The Programme Support Administrator role will play a vital part in the smooth running of the organisation, working to support programme teams across The Diana Award with a range of administrative tasks.  You will support across all programmes and areas of delivery as required, as outlined by your line manager.

Your responsibilities include answering general enquiries via phone and email, answering programme-specific enquiries, liaising with suppliers and / or distributors for resources, and any other ad hoc requirements for the smooth running of our programmes.

This is a fast-paced and busy role, which would suit someone who is highly organised, has exceptional attention to detail, understands the day-to-day management of data and is great at both written and verbal communication. You'll play a key role in giving our young people and partners life-changing experiences through training and events.

We are currently recruiting for this role on 6 month fixed contract as maternity cover. While there may be a chance that this role is extended or an opportunity for movement within the organisation after the initial 6 months, there are no guarantees of a contract extension.

Job Description

In this role your time will be split across our main Programmes and you will be line managed by the Youth Participation manager, who you will support with the coordination of our group of Young Advisors.

Administrative Support

Act as the first point of contact for all enquiries relating to designated inboxes, via the website and phone - providing excellent customer service levels.

• Support our programme teams on a range of administrative tasks which include: processing Awards applications and completing due diligence checks; supporting with the recruitment and onboarding of volunteer mentors; supporting on external events, outreach and training events; creating application forms in form-building platforms; ensuring databases and records are kept up-to-date

• Support and assist across programmes, events, work streams and ad hoc projects as required.

• Support Operations Directorate as required on planned or ad hoc projects.

Youth Board

• Support the Youth Participation Manager in their role, which may include:

• Supporting the coordination of the Youth Board meetings, ensuring all participants are informed and prepared.

• Assist in onboarding new Youth Board members, including sharing induction materials and organising training sessions.

• Supporting with communication between the Youth Board and Youth Participation Manager, and other stakeholders.

• Supporting with travel, accommodation, or resources for Youth Board activities or events when required.

Salesforce

•  Support with Salesforce across teams, to be a point of contact / Champion

• Provide data entry support where required to main CRM records.

Safeguarding

• Reporting Safeguarding Concerns to the Safeguarding Team inline with our policies and procedures.

• Completing all required reporting on safeguarding concerns (eg. MyConcern).

• Respond to enquiries which are flagged as a safeguarding concern where required, the Safeguarding Team will provide the email copy and support.

In this role, you may be required to work weekends and evenings on occasion around bigger events - approximately 2 or 3 events a year

 PERSON SPECIFICATION

Experience & Knowledge

• Experience of providing administrative support within a busy and high performing team 

• Excellent organisation skills and ability to learn quickly

• Experience of working in a fast-paced environment

• Experience working with a customer relationship management tools (desirable)

• Experience working with schools in an administrative function (desirable)

•  Skills

• Excellent customer support skills and telephone manner

• Verbal communication skills: ability to communicate effectively with a wide range of stakeholders  

• Writing skills: ability to write for different audiences 

• Ability to work independently and effectively as part of a team  

• Excellent attention to detail

• Problem solving skills, ability to trouble-shoot quickly and make decisions

• Confidence in using digital tools and platforms (or willing to learn). These range from form building platforms, to salesforce to managing complex excel documents and databases. 

• Excellent IT skills, confident in the use of Microsoft Office (especially Outlook, Word and Excel)

• Ability to maintain confidentiality and to share information appropriately and professionally

  Personal Qualities

• Commitment to The Diana Award’s vision, values and mission

• Personal integrity and credibility

• A ‘can do’ attitude

• Commitment to self-development

• Good judgement

• Driven to achieve great results

• Ability to work well under pressure

The successful candidate must have the right to work in the UK.

OUR CULTURE

We know that change is a team effort, and work hard to make sure every member of staff is inspired, nurtured and supported.

Every staff member has their own personal training and development budget, ability to work flexibly around core hours, access to our employee assistance programme 24/7, wellbeing initiatives, equipment to support you both at home and in an office environment (if applicable), opportunities to connect, collaborate and celebrate with colleagues both in person and online, and much more.

We are committed to safeguarding and promoting the welfare of all. This is a responsibility that is shared by all members of staff the successful candidate will be subject to an enhanced DBS or equivalent police check.

APPLICATION DETAILS

Application deadline: Monday 20 January at 10.00am. Shortlisted candidates will be invite to an interview on Tuesday 28 January 2025 in our London Office.

Please reach out to people@diana-award.org.uk if you require any support with the application process or have questions about the role or the process.

Good luck with your application!