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Programme Administrator – Federation of Zionist Youth
1. Permanent
Permanent
Hours
Location
Sector
Administration
Up to £25,000 pro rata FTE (Dependent on Experience)
Applications accepted on a rolling basis
Hours: Part-time (~24 hours/week; exact hours to be agreed)
About FZY
The Federation of Zionist Youth (FZY) is the UK’s leading Jewish, Zionist youth movement, dedicated to inspiring and educating young people through meaningful programming, leadership development, and Israel engagement. FZY is the oldest Zionist Youth Movement in the UK, with a history of over 115 years, and continues to engage more Jewish youth with Israel than any other UK organisation.
About the Role
We are seeking a highly organised, detail-oriented Programme Administrator to play a pivotal role in the delivery of Israel Tour, FZY’s largest and most complex programme. You will support application processing, parent liaison, logistics coordination, and internal communication. While the primary focus is Israel Tour, this role also supports the administration of other FZY programmes as required. This is a behind-the-scenes administrative role and does not involve staffing programmes or working directly with participants. Working hours are flexible and will be agreed with the successful candidate, but availability during key pre-programme periods (e.g. summer programme season) is essential.
Working at FZY
We’re a small, dedicated team working in a fast-paced, youth-led environment. Flexibility, initiative and a sense of humour are essential. While the movement’s energy comes from our young members, our professional team provides the structure, safeguarding and strategic direction that make it all possible.
Key Responsibilities
Israel Tour Administration
* Lead administrative coordination for Israel Tour applications, including medical and payment details.
* Track and follow up on incomplete forms and missing payments.
* Flag welfare or medical concerns to the appropriate staff promptly.
* Assist with flight deviation tracking, group allocations, and list preparation.
* Liaise with FZY's health and welfare professionals, staff, and community partners as needed.
* Act as a first point of contact for general parent queries (excluding financial assistance).
* Provide timely, empathetic responses to questions about Israel Tour and other programmes.
* Direct more complex or specific queries to the appropriate staff member.
* Participate in the emergency phone rota during peak programme periods.
* Support administrative tasks for all FZY programmes as needed.
* Collate and prepare participant information for use by staff and suppliers.
* Assist with enrolment communications and documentation as directed.
Logistics & Bookings
* Coordinate logistics (venue, travel, catering, etc.) for FZY programmes in the UK and abroad.
* Maintain positive relationships with existing suppliers and explore new partnerships.
* Ensure bookings are made within budget and reflect FZY’s standards.
ATOL Compliance
* Generate and issue ATOL certificates for participants where required.
* Assist with the ATOL renewal process and stay updated on policy changes.
General Responsibilities
* Answer the office phone and support daily office operations.
* Maintain a clean and organised work environment.
* Support logistical preparation for events, including packing, shopping and resource coordination.
* Participate in staff meetings, planning sessions, and line management reviews.
* Comply with all FZY policies, safeguarding regulations and health & safety protocols.
Person Specification
* Excellent organisational and administrative skills, with strong attention to detail
* Proven ability to manage multiple tasks and meet tight deadlines
* Strong written and verbal communication skills
* Confident and sensitive when dealing with parents and young people
* Comfortable handling confidential or sensitive information with discretion
* Ability to work both independently and collaboratively as part of a team
* Competence using standard office software (e.g. Microsoft Word, Excel, Google Workspace)
* Flexibility to work occasional evenings or weekends (e.g. parent meetings or programme periods)
* Enthusiastic and positive approach, with a can-do attitude
* Prior experience in programme or event administration, particularly in the youth, charity or education sectors
* Understanding of the Jewish community and/or Israel engagement programming
* Knowledge of safeguarding and data protection practices in a youth or education setting
* Experience using CRM systems, form builders, or online enrolment platforms
* Familiarity with ATOL processes or travel administration
* Knowledge of basic budgeting or supplier negotiation
For more information and to be personally recommended for this role, please contact tali@theworkavenue.org.uk
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