Office & HR Support Coordinator

Office & HR Support Coordinator

Reporting to: CEO, and Chair of the Board of Trustees

Liaison with: All members of staff, Trustees and Committee members, external
support agencies and regulatory bodies

Salary: £27,000 – £29,000 Depending on experience

Contract period:  Permanent, full-time, 35 hours Monday – Friday

Usual working hours: 9.30am – 5.30pm

Some out-of-hours, evening, and occasional weekend working.

Location:  The normal place of work is South Kensington, London. The post-holder
will need to attend the office in person for at least 2 days a week including our all-
staff day which is currently Tuesday each week.

Start date: Immediate.

How to Apply

Details on how to apply can be found on page 4 of this document.

We will be assessing applications on a rolling basis. The closing date and time for
applications is 9am, 26th March 2026.

We are looking for a motivated self-starter keen to take on new challenges, and to
adapt their varied skills to join us and support our community.  This role will have
you tackling different things every day and is supported by the external expertise
of our HR advisors so a good level of support is in place. You will ensure that our
office runs smoothly, and that our key corporate and HR processes and
procedures are carried out, comply with law and with our policies. Working with
everyone, you’ll actively enjoy the collegiate atmosphere which we value as a
team. You will be curious, courageous, able to quickly understand our work, (and
to ask for help when you don’t) and you’ll have the self-belief and capacity to
develop trusting relationships with stakeholders at every level.  You will have an
appetite for detail, and a focus on standards.

We welcome applications from individuals returning to work, looking to change
sectors or to apply their skills in a new context. British Exploring Society is
committed to equal opportunity and to building a team that represents a diverse
variety of backgrounds, skills and perspectives. The more inclusive we are, the
better we think we’ll be at delivering our charitable aims.  We are an equal
opportunities employer and do not discriminate on the grounds of gender identity,
sexual orientation, martial or civil partnership status, race, colour, nationality, ethnic
or national origin, religion or belief, disability, or age.

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About Us

British Exploring Society is a world class youth development charity with a unique
heritage, founded on the belief that challenging experiences can define lives,
empowering and equipping young people with the courage, integrity, skills,
resilience, and motivation to make the most of their future. We prepare young
people for adventures and expeditions virtually, and to remote locations in the UK
and overseas where they face challenges, gain skills, and learn about themselves -
as well as acquiring knowledge relevant to their lives and to the environments that
they explore.

The Role - main responsibilities & accountabilities

Office & Admin Support

●  Acting as administrator to the office, the board and to senior management

as needed.

●  Liaising with our external IT contractor on a day-to-day basis to support the

needs of the team.

●  Producing reports for our Senior Leadership Team and our board including

minute taking.

●  Managing parts of our database and Cloud systems.

HR & Compliance

●  Monitoring HR processes to meet regulations and standards
●  With external advisors, ensuring consistent day to day HR best practice and
ensuring that our processes are delivered and recorded on our system.

●  Supporting SLT to provide a safe, equitable, welcoming working

environment

●  Lead on office Health and Safety policy and practise in coordination with

our landlords and health and safety consultants

●  Managing employee personnel files and supporting line managers through

the staff recruitment process.

Other Duties

Following full induction, the post holder will participate in the team rota as a Duty
Officer during periods when the charity is running a 24-hour support service.

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The responsibilities listed are not exhaustive and this job description may be subject
to change as the role evolves over time.

This role is dependent on satisfactory receipt of references and an enhanced
DBS check. British Exploring Society is unable to sponsor work visas.

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Person Specification

Skills, Knowledge and Understanding:  Why we need these:

Good command of English

Strong communication skills

English and Maths to at least GCSE or
equivalent level

Experience of undertaking simple HR
and personnel tasks

Ability to work constructively with a
wide range of stakeholders

The role will depend on your ability to speak about and record
your work clearly, openly, and concisely for a range of
audiences.

You will need to be able to interpret written legislation and
policies and be able to clearly explain the meaning of formal
documents to others.

Your ability to ensure that all team members receive a consistent
suite of HR support services is a key part of our commitment to
being a good employer. You do not need a high level of HR
expertise for this role. You will need to be able to communicate
effectively with our external HR advisors who will support with
expertise when you need it.

You will develop and manage relations across our community.
You must inspire trust, understand the work priorities of others.
You need to be comfortable managing external stakeholders,
including liaising with our external HR support providers.

Understanding of good governance,
ideally in a not-for-profit context.

You will be key to our maintenance of effective governance and
will be supporting our senior leadership team and trustees.

Knowledge of the charity sector and a
capacity to learn quickly about the
sector in which we work

We work in a highly regulated sector.  The youth sector, and our
work in the outdoors, have additional layers of compliance in
place to ensure we adhere to good practice. You will need to be
confident learning how these inter-relate in your role.

IT and database management skills

Knowledge of and competence with
major office software packages

Ability to meet deadlines working
independently

High attention to detail

Understanding of Confidentiality Data
Privacy Regulation

The role will require you to look after some aspects of content on
our database and to provide oversight for our use of data more
broadly. We will train you on our systems so that you can do this
effectively.

The role will require you to move with ease across the software
packages we utilise including Microsoft and Google applications
as well as being comfortable learning new software; we use Podio
as our CRM/project management platform and will provide training.

As well as your own day-to-day office management, you need
to be comfortable holding others to deadlines, so an aptitude for
good work management to ensure the timely delivery of work is
essential.

Your role will include the accurate recording of actions, and the
careful collection, management, interpretation and auditing of
minutes and data from a wide range of sources.  In all these
cases, accuracy and an eye for detail will be invaluable.

You will have access to most of our key contacts and to sensitive
information. It is important to operate at the highest standards of
integrity, and to maintain high standards of confidentiality. Basic
understanding of GDPR good practice is required.

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Working Practices

●  Normal working hours are Monday to Friday 09.30 – 17.30. Additional,

occasional evening and weekend working is expected as part of this role,
including ‘on call’ duties.

●  Full-time staff are entitled to 23 days’ paid holiday per holiday year in

addition to normal English Bank and Public holidays.

●  Your birthdays will be given as an additional leave day following

completion of probation. Additional leave days are awarded for long
service.

●  Staff have access to RGS events as corporate members.
●  Staff and their families are offered a range of confidential pastoral

support services.

●  We run a cycle-to-work scheme. There are showers on-site at our offices.

How to Apply

We will be assessing applications on a rolling basis.

The closing date and time for applications is 9am, 26th March 2026.

We reserve the right to close applications prior to the closing date if we receive
elevated levels of interest and/or secure a successful applicant for the role.

●  Please send us an up to date CV including a daytime phone and email
contact and a brief covering email of no more than 250 words to
info@britishexploring.org indicating your own assessment of whether you
think you meet the criteria to be considered for this role.

●

IMPORTANT: please use the subject "Office & HR Support Coordinator
Application" as your email subject line.

●  We will contact suitable candidates to arrange a short call with the CEO of
no more than 10 minutes as this post will work closely with the successful
candidate.

●  Some candidates will then be invited for interview in person at our offices in

South Kensington.

If you are interested in applying and require any accessibility adjustments to the
application process, please do let us know when you apply. Thank you.

If you are not invited for interview, we will contact you by email to let you know.
Unfortunately, we will not be able to offer feedback to candidates not invited to in-
person interview.

Thank you for your interest in this role and British Exploring Society.

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