Bookings Coordinator (Schools & Learning)
Salary £ 27,121 gross per annum
Central London
Vacancy listed 07/07/2025
Application deadline 25/07/2025
Details
The Postal Museum is one of the newest and most exciting museums in London. We opened in 2017 and have already established the museum as a must-visit destination with award-winning experiences. Alongside hands-on exhibitions exploring over 500 years of British social and communications history, visitors can experience a subterranean ride through the tunnels of the old Post Office Underground Railway – Mail Rail. The museum welcomes over 160,000 visitors and our online content reaches almost a million users a year. We deliver award-winning learning, access and outreach programmes and provide unique experiences including popular Tunnel Walks under the streets of London. The museum also operates a children’s play space – Sorted! – popular with young families and schools. Alongside all this we offer one of the most unique venues in London for corporate & private hire and filming. 
 
Who We Are 
The Postal Museum tells the story of postal communication and its impact on a global society.  
 
What We Do 
We use our collection to explore stories around communication, and to inspire everyone to make richer and more meaningful connections in their lives. 
 
Our Values Are  
Openness  
Generosity   
Innovation  
Curiosity  
Playfulness  
 
We Will  
Be open and generous in spirit and action.  
Deliver innovation.  
Communicate our stories with clarity and playfulness.  
Be curious about people’s stories and experiences. 
_______________________________________    
Based: Central London   

Start date: ASAP   

Reports to: Ticketing & Insight Manager (TIM)  

Contract: Permanent, Full time   

Hours: 35 hours per week across the week    

Salary: £27,121 gross per annum  

_______________________________________
   

Purpose of the Job 


We are looking for a motivated and organised Schools and Early Years Bookings Coordinator to play a key role in managing bookings for our schools' programme. You will be the primary contact for teachers and learning group leaders, providing a welcoming and efficient service from initial enquiry to their visit. You will work closely with the Schools Team and other museum teams, to ensure that school visits are smoothly processed and delivered to a high standard. 


You will be a key member of the Bookings Support and Visitor Experience Teams. Ensuring best-in-class customer service is delivered by Bookings Support team across all channels   including, but not limited to, telephone, email, letter, and social media. 

Job Description


Key Responsibilities and Duties   
   
School & Learning Bookings 
  • Act as the primary point of contact for school and learning group bookings, for on-site, virtual and outreach visits. 
  • Manage the end-to-end booking process, ensuring all enquiries are responded to promptly and efficiently. 
  • Maintain bookings calendars and ensure all relevant systems are updated with bookings information and itineraries 
  • Provide information to support schools to book their visit, including risk assessments, accessibility, and pre-visit planning. 
  • Co-ordinate pre-visit teacher familiarisation visits and associated administration. 
  • Liaise with teams about special requirements such as SEND group support or group lunchroom bookings. Liaise with teams about special requirements such as SEND group support or group lunchroom bookings.  
  • Raise invoices and ensure payment is received prior to visit date. 
  • Attend weekly team meetings to update the Schools Team on upcoming visits 
  • Support the Schools Team as required with programming, planning and operations. 
  • Manage enquiries for Home Educator events and Post and Play sessions and co-ordinate attendee lists.  

Reporting  
  • To ensure the protection of customer data in line with the General Data Protection Guidelines (GDPR) 
  • Collate and maintain booking statistics and prepare regular reports for internal stakeholder and funders 
  • Setting up and maintaining Schools and Early Years events and offers on the ticketing system for online and on-site. 
  • To maximise ticket availability for online and walk-up sales to the public by maintaining accurate school booking numbers. 
  • To identify improvements to the booking system and procedures for internal and external stakeholders. 

Booking Support & Ticketing 
  • Maintain the ticketing functions for TPM, providing a high-performing ticketing and customer service to maximise revenue from public and trade sales, membership, and other offers 
  • To supervise the Bookings Support Assistants who are the first point of contact for all incoming phone enquires, online enquiry forms, and emails to the museum. 
  • To support the team to be a high-quality booking service for general admission, groups, travel trade, schools programme special events and birthday parties acting as an advocate for the best possible customer experience.  
  • Support Ticketing & Insight Manager to develop and maintain customer service KPIs, maintain RCX and the operation. 
  • To act as the first point of escalation for visitor feedback within the agreed timeframe with the aim to respond & resolve all feedback in the best interests of the visitor and the organisation. 
  • To support and coordinate the Bookings Support Team in fulfilling daily tasks including answering the telephones and responding to general enquiries, booking requests, and booking amendments. 
 
Other Activities
  • To generate reports from the system in the absence of the TIM.   
  • To deputise for the TIM in their absence.   
  • Any other ad-hoc task relating to Bookings Support as requested by the TIM or TPM senior management.    
   
The post-holder is expected to monitor and report on their work as directed by their line manager and adhere to office guidelines on handling, health and safety, lone-working, etc., as advised, taking responsibility as appropriate.

Person Specification


Essential 
  • Experience in an administrative or bookings role, ideally in a museum, visitor attraction, or school environment. 
  • Excellent customer service skills, especially in working with schools or learning groups. 
  • Strong organisational skills and ability to manage multiple priorities. 
  • Confidence using ticketing or CRM systems and Microsoft Office software. 
  • A proactive and collaborative approach to working with internal and external stakeholders. 
  • Excellent verbal and written communication skills. positive attitude, able to remain calm under pressure and adapt to changing situations.  
  • Self-motivated, able to work independently to manage a busy workload. 
  • An understanding of safeguarding and the needs of schools visiting a public site. 
 
Desirable 
  • Experience working with schools and knowledge of the National Curriculum 
  • Knowledge of museum learning, or interest in working in museum sector. Familiarity with ReCreateX or a similar ticketing system  
  • Experience in a visitor-facing role, with a focus on excellent customer service  
  • Experience of working in a supervisory role, within a busy team.  
  • Proficient IT skills, including Microsoft Office (Word, Excel, Outlook)   
  • Excellent inter-personal skills and a willingness to assist others   
  • Outstanding organisational and administrative skills with a strong attention to detail   
  • Strong team working skills, ability to work to shared objectives and procedures    
   
Person
  • Flexible, positive attitude and ability to work on own initiative 
  • Ability to work under pressure and actively solve problems and create solutions      
 

Working Conditions   


The Museum is a 7 day a week operation; flexibility to work across sites, weekends, during holiday periods and before/after public opening hours is therefore an essential requirement of this role. The Bookings Coordinator will be expected to work on average five out of seven days including weekends. Working hours and days will be agreed in advance with the line manager and are subject to change as required.

This position requires a basic DBS check which will reveal any unspent convictions.  A criminal record may not necessarily be a bar to placement, as any decision will be treated on its merits and individual circumstances subject to the museum’s overriding obligations to protect the children and vulnerable adults in its charge, members of the public, the safety of the museum’s staff and the Collection.


To Apply

Kindly upload your resume and cover letter detailing how you meet the person specifications of the role.

Closing Date

Friday 25th July 2025

Interviews

Week commencing 4th August
  

This vacancy has now been closed