NCS PROGRAMME LOGISTICS ADMINISTRATOR

Start date: April 2019

Location: London

The Challenge

The Challenge’s vision is a more integrated society where there is understanding and appreciation of each other’s differences. We design and deliver programmes that bring different people together to develop their confidence and skills in understanding and connecting with others. We believe everyone benefits when people from all walks of life come together to better know, understand and trust each other. This also applies to the people we employ to work with us. As an equal opportunities employer our aim is to have a diverse workforce to reflect the communities we work in.

This is a unique opportunity to join a dynamic, rapidly growing organisation, working with young people and local communities across the country. For more information about what The Challenge does and what its values are, please visit our website http://the-challenge.org/

About the role

This role is responsible for administrative support for the NCS Programmes  team. You will support the team in the provision of nearly 30,000 accommodation places in outdoor adventure centres and university accommodation across England, Wales and Scotland, ensuring that they deliver high-quality, challenging and safe programmes for our participants. You will work with the NCS Programmes  team to deliver the resources required to enable NCS to operate successfully and efficiently and ensure that all logistical and administrative support is provided to the central team that supports the set up and delivery of this large national programme

The Programme Logistics Administrator’s primary responsibilities will be to:

  • Support in procuring sufficient places from outdoor adventure centres and residential accommodation for efficient and flexible delivery of the programme
  • Support the team in communicating requirements with outdoor and residential accommodation Providers.
  • Provide administrative support to the Operations Team.
  • Share information with external providers: generating reports and documents and sending them to outdoor activity providers securely in a timely and efficient manner.
  • Provide support in the contracting process for the outdoor activity and residential accommodation, ensuring that all contracting processes comply with organisational policies and sector best practice
  • Work with other members of the team, and other teams, to ensure that all aspects of the programme are planned to ensure that the young people and staff are sent to the correct destination, on time, with the correct resources and information required.
  • Respond to and resolve external and internal queries around data transmission and our feedback process.
  • Work closely with our NCS Delivery Programmes team to ensure that provider feedback is completed accurately and collected on time and monitor trends and concerns.
  • Process invoices, checking received invoices for errors and logging them on our system before submitting them for approval.
  • Use IT systems including Salesforce CRM to process information
  • Supporting the NCS Programmes team with all ad-hoc queries and administrative support as required.

Other

  • Support all areas of the procurement function as directed
  • Communicate organisational needs and demands to providers in a timely fashion, enabling them to meet delivery requirements
  • Be responsive to any concerns or questions arising from providers

Skills and experience:

Skills

  • Excellent organisational skills and commitment to detail and accuracy.
  • Effective communication skills and the ability to form and maintain business relationships.
  • Able to work collaboratively with people across various departments and locations.
  • Strives for continuous improvement by seeking and sharing feedback appropriately and respectfully.
  • Learns from their mistakes and always commits to performing at their best.
  • Strong time management whilst working to tight deadlines
  • Problem solving and resolution skills
  • Proficiency in Excel.
  • Flexible approach to work including some weekends and evenings to meet the needs of the organisation.

Behaviours

  • Enjoy talking to people, being helpful and doing all you can to agree solutions to challenges
  • Being calm under pressure and remaining assertive
  • Enthusiasm for, and commitment to, our mission and values with the ability to bring this to life when working with colleagues and external contacts
  • Resilience

Safeguarding Statement

The Challenge is committed to safeguarding and protecting the young people that we work with. As such, all posts are subject to a safer recruitment process, including the disclosure of criminal records and vetting checks. We ensure that we have a range of policies and procedures in place which promote safeguarding and safer working practice across our programmes.

We expect all staff and post holders to share this commitment to safeguarding by ensuring compliance with our policies and practices.

Employment Screening

Only applicants who have the right to work in the UK or have a valid visa or work permit for a minimum of 6 months at the time of application will be considered for this role.

Further Details

In addition to being part of a fun, dynamic and challenging workforce, we are proud to offer an attractive benefits package including contributory pension, Simplyhealth care plan, Ride 2 Work, season ticket travel card loan etc to eligible employees.

This is a fixed contract role to end on 31st December 2019, from the starting date, based in our London Waterloo office.

Salary: £19,000 (Pro-rata)

Please apply by sending your CV and cover letter to stephen.thomas@the-challenge.org by Friday 12th April 2019.

The Challenge Network (The Challenge) is committed to protecting the privacy and security of your personal information. Our privacy notice can be found here: https://the-challenge.org/careers

This privacy notice describes how we collect and use personal information about you prior to, during and after your working relationship with us, in accordance with the General Data Protection Regulation (GDPR) or any subsequent data protection legislation in force from time-to-time.

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