Navigation Menu

Passport Administrator


  • Admin
  • Customer Service
  • Office Based

Closing date: Thursday 19th October 2023

Job Details

Passport Administrator

Closing Date for Applicants:
Thursday 19th October 2023

Full Time - 35 hours per week (working hours)

(2 Year Fixed Term Contract)

Circa Starting Salary: £19,650

Based at our HQ near Stoneleigh, Warwickshire (Agile working arrangments available)

The British Horse Society is the nation’s largest equine charity with a passion for horses that is backed by knowledge and expertise. The BHS represents and provides a range of services for horse riders, horse owners, enthusiasts and professionals.

Our Home Team within the Society is made up of professionals who bring together a variety of experiences, backgrounds and perspectives. We celebrate the diversity of our people and place a high value on creating an environment where everyone can bring their whole self to work. Many of our Home Team members work flexibly; we believe in giving our employees autonomy to decide where, when and how they work within a set of principles agreed within the team.

We are looking for an……..

Experienced and dedicated administrator to administer the BHS Passport Issuing Organisation (PIO) function. You will be responsible for producing new passports and updating existing passports.

Key skills needed for this exciting role:

You will need to be an experienced administrator with great attention to detail. Strong IT skills and data management experience are essential along with outstanding customer service skills and experience.

So, you’re interested?
Here’s some information on the role….

  • Administration and production of equine passports, including new applications and updating existing passports.

  • Maintenance of the passports database, ensuring all data is accurate and up to date.

  • Ensuring all passport components are in stock and instigate the ordering of any stock as required.

  • Liaison with other organisations including the Central Equine Database, Defra and other Passport Issuing Organisations and keeping up to date with amendments to legislation.

  • Ensuring guidance documents, passport forms and passport section on the BHS website is kept up to date and keeping the Welfare Team informed of any changes to processes.

  • Be the first point of contact for telephone, letter and email enquiries from BHS members and the public, offering structured, informative advice and guidance on passport enquiries.

What will you get in return?

  • Annual Leave: 26 days + plus bank holidays (increasing to 28 days after 3 years’ service)

  • Pension: Automatic entry at 4% into our scheme after 3-month deferral period, contributions matched up to 5%

  • Health Benefits: health (income protection) insurance, health cash plan, life assurance at 4 x salary, yearly flu jab.

  • Wellbeing Support: ‘Everymind at Work’ mental health and wellbeing app and quarterly webinars, opportunities to participate in range of engagement activities such as our book and gardening clubs, ‘Put the Kettle On’ informal virtual chats and our annual Funuary activities!

  • Training and Development: Access to a range of formal and informal development opportunities, including BHS Wise (our e-learning platform), our ‘A Day in Your Shoes’ cross-departmental work shadowing scheme and ‘C-Me’ communication workshops.

  • Enhanced Maternity, Adoption and Paternity Pay for eligible Home Team members:

The British Horse Society is committed to achieving equity for all current and prospective employees and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender identity, or marriage and civil partnership.

We aspire to have a diverse workforce because, in our view, diversity enables better organisational outcomes. We also believe that a more inclusive workplace, where people of different backgrounds work together, ensures better outcomes for all employees.

We therefore strongly encourage suitably experienced people from a wide range of backgrounds to apply.

Only suitable candidates will be contacted directly about this position, and we will not store or process the data of candidates for longer than is necessary for the recruitment process.

How to apply: please provide a cover letter/personal statement highlighting your relevant skills and experience and how they meet the essential skills for this role, along with a CV, and send your application to For further details on this and other opportunities, please visit

Here at the BHS, we want you to have every opportunity to be able to demonstrate your skills, ability and potential when applying for any of our roles here. Please contact us if you require any assistance or adjustments so that we can help with making the application process work for you.

Due to a high volume of applications for our roles, should a cover letter/personal statement not be provided when applying for a role, we will unfortuntely not be shortlisting these applications.

Please note: we will be speaking to and interviewing candidates throughout the advertised period; to avoid disappointment, we advise you to submit your application as soon as possible as we reserve the right to close posts at any time.

Closing Date for applications: 19 October 2023

Interview date: 23 October 2023

This listing has expired.