Programme Manager Position
Group Programmes and High School in Ireland

CTL Ireland wishes to recruit a Programme Manager to work with the operations of our Group Programmes (educational and leisure) and our High School individual programmes.

CTL Ireland offers customised educational programmes in Ireland for groups and individuals as well as leisure tours.

CTL’s mission is to provide educational and experiential learning experiences that:

• Meet the highest standards
• Develop life and vocational skills
• Broaden academic perspectives
• Foster global citizenship
• Encourage personal development

Job Title: Programme Manager

Reports to: CTL Co-Directors

Line Management: 1 staff member (subject to change as the company is growing)

Job Overview

The programme manager is responsible for supervising and running the operations of three programmes. This role involves overseeing a small team to ensure the programme delivery meet the highest standards. The position requires excellent organisational skills, an eye for detail, and strong interpersonal communication.

Programmes involved

Educational Group Programmes
CTL operates group study visits to Ireland, primarily for American universities and high schools. Together with our partners, we create custom designed programmes that are based on learning objectives unique to each programme. Topics are varied and include: sustainable business, gender equality, agriculture, healthcare, politics, history, architecture etc. These groups come to Ireland for a period of 1 - 3 weeks and CTL takes care of all the logistical requirements. Programmes include meetings and visits associated with their studies, experiential learning activities as well as cultural activities and exploring Ireland. We are now focusing on growing the number of groups coming on this programme.

Leisure and Corporate Group programmes
CTL operates programmes for leisure and corporate groups. Currently, most of our visitors come from the USA but we are developing partnerships in other countries such as in France. We create custom designed tours that involve connecting with local communities through cultural and adventure activities, with a strong focus on responsible tourism and sustainability. More information on our website dedicated to leisure and corporate travel: www.ctlireland-tours.org

High School individual programme
CTL runs a small Secondary School programme where participants stay in a host family and go to a local secondary school for a period of between 3 and 9 months. Participants are aged 14-17 years old and come from EU countries. In each community, there is a CTL representative (Local Coordinator) who selects and liaises with host families and schools and who supports students throughout their experience.

The successful candidate may also assist as needed with the administration of other CTL programmes such as the volunteer programme or other possible new programmes.

Key responsibilities

Key responsibilities will include:

Staff Management:

• Manage and oversee a small team (currently one staff member, subject to change as the company is growing), assigning tasks and responsibilities to ensure efficient operations.
• Provide coaching and support to team members, fostering a collaborative and productive work environment.
• Monitor staff performance and provide feedback to ensure adherence to company standards and objectives.
• Address any staff-related issues or conflicts in a timely and professional manner, ensuring smooth workflow.

Group programmes

• Proposals
  • Participate in the preparation of proposals and budgets for new programmes, ensuring competitive pricing.
  • Research and source relevant meetings and visits for groups, such as company visits, local experts, and community experiences.
  • Regularly communicate with partners to provide updates and respond promptly to inquiries.
• Operations Management:
  • Coordinate and manage the booking and re-confirmation of program elements, ensuring all reservations (accommodation, visits, meetings, transportation, and meals) are accurate and timely.
  • Ensure invoices and payments for all service providers are timely processed and maintain records of financial transactions.
  • Prepare information packs for clients and group leaders, ensuring all necessary details are provided.
  • Facilitate arrival and departure assistance at airports (Dublin, Shannon, or Cork).
  • Build and maintain strong relationships with local and overseas partners, ensuring smooth program administration.
  • Handle unexpected issues or changes in itineraries, such as last-minute cancellations or logistical challenges.
  • Proactively solve operational problems in line with organisational policies and guidance from directors.
  • Serve as the primary point of contact for suppliers, partners, and group leaders during programmes, ensuring effective problem-solving and customer satisfaction.
  • Assist in the recruitment and training of Irish group leaders, ensuring they are prepared for their roles.
  • Facilitate Welcome and Orientation meetings for incoming groups.
  • Provide in-country support by phone, and in person when necessary.
  • Participate in the development of procedures and tools to streamline operations and improve efficiency.
• Quality Control
  • Ensure that all aspects of the program meet the highest quality standards by applying the organisation’s policies and procedures.
  • Conduct pre-tour inspections of hotels and sites, as required, to ensure quality.
  • Conduct post-tour evaluations with clients and suppliers to gather feedback and ensure service quality.
  • Act on post-tour evaluations and participants’ feedback to enhance future services.
  • Ensure timely reporting on program performance.

High School individual programme

The successful candidate will coordinate the administrative and personal support aspects of the programme, this includes:

• Securing placements for students in schools and host families and ensure placement details are shared with sending partner organisations.
• Liaise and build relationships with Local Coordinators
• Ensure students coming to Ireland receive support throughout their programme.
• Liaise and build relationships with overseas partners
• Ensure all aspects of programme administration and operations are run smoothly
• Occasional travel to meet with participants and local partners
• Ensure orientation workshops are delivered adequately
• Ensure participants are assisted at arrivals and departures at the airport (Dublin or Cork)
• Processing Garda Vetting for host families
• Proactively solve operational problems following guidance of CTL directors
• Apply organisation’s policies and procedures
• Carry out quality control procedures and act on programme evaluations and participants’ feedback to enhance future services

Skills and Qualifications

The ideal applicant will be people oriented and highly organised with an ability to get things done. They will take ownership and pride in their work and be proactive and innovative in updating systems and procedures.

Candidates with the following skills/qualities/experience will be prioritised

• Proven experience in the travel/tourism industry, particularly in inbound tour operations.
• Degree in a relevant discipline or equivalent.
• Minimum 5 years’ work experience in administration/coordination.
• Leadership experience, with the ability to motivate and guide a small team.
• Strong problem-solving abilities, with a client-focused mindset.
• Proven initiative / Ability to manage own workload and set priorities while maintaining a strong attention to detail.
• Highly organised with excellent time management and planning skills and an ability to get things done on schedule.
• Highly flexible with an ability to multi-task.
• Excellent communication skills (written & verbal).
• Excellent interpersonal skills, including the ability to build relationships with a wide range of people.
• Excellent IT, record keeping and administration skills.
• Full driver license preferable.

Desirable Knowledge & Experience

• Knowledge of intercultural and educational exchange programmes
• Knowledge of Child Protection legislation and good practice
• Knowledge and appreciation of Ireland and Irish culture
• Knowledge of American third level education system

GENERAL INFORMATION

Start Date: to be confirmed (towards January 2025).

Location: This is primarily a work from home position with meetings/visits in Cork, Dublin and around the country. The successful candidate should be based in Ireland.

Duration: One year contract including a 6-month probation period.

Working hours: The successful candidate will work 32 hours (80% of full time – 40h) across a 5-day working week (e.g. one afternoon and one morning free).

Salary: 80% of full time salary of €42,000 to €45,000 per annum (depending on experience)

Holiday entitlements: 21 Days per annum + public holidays.

Deadline for application: Monday 11th of November 2024.

Garda Vetting will be required for the successful candidate prior to employment.

How To Apply

Please go to our website to download the application form and send it to us by email (instructions on the application form): https://www.ctlireland.org/we-are-recruiting-manager