Travel Operations Assistant
6 months ago
**Usual Working Hours**: Usual office hours are Monday to Friday 0900 - 1730 but, flexi-working is encouraged, also see below for 4 day week.
**Reporting to**: Operations Manager
**Location**:Central Exeter
**Benefits**:
- Salary: £23,000 - £26,000 per annum, depending on experience.
- Pension**:We contribute to staff pensions in line with our obligations under the workplace pension scheme.
- Holiday: 5 weeks holiday (plus bank holidays) (this equates to 20 days holiday once on 4 day week).
- Worldwide Travel Insurance (annual policy)
- Company performance bonus scheme
- Annual CPD Budget
- Outdoor Kit discounts
- Working in the wonderful city of Exeter
**.....**
**About the role / company**
This is an exciting opportunity to join a small, dynamic and highly specialist adventure travel company. STC Expeditions specialised in school expeditions and educational adventures. We are a leader in the field of responsible tourism and ethical travel and take great pride in designing and delivering inspiring, challenging and carefully crafted travel experiences that push boundaries. Our aim is to open our clients’ eyes to the amazing world around us, educating and inspiring them to be changemakers.
We are looking for a **superstar Operations Assistant** to join our busy team.
Working closely with the Operations Manager, you will be responsible for preparing and producing detailed documentation relating to our trips, ensuring the company and our clients have the correct information and that all pre-travel checks have been completed in a timely manner.
An interest and passion for travel and adventure is essential. Some of our trips take two years to plan, so the role will particularly appeal to those who enjoy working on long term projects. We are a small team, but work in a lively, open plan office, with lots going on.
.....
**Main Tasks and skill requirements**
**Operations/Customer support and administration**
- Provide on-going support and assistance to clients and the operations team throughout the build up to trip departures. This involves providing high levels of customer service, always going the extra mile and working in a busy team environment.
- Proof reading of itineraries and other documents.
- Liaise with medical consultant, schools and parents with regard to confidential medical conditions and individual management plans.
- Support the Operations Manager in planning for specific medical conditions.
- Checking of passport details and other personal information and ensuring all tasks and issues are followed up diligently.
- Preparing final travel packs, medical kits, emergency response plans and flight tickets.
- Create tailored trip documentation from existing templates using our bespoke database
- To act as brand ambassador for STC Expeditions, positively promoting our core USPs and company ethos.
- Undertake all other tasks as may reasonably be required in order to meet the varying demands of the Company.
**Additional roles**:
- Health & Safety, risk assessments and crisis management
- Marketing, blog writing and website management
- Biscuit/cake demolition (tea/coffee optional, but encouraged)
- Operations duty rota, when clients are abroad. We employee the services of Pharos Response to manage the front line of our crisis handling, but a duty rota of operations staff is still required to manage minor incidents and operational issues. Whilst unlikely to be called upon, this will involve being on call 24 hours a day, so will involve unsociable hours, evenings and weekends. Appropriate training in crisis response will be given.
- Delivering pre-travel training to teachers and students, covering topics such as destination research, fundraising, travel health, kit and packing and ethical travel considerations.
- Overseas visits to operations teams around the world, itinerary development, risk assessments, leader training, volunteer project development and management.
**What skills are we looking for from you?**
- Advanced knowledge of MS Office (primarily Word, Excel and Outlook and to a lesser degree, PowerPoint, MS Access and Publisher)
- A high degree of accuracy, attention to detail and a methodical approach to work.
- Confident and friendly telephone manner
- High level of tact and discretion
- Team player
- Persistence and drive to reach objectives, as well as resilience and the ability to work autonomously are key skills for this job.
- Excellent written and spoken English is essential.
- Effective time management and ability to work accurately under pressure.
- A patient and empathetic attitude, with the ability to build long term relationships with clients and external organisations.
- Comfortable in dealing with people at all levels.
- Problem solving skills and the ability to think ‘outside of the box’.
- The confidence to question systems, consistently look for ways to improve procedures and products and to make the most of opportunities.
- Commitment to the job and to t
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