Programme, Booking Management, Supplier Contact
Duration
11 months
Start Date
January 5 2021 (tbc)
End Date
2 December 2021
Deadline for applications
September 23 2020
Open position
The Programme Administration Manager is responsible for the "Guest Programme Booking journey" at KISC, including regular guest correspondence, overseeing timely and meticulous administration of Programme activities that provide an unforgettable experience for guests who visit KISC! The Programme Administration Manager is supporting KISC guided activities and is the main point of contact towards external activity suppliers and is responsible for managing good relations as well as overseeing invoices and payments of programme activities.
Apply for a job
  • Needs to be at least 21 years old
  • Is a member of an Association recognised by WOSM/WAGGGS
  • Communicates well in written and spoken English

Essential

  • Proven experience in administration work and understanding of basic financial management
  • Proven experience in customer service (relations, feedback, complaints)
  • Experience with managing relations with external partners and suppliers (strategic contacts and financial matters)
  • Experience with working under pressure and within strict timelines
  • Demonstrated professional, disciplined and efficient approach to work and planning
  • Ability to work with and within an international team of volunteers
  • Willingness to work according to a flexible schedule

Desirable

  • Experienced the KISC Summer season for Programme in the last 5 years
  • Experience in organising activities and events
  • Mountaineering and first aid qualifications / experience
  • Experience with Summer sports, like hiking or climbing
  • Experience with Winter sports, like skiing or snowboarding
  • Experience in handling customer feedback and complaints
  • Holds a full driver’s licence
  • Communicates well in written and spoken German

Main tasks

  1. Ensure a high quality Guest Service for Programme at all time
    -  Manage guest correspondence related to programme prior to, during, and after their stay in an effective manner
    -  Manage and update all brochures, vouchers, tickets, hike information, trails and notice boards
    -  Deal with all guest and provider bills and all the enquiries around them
    -  Work in the Front Office, welcoming guests and dealing with enquiries

  2. Maintain good relations with key activitiy providers and suppliers of KISC
    - Responsible for prompt correspondence, handling feedback and any conflicts
    - High quality and accurancy in delivering on KISC' commitments towards external suppliers
    - Responsible for weekly checks on all external and internal bookings
    - Deal with external companies, including bookings, correspondence and bills
  3. Oversee and support the work of the Programme team in provide high quality guest services
    - Train Short and Long Term Staff in Programme
    - Assist with the Short Term Staff activity assessments
    - Take part in the development and running of all aspects of the Centre’s programme

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
  • Involvement in the execution of the Centre’s Operational Plan
  • Work and communicate effectively with all staff and guests

General

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

Line manager

The line manager for this position is the Programme Director. The Programme Administration Manager 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 Manager will have regular contact with the Programme team members and other members of the Long Term Staff team and it is essential to build a good working relationship and system of communication with them.

Staff Management

The Programme Administration Manager assists with the management of the Programme Administration Assistant and delegates where necessary the different administrative tasks to the other team members. The Programme Administration Manager also assists the Programme Team with the daily management and coordination of Programme Short Term Staff.

 

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 and 20 days of holidays
  • Pocket money starting from 500 CHF per month       
  • A Swiss Pass (discount card for transportation in Switzerland)
  • Management and leadership training
  • Administration of work permits
  • Other benefits as detailed here on our website

Visa

  • Citizens of EU/EFTA countries do not need a visa, and the Centre secures the necessary work permit.
  • For citizens of non EU/EFTA countries who have not been Staff at KISC before, we can apply for a 4-month visa, for 4-month contracts. The applicant needs to be under 35 years old for the whole duration of the contract.
  • For citizens of non EU/EFTA countries who have been Short Term or Long Term Staff at KISC before, there is usually a very low probability of getting another visa. If the non EU/EFTA applicant is suitable for the role and fulfils specific requirements set by the Swiss authorities, there is a possibility to get a visa for a longer contract.
  • The employment is dependent on securing the necessary special permission from the Swiss authorities.

Testimonials

Programme Administration Manager

Tom

United Kingdom
Programme Administration Manager
Working at KISC changed my life forever. As Programme Administration Manager I got to work in a fun and lively office, taking on responsibilities that helped develop my professionalism. It was an excellent opportunity to develop my time management skills and ensure that all the work I produced was completed to an extremely high standard. If you’re not in the office, then you might find yourself skiing, climbing or crossing glaciers. It’s all part of the job!