond to routine information requests from colleagues, drawing on well-maintained records.
• Maintain organised physical and digital filing of all paperwork produced.

Person Specification

• Solid administrative experience, comfortable with high-volume, repetitive, detail-focused tasks.
• Exceptional attention to detail – accuracy is non-negotiable in this role.
• Confident user of Microsoft 365 (Word, Excel, Outlook, Teams, SharePoint, One-Note).
• Reliable and well organised, able to manage a varied admin workload across a 3-day week.
• Clear, accurate written communication for routine correspondence and paperwork.
• Experience with HR admin tasks such as contracts or DBS/right-to-work checks.
• Experience working in a travel-related setting.
• Familiarity with Workbooks CRM and Xero financial system.

What Success Looks Like

In this role, you will be measured on the accuracy and reliability of your day-to-day output. Success means:

• Records and financial information are always accurate and up to date.
• Leader contracts and DBS checks are processed without delay.
• Expedition and training paperwork is complete, correct, and ready ahead of every deadline.
• The Planning Team can rely on you to handle the details accurately, every time.

Closing date for applications is Friday 21st August with first interviews taking place from Monday 24th August.

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