Booking support




Responsible to:  Deputy Camp Leader 
Responsible for:  Responsible for the administration of all participant, leader and staff bookings including the invoicing for fees. 
Works with:  WINGS 2020 Bookings Team Leader 
Role purpose and scale:  To be an active team member of the Bookings Team who as a whole will: 

  • To be responsible for working with the Marketing and IT team to ensure we have a robust booking system in place for units and volunteers wishing to come to WINGS 2010. 
  • To maintain records of all incoming financial transactions for WINGS 2020 in the Zero accounting system, including issuing of invoices. 
  • This role will involve leading a team to support bookings from units and volunteers prior to WINGS 2020 as well as the smooth arrivals process at the event. 
Key activities of the role:  Specific Responsibilities: 

  • Attendance at regular Bookings Team meetings. 
  • Offering any advice or experience to the Team Leader relevant to scoping the data requirements. 
  • Support the maintenance of the bookings made through the data management system, raising invoices to units and volunteers using the Xero accounting system. 
  • Support with enquiries from units or volunteers in relation to their booking in a timely manner. 
  • Support the process of fee collection, liaising with the Finance team to ensure that overdue fees are collected. 
  • Support the refund of any fees as agreed appropriate by the Camp Leader / Head of Finance 
  • Other WINGS 2020 related roles as appropriate. 
Time Commitment 
  • Your involvement will begin as soon as your appointment has been confirmed and will end when the WINGS 2020 camp closes. 
  • As well as attending the WINGS 2020 event itself, you will be expected to attend Bookings Team meetings as required. 
Role requirements  By accepting this role: 

  • You will be required to become a member of the World Association of Girl Guides and Girl Scouts (WAGGGS) or the World Organization of the Scout Movement (WOSM) if not already. 
  • You will be required to hold a current DBS Disclosure through either Girlguiding or The Scout Association UK. 

The appointee must: 

  1. accept the values of Scouting and Guiding 
  2. agree not to promote any beliefs, behaviours or practices that are not compatible with the values of Scouting or Guiding 
  3. agree to work within the policies and rules of both Associations 
  4. have not been convicted of any other offence(s) or subject to disciplinary proceedings relevant to this role 
Person specification  To be successful in this role you will need to demonstrate a number of the following competencies: 

  • Experience in working with data administration for small scale events / small businesses would be useful 
  • Highly organised and confident in dealing with high volumes of paperwork. 
  • Good proficiency in MS Office (Excel, in particular). 
  • Experience in the use of accounting software (e.g. Xero, Quickbooks etc) 
  • Excellent written and verbal communication skills. 
Benefits of getting involved  There are many benefits of getting involved in WINGS 2020 as a volunteer. These will vary from volunteer to volunteer but might include: 

  • Looks great on your CV 
  • Develop your own skills and gain valuable experience 
  • A great way to support Guiding and Scouting and make a difference to the young people who are attending 
  • Meet new people and make new friends from around the world 
Application and appointment  This information is provided at 

An online application form is available at

Shortlisted applicants will be invited to interview at a location in Berkshire. 

For further information email [email protected]