Reports To: Global Business Manager

Role Profile

Job Title: Independent Award Centre (IAC) Administrator
Location: Award House, London

Summary of Role

The charity is currently undergoing significant development in many areas with a clear emphasis on growth enabled by quality delivery. There are currently 68 national operators and over 200 Independent Award Centres (IACs) in a further 72 countries. Supporting the IACs are a growing number of International Trained Activity Providers (ITAPs).

The Global Business team is responsible for managing the relationship between the Foundation and each of the IACs (Institutions that are directly licensed by the Foundation to deliver the Award to the young people they educate or work with) we work with around the world.

The IAC Administrator’s role is to provide effective administrative support to the Global Business Manager to work with the IACs to ensure a high quality delivery of the Award and work with ITAPs (licensed organisations which want to promote opportunities, particularly in the Adventurous Journey Section and the Residential Project, to the Award participants of the IACs). This role entails a mixture of answering queries from people delivering the Award and maintaining up to date details for the licenses we’ve issued to our delivery partners.

Key Responsibilities

· Provide administrative services to the staff responsible for the management of IACs and ITAPs.

· Ensure IAC and ITAP records on the contact management system are up to date.

· Support coordination of licence review of IACs.

· Coordinate re-issuing of licence certificates and invoicing in line with the IAC and ITAP licensing cycles.

· Process basic online record book user enquiries from IACs.

· Support the licensing of organisations which would like to become ITAPs.

· Process ITAP licence applications and coordinate licence reviews and payments in line with the ITAP licensing cycle.

· Process Award authorisations as requested by regional offices.

· Support the coordination of invoicing in line with the IAC licensing and ORB reporting cycles.

· Provide Online Record Book (ORB) servicing; solving basic enquiries and escalating others to the relevant IAC Operations Manager or helpdesk.

· Be responsible for the administration of specified IAC and ITAP events.

· Maintain the IAC management calendar.

· Maintain ITAP records and files on the contact management system, relevant spreadsheets and the shared drive.

· Ensure effective day to day contact and support for ITAPs.

Person Specification

CRITERIA / ESSENTIAL / DESIRABLE / HOW IDENTIFIED
Qualifications / Educated to A-Level/ or equivalent
Evidence of continuous professional development (CPD) / Educated to degree level
Achieved Bronze, Silver or Gold Duke of Edinburgh’s International Award
Experience / Demonstrable experience in an administration role with multiple stakeholder
Experience of delivering a high level of service to customer groups
Experience of managing supportive relationships with stakeholders
Experience of web and other online communication tools
Experience of maintaining data through a dedicated programme. / Experience of working in the charity / not-for-profit sector
Knowledge and experience of the Award
Experience using Salesforce
Experience using Content Management Systems (CMS)
Knowledge / Cultural awareness and sensitivity
Knowledge of clerical and administrative procedures and systems such as filing and record keeping / Knowledge of the International Award Foundation
Skills and Abilities / Excellent oral, written, interpersonal, analytical and organisation skills
Effective communicator with different stakeholders in international and online environments and with colleagues at all levels of the organisation
Excellent customer service skills.
Strong Microsoft Office skills
Ability to work collaboratively, as a team member as well as on own initiative
Ability to organise and plan effectively, managing time, prioritising workloads, work under competing pressures and to deadlines
Circumstances / 35 hours per week (Monday to Friday) with some flexibility required on or around the lead up to evening events.
Must be willing to travel internationally on behalf of the Foundation, sometimes with overnight stays.
Overtime is not payable, though hours worked over and above standard contract can be taken in lieu of payment (in line with policy)
Benefits (Some are applicable after probation period): 25 annual leave days (plus bank holidays), Private Medical Insurance, Death in service payment of 4x salary, Healthcare Cash Plan, Joint Contribution Pension Scheme, Salary Sacrifice Schemes, Season Ticket loans.