Job Description

Cumulus Outdoors are school residential activity specialists based in Swanage in Dorset. We pride ourselves on delivering top quality school trips and activity days in beautiful locations along the Jurassic Coast. We are the only Outdoor Centre in Swanage and are a stone's throw away from the town and beach.

Job Summary

We are looking for a highly organised and confident

Bookings Officer

to manage school and group bookings for our outdoor activity centre. This is a key administrative role involving communication with schools, managing availability, coordinating paperwork and ensuring all departments are prepared for upcoming visits.

Key Responsibilities

Enquiry Handling

Act as the first point of contact for school trip enquiries via phone, email and online forms. Gather essential details and discuss programme durations, dates and capacities. Record and track enquiries using internal systems. Provide clear information and guidance to schools.

Quotations & Bookings

Prepare and send quotations and information packs tailored to each enquiry. Issue booking forms and follow up with schools where required. Update internal records and availability schedules. Confirm bookings and communicate with finance and programme teams.

Pre-Arrival Administration

Request and track essential paperwork from schools ahead of their visit. Check documentation for accuracy and ensure all required information is received. Communicate dietary, medical and other important details to relevant internal teams. Maintain up-to-date records across internal tracking systems.

Preparation for Visits

Prepare visit packs for team leads containing key information for each group. Ensure emergency and operational documents are ready for arrival days. Support staff with any last-minute updates or changes.

Post-Visit Tasks

File and securely handle all paperwork in accordance with data procedures. Update internal notes and systems to reflect completed visits. Maintain organised digital and paper filing systems.

Ongoing Planning

Work up to 18-24 months ahead to manage provisional bookings and upcoming availability. Follow up with schools to confirm interest or release held dates. Assist in updating annual schedules, pricing documents and templates.

What We're Looking For

Team player Strong organisational and administrative skills Excellent attention to detail Confident written and verbal communicator Able to manage multiple tasks and deadlines Good IT skills (Apple and Microsoft 365) Customer-focused, calm and professional approach Experience in administration, bookings or customer service (preferred but not essential)
Job Types: Full-time, Permanent

Pay: 24,800.00-25,500.00 per year

Benefits:

Additional leave Canteen Casual dress Company events Company pension Discounted or free food Employee discount Flexitime Free parking On-site parking Sick pay Store discount
Work Location: In person

Application deadline: 23/12/2025
Expected start date: 26/01/2026