Programme Coordinator
Our Chalet, Switzerland
Recruitment Pack
October 2015
www.wagggs.org │ +44 (0) 20 7794 1181
World Bureau, Olave Centre, 12c Lyndhurst Road, London NW3 5PQ
100 years of experience behind us, 100 year of ambition ahead
Things you might want to know
About WAGGGS
The World Association of Girl Guides and Girl Scouts (WAGGGS) is the largest voluntary movement dedicated to girls and young women in the world. It has Member Organizations in 147 countries, with 10 million Girl Guides and Girl Scouts around the world.
The World Association supports girls and young women to develop confidence and life skills through self- development, challenge and adventure. Girl Guides and Girl Scouts are leaders who speak out on issues important to them, making a difference in their communities both locally and globally.
The World Association and our Member Organizations deliver innovative global education programmes, community action projects and advocacy campaigns. We deliver a well-established and unique values based approach to non-formal learning, which is international and intergenerational.
There are five WAGGGS regions – Africa, Arab, Asia Pacific, Europe and Western Hemisphere and four World Centres: Our Chalet in Switzerland, Sangam in India, Pax Lodge in the UK and Our Cabana in Mexico. The World Centres are residential training centres where girls and young women develop skills through international programmes and friendships.
International Girl Guiding and Girl Scouting has been making a difference to the lives of girls and young women for 100 years and in 2012 we celebrated our centenary with a campaign asking people to “imagine more” for girls around the world. .
Vision
All girls and young women are valued and take action to change the world.
Mission
To enable girls and young women to develop their fullest potential, as responsible citizens of the world.
What we are looking for
Our Chalet is situated in a traditional Swiss Alpine Village at 1350 meters altitude. As the oldest of the World Centres, Our Chalet is an international gathering place for members and families, providing opportunities to meet and share experiences. Our Chalet offers accommodation, international volunteering programmes and a wide range of indoor and outdoor programmes.
The main purpose of the Programme Coordinator is to assist the Deputy World Centre Manager, Programme to ensure the smooth running of events and volunteer programme at Our Chalet. In addition they will establish and maintain a friendly and welcoming atmosphere for all guests and visitors.
Our Chalet is looking for a Programme Coordinator who is enthusiastic and dedicated to providing a high quality guest experience in an international setting. The successful applicant will have excellent communication skills with the ability to engage and enthuse a wide range of people from different backgrounds and cultures. They will have written and spoken fluency in English and a working knowledge of German or a willingness to learn.
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Programme Coordinator
Our Chalet, Adelboden, Switzerland
Job Description
Reporting to Deputy World Centre Manager: Programme
Responsible for Any assigned volunteers
Working with Programme Team, long term staff and volunteer team
Main purpose of the role:
§ To assist the Deputy World Centre Manager: Programme to ensure the smooth running of programme administration, bookings, guest correspondence and day-to-day leading of day and evening programmes.
§ To establish and maintain a friendly and welcoming atmosphere for all guests and visitors.
§ To support the WAGGGS Mission and Goals and strategic priorities.
Main Duties and Responsibilities
Management
§ To be an active and participative member of the Long Term Staff Team, meeting regularly and ensuring that Our Chalet meets its operational goals.
§ To undertake the ‘Manager on Duty’ role when necessary ensuring the smooth running of Our Chalet on a day to day basis.
§ To supervise and respond to the developmental needs of the volunteer staff assigned to Programme
Administration
§ To prepare, maintain, respond and issue information on programmes offered by Our Chalet to guests and potential guests.
§ To ensure that all the programme bookings, orders and requests are processed to an agreed timescale and in accordance with the guidelines.
§ To respond to programme-related enquiries face to face, and to provide the highest standards of customer care to all visitors.
§ To correspond with programme suppliers and ensure that all programme activities are booked in a timely manner, maintaining good relationships with suppliers.
§ To liaise regularly with the Operations Team, regarding event and independent guest bookings and enquiries, ensuring programme needs are met.
§ To provide monthly reporting to the World Centre Manager including administrative areas of work and updating the status on current and future programme bookings.
Finance
§ To assist with the day to day financial administration of the programme department including checking invoices and tracking and handling petty cash.
Marketing
§ To ensure that written information and promotional material related to programme is prepared on time and to a high standard.
§ To represent Our Chalet and WAGGGS
Other
§ To lead guests in on-site and off-site programme including all day hikes in the Mountains, winter sports, town excursions and more.
§ To take the lead in training staff and volunteers in all day and evening programmes.
§ To ensure that Health and Safety procedures are observed during programme activities in-line with the Our Chalet Risk Management Plan.
§ To take a full role in the staff rotas providing early morning, evening and weekend cover and to deputise for the Deputy World Centre Manager: Programme as necessary.
§ In order to meet the needs of Our Chalet the specific requirements of this position may develop and the post holder is expected to undertake any other training and duties, which may be required.
Programme Coordinator
Our Chalet, Adelboden, Switzerland
Person Specification
EssentialEducation / § A good general education.
Knowledge / § Fluent in English, written and oral
§ Good understanding of Microsoft including Word, Excel and Outlook
Experience / § Experience of working outdoors and leading groups
Skills / § Proven administration skills
§ Sensitive to the needs of young adults
§ Ability to communicate effectively at all levels within and outside WAGGGS
§ Ability to work cooperatively in an international team
§ Demonstrable interpersonal skills
§ Ability to work under pressure and react quickly and calmly during difficult situations
§ Proven time management skills
§ Staff/volunteer supervision
Other / § An understanding and willingness to learn and help in other areas e.g. guest services, maintenance etc. when needed
§ First Aid Qualification
Desirable
§ An understanding of diverse cultures and backgrounds
§ Knowledge of other languages, especially German
§ Knowledge of computerised booking/reservation systems
§ Understanding of the principles of health and safety in the work environment
§ An understanding of Girl Guides/Girl Scouts movement
§ Experience of working in a residential setting
§ Experience of working in a front office environment
Notes
Applicants must have the right to live and work in Switzerland
Programme Coordinator
Our Chalet, Adelboden, Switzerland
Terms and Conditions
Hours of Work
The Programme Coordinator works on a rota schedule, which covers day, evenings and weekends. The average working week includes up to 45 working hours per week. Flexibility is required of all World Centre staff in order to meet the operational demands of the Centre. WAGGGS does not pay for overtime. Compensatory leave arrangements can be found in the Staff Handbook.
Type of Contract
This is a fixed term contract for two years subject to having/obtaining the permission to work in Switzerland.
Salary
From CHF 21,000 per annum with additional contributions/deductions towards health insurance, pension, some meals and board (where applicable).
Accommodation and Subsistence
The post is residential and residence is a condition of employment. Meals are provided whilst on duty.
Annual Leave
20 days leave per annum plus 8 public holidays.
Health Insurance
Insurance is provided by Our Chalet and the cost of the insurance will be included in your salary and then deducted each month.
Uniform
A uniform shirt must be worn when on duty. A uniform allowance is provided..
Relocation
Travel to take up post and assistance with the transportation of personal effects/or purchase of personal effects is provided.
October 2015
How to Apply
Please ensure your application fully addresses the criteria in the Job Description and Person Specification.
You should give the names, positions, organisations and telephone numbers of two referees, one of whom should be your current/most recent employer. References will only be taken up once your express permission has been given.
You should also complete the Equal Opportunities Monitoring form. The information in this form will be treated as confidential, and used for statistical purposes only. The form will not be treated as part of your application. We would also be grateful if you could let us know if you will require any special provision as a result of any disability should you be called for interview.
Finally, please ensure you have included mobile, work and home telephone numbers, Skype address, as well as any dates when you will not be available.
If you would like to apply for this post please send your completed application form as well as the equal opportunities form to .
If you would like to know more about Our Chalet please visit http://www.ourchalet.ch/en/home
Timetable
Closing date 5.00pm (GMT) Thursday 12 November 2015
Interview To be confirmed, first interview via Skype, second in person
The successful appointment is subject to the receipt of satisfactory references.
Applicants must already have the right to live and work in Switzerland