Programme Officer

Title: Programme Officer

Reports to: Head of Study Programme

Salary: £28,000-32,000 dependent on experience

Contract type: Permanent, full time

Application process:

• Apply by sending a CV and cover letter to Sian Silverstone, Head of Study Programme (she/her) by midnight, UK time, on 7 June ( )

• First interviews (online): 12 June

• Second interviews (in person): 18 and 19 June

• Interview themes will be sent to all successful candidates in advance

Role summary

The Programme Officer is responsible for supporting work of the Institute's education team in the delivery of the MW study programme. This includes, but is not limited to, programme administration and communications, supporting with accuracy of data and the CRM, and global wine logistics.

Key responsibilities

Programme administration

• Student communications: act as first point of contact for student questions, overseeing the education inbox.

• Finance: support across the team with tracking and raising invoices and purchase orders for all study programme activity.

• Programme calendar: ensure accuracy of programme calendar and other associated materials for delivery.

• Policies and processes: general administration across the team supporting with processes such as academic appeals.

• Data and CRM: support with monitoring and evaluation of the study programme, keeping the CRM up to date across the academic year, by assisting the Head of Study Programme, Education Programme Manager, and Exam and Research Paper Co-ordinator.

Events (course days, introductory courses, webinars and seminars)

• Materials: support with currency and distribution of materials to staff, supporters, MWs, and students.

• Event management: lead delivery of in-person (London) course days, overseeing wine; materials; and AV, and support internationally with seminar delivery.

• Communications: lead on student and MW communication prior to and post event.

• Process and systems: support Education Programme Manager with tracking of admissions, course days, and seminars, keeping CRM up to date.

Wine procurement and cellar management

• Procurement: support Head of Study Programme to procure study programme wines, including contacting vendors, raising POs, arranging delivery and returning stock where required.

• Wine shipment: arrange shipment and packing of wines for all study programme events and examinations.

• Stock management: ensure leftover stock is used appropriately; keeping an accurate database of all stock.

• Cellar management: support with project to manage stock in IMW cellar down to reasonable levels, run stock reports and update database when stock is used, and allocate storage costs appropriately with finance.

We are a small team, where we all pitch in, so the job holder will be expected to carry out other activities not listed above during the year as and when required, and commensurate with the role.

Person specification

• Wine procurement: applicants are not required to have experience in the wine industry. However, a genuine interest in wine is essential, and you will be required to undertake WSET level 2 soon after joining if you do not hold this qualification.

• Programme administration: as is common in programme delivery, this is a broad-spectrum role. It is not expected all candidates will necessarily have knowledge and experience that meets all criteria. However, if you can demonstrate transferable skills, or how you may approach new areas then we look forward to hearing from you

• Communications: can adapt communication style across audiences, sensitively and approachably communicating with a range of stakeholders, and responding in a timely manner.

• Time management: can work both independently and collaboratively and feels comfortable adapting priorities in line with evolving business needs.

• Approach to problem solving: able to proactively identify and resolve logistical or administrative problems, escalating to Head of Study Programme where required.

• Supporting the delivery of projects/programmes: has some experience supporting project or programme delivery, using a CRM, spreadsheets, and other digital collaboration tools, using them to oversee their own work and support with evaluation and data.

• Event management: has some experience supporting in person and on-line event logistics. Experience with education or wine events is a bonus, but not essential.

• Finance: some experience with tracking, invoicing and reporting processes and tools.

Reasonable adjustments

If invited for interview, Sian encourages candidates to discuss any adjustments that may be helpful, in advance, with her.

Working at the IMW

• Right to work in the UK: applicants must have the right to work in the UK upon application

• Office attendance: hybrid offered with office attendance required three days per week. Flexibility and additional attendance, for example during course days and seminars will be expected at certain points of the year, including a mandatory six days in person during exam week (usually the first week of June).

• Weekend and evenings: Weekend and evening work will be required, for which time off in lieu will be given.

• Travel: ability to travel internationally is a pre-requisite for this role. Regularity varies annually, but applicants can expect at least several weeks per year.

Benefits

• Annual leave: 25 days, plus public holidays

• Private healthcare: option to opt in to BUPA healthcare, as a defined taxable benefit

• Pension: after three months' employment, the IMW will contribute 8%, on a non-contributory basis from employees

• Hybrid working: 2 days a week typically working from home