Duration: 
5 months
Start Date: 
15th of April 2024
End Date: 
15th September 2024
Deadline for applications: 
3rd of January 2024
Closed position

The Programme Administration Assistant is together with the Programme Administration Manager responsible for all the administration for the Programme Activities at KISC. This involves dealing with guests both before and during their stay, dealing with external companies that provide KISC guests with activities, and supporting the KISC guided activities. If you are motivated to provide excellent guest service and would like to ensure the smooth organisation of the programme activities, we look forward to your application.

Requirements

  • Needs to be at least 18 years old
  • Is a member of an Association recognised by WOSM/WAGGGS
  • Communicates well in written and spoken English

Skills & Qualifications

Essential

  • Ability to work within an international team of volunteers
  • Ability to work well under pressure and within strict timelines
  • Affinity for customer service and guest contact
  • Experience in office administration and organisation
  • Demonstrated professional, disciplined and efficient approach to work and planning
  • Willingness to work according to a flexible schedule

Desirable

  • Has previously been a member of the staff team at KISC
  • Has experienced the Summer season (programme) during non-COVID times
  • Experience in coordinating and organising activities and staff
  • Experience in handling customer feedback and complaints
  • Holds a driver’s licence
  • Communicates well in written and spoken German

Main tasks

Main tasks

  • Ensure a high quality of guest service at all times
  • Work in the Front Office, welcoming guests and dealing with guests enquiries
  • Manage guest correspondence related to programme prior to, during, and after their stay in an effective manner
  • Assist in managing the Programme Administration
  • Offer and update guest information for programme, activities, etc.
  • Manage the communication between KISC and all external programme suppliers, including reservations of activities and payment of bills
  • Assist with the daily coordination and management of Programme STS
  • Assist in summer training and assessing Staff to lead activities in a safe and correct manner

Other responsibilities

  • Deal with any guest enquiries relating to the Centre
  • Run and develop staff training
  • Assist in other areas of the Centre where necessary
  • Involve in the execution of the Centre’s Operational Plan
  • Work and communicate effectively with all staff and guests

Management

General

The position is part of the Programme Team at KISC. In addition to the Programme Administration Assistant, the Programme team consists of the Programme Director, Assistant Programme Director, Programme Development Assistant, Programme Admin Manager, and in Summer High Adventure Assistant and Hut Warden.

Line manager

The line manager for this position is the Programme Director. The Programme Administration Assistant has weekly meetings with the line manager and Programme team to cover operational matters, and also has regular one-on-one appraisals.

Team Management

The Programme Administration Assistant will have regular contact with other members of the Long Term Staff team and it is essential to building a good working relationship and honest communication with them.

Staff Management

The Programme Administration Assistant assist the Programme Team with the daily management and coordination of Programme Short Term Staff.

 

Practical information

Insurance

  • Accident Insurance (provided by the Centre): Everyone is insured for accidents, both work and non-work related over the duration of the contract.
  • Private Liability Insurance (provided by the Centre): This insurance covers any damage caused by any staff on an object or person.
  • Sickness Insurance (provided by the Centre): All LTS will get private sickness insurance if necessary. The deductible (amount each LTS has to cover per calendar year themselves) is, if nothing else mentioned, CHF 300.-. This insurance covers any treatment due to sickness.
  • Social Insurance according to the Swiss Law (provided by the Centre): Every LTS must have Social Insurance according to the Swiss regulations. This includes invalidity insurance, maternity leave and old-age and survivors' insurance (OASI). More information will be given during training.

Benefits

  • A room in one of the shared flats in Kandersteg
  • All meals at the Centre, both while at work and on days off
  • 2 days off per week
  • Pocket money starting from 400 CHF per month      
  • Management and leadership training
  • Administration of work permits
  • Other benefits as detailed here on our website

Important information

Visa

  • Citizens of EU/EFTA countries do not need a visa, and the Centre secures the necessary work permit.
  • Unfortunately, citizens of non EU/EFTA countries are not eligible for this role.
  • Citizens of the UK there may be a possibility to secure a visa for the role if the applicant is suitable for the role and fulfils specific requirements set by the Swiss authorities. 
  • The employment is dependent on securing the necessary special permission from the Swiss authorities.

Testimonials

Programme Administration Assistant

Becky

United Kingdom
Programme Administration Assistant
As Programme Administration Assistant I ensured that guests had the best experience possible and that their programme ran smoothly. That involved lots of emails and phone calls both to external suppliers and to guests, and through that, I developed my communication skills. We also had to pay for all of those fantastic activities, so a large part of my job was to assist in paying bills and keeping our suppliers happy! I spent the majority of my work time in the front office developing my administrative skills and helping guests directly with any questions or queries.