Event Administrator

One of four World Centres, Sangam is an international gathering place for members and friends of the World Association of Girl Guides and Girl Scouts, providing opportunities to meet and share experience. Sangam offers Events and Seminars, Community Action Programmes, international volunteer and employment opportunities in a residential environment.

Responsible to:       Deputy World Centre Manager

Main Purpose:        To work with the Deputy World Centre Manager and Administrative Assistant in the day to day administration of events and use of facilities at Sangam, in accordance with the strategic and operational plan of Sangam and the wider WAGGGS Mission.

Essential Attributes:

• Ability to create and maintain a special atmosphere conducive to international friendship and understanding and ensure that local customs are respected by all.
• To ensure the highest standards of customer service to all visitors.
• To support and implement improvements, to achieve best practice.
• To create and maintain a positive working environment for all staff and volunteers.
  

• Receiving and recording enrolments and payments for upcoming international events.
• Correspondence with participants (both mail and electronic) including initial enquiries, booking confirmation, assistance with trip planning etc. 
• Maintaining up to date record on the database of past and present participants, staff and contacts to be used for promotional and record keeping purposes. Using the database and files during events for information recovery. 
• Providing an ongoing accurate view of bookings received.
• Determining room allocations based on guest requests and logistics. 
• Correspondence with independent guests, day visitors, conference and campsite users including initial enquiries, recording bookings and payments and liaising with the House Manager for arrangements.
• Replying (mail and electronic) to general requests for information about Sangam and the Bharat Scouts and Guides. 
• Liaising with outside users including conference users, campers and vendors to ensure they have necessary supplies during their time at Sangam.
• To work with Sangam’s travel agent in Delhi to arrange Explore India Tours for groups including correspondence and coordinating information exchange between both the group and the travel agent. 
• To work with local Pune travel agents in order to make the necessary arrangements for the arrivals and departures of participants, independent guests and staff.
• To work with the Deputy World Centre Manager to provide technical support for Sangam’s computer network including performing backups, liaising with computer service providers, and maintaining the email system. 
• General cover of the reception area, including answering phones, greeting visitors, assisting international event participants, photocopying, postage etc.
• Assist in Sangam’s souvenir shop “Yahdei” (manning, stock inventory etc.)
• Participation in Sangam’s event programmes where necessary.
• Share with the other Career Staff such tasks and responsibilities as being ‘on call’, Emergency Response Procedures, supervision of volunteers and support for Community Volunteer participants.
• To act as 1^st aider in support of staff & guest affected by illness or accidents.
• To carry out other duties as required by the Administrative Team.
  

• A strong command of written and oral English language skills.
• Experience in customer relations and service.
• Strong communication skills including phone skills.
• Ability to thoroughly handle multiple tasks at once.
• Strong administrative and organizational abilities.
• Ability to work independently of supervision and to take initiative.
• Willing to work flexible hours, including evenings and weekends, according to the needs of the centre.
• Flexible with the ability to adapt to working in a team with people from a variety of cultures.
• Able to approach problem solving creatively.
• Computer literate in a windows environment including Microsoft Office (Word, Excel, Publisher, Access, Microsoft Outlook and Power Point).
• Typing skills.
• Active membership in Guiding and Scouting.
• Up to date, Basic First Aid Qualification.

• Knowledgeable about the World Association of Girl Guides and Girl Scouts (WAGGGS) and its principles and mission.
• Knowledgeable about international travel and the needs of people preparing for overseas experiences.
• Experience in retail sales and cash handling.
• An understanding of computer networks, databases and Internet software.

• Excellent communicator with the ability to engage and enthuse a wide range of people from different backgrounds and cultures
• An active team player – with the ability to live and work closely with a team
• Change Management - flexible and adaptable to differing situations and events.
• Customer focused – flexible and with the ability to cope calmly and efficiently under stress and during a crisis

• This is a residential post.
• Work permit/visa restrictions may apply.