WEPisode #6: Molly In Italy





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Jobs @ WEP

WEP Australia is an Australian not-for-profit organisation providing secondary exchange, volunteer and teacher assistant programs to Australian and international participants.

Positions Available

Manager – Inbound Exchange Programs

WEP Australia is a premier, highly respected, not-for-profit secondary student exchange organisation. Registered by the education departments and based in Hampton, Victoria, WEP Australia provides student exchange programs to Australian and international students. Exchange programs have the power to raise levels of cross-cultural tolerance and understanding, while preparing teenagers for the social, political and economic realities they will encounter.

Student Exchange Program Manager

A full-time position as an inbound exchange program manager is now available with WEP Australia.

WEP Australia is seeking a motivated, industrious person to manage the placement, supervision and regulatory components of WEP Australia’s inbound student exchange program.

The inbound program manager is responsible for leading WEP Australia’s inbound program team, comprised of both paid staff and volunteers, to achieve growth and quality targets. This position encompasses planning, reviewing and executing processes as well as managing, mentoring and motivating individual staff and volunteers who will implement program processes to achieve common goals.

Responsibilities include:

  • Ensuring overall smooth, efficient, timely management of the inbound secondary exchange program, involving:
    • Student, host family and coordinator application processes
    • Student issues
    • Host family changes
    • Reporting processes
    • Inbound visa process, including Acceptance Advice for Secondary Exchange Students (ASSES) requests
    • General inbound administration, including data entry, application processing
    • Host family references
    • Supervision, support and reports
    • End program processes e.g. thank you certificates to stakeholders
    • Activities and trips
  • Monitoring all components of the program to ensure deadlines are met and the program operates efficiently
  • Ensuring the program operates within the National Guidelines for the Operation of International Secondary Student Exchange Programs in Australia
  • Annual reciprocity returns to regulators
  • Devising and maintaining the annual quota for inbound students
  • Working to timelines to ensure students are placed in host families and schools in time for students to obtain visas
  • Covering work of team members during periods of leave
  • Following up leads for potential host families
  • Recruiting local coordinators
  • Answering the phone and responding to calls for the inbound department specifically
  • Liaising with international partner organisations, schools, coordinators and host families
  • Dissemination of program information (student and host family handbooks, arrival details, etc) to coordinators, host families and schools
  • Creating flight manifests, organising meet and greet arrival and transfer arrangements and coordinating staff /volunteers for airport arrivals
  • Attending student gatherings, information evenings, open days and expos on request
  • Working with the marketing arm of the organisation to develop good, timely host family leads
  • Working with the compliance coordinator to ensure references and Working with Children Checks (WWCC) are completed
  • Initiating and supporting student activities and standard student trip offerings
  • Updating WEP Australia’s Support Platform for the inbound exchange, inbound exchange partners, coordinators and inbound student sections.
  • Working with WEP Australia’s IT to continue development and streamlining of inbound processes
  • Determining and disseminating program dates to WEP Australia’s partner organisations


Covering emergency calls on an intermittent basis; as requested by the CEO

Essential criteria

  • Demonstrated work experience, minimum two years, in an operations management, team leadership, program coordination, and/or program delivery role
  • Demonstrated ability to lead a team to achieve results and to work collaboratively as a management team member
  • Demonstrated high level problem-solving and decision-making skills
  • Superior organisational skills, including a high level of attention to detail, the ability to manage multiple tasks and to prioritise and work to competing deadlines
  • Excellent interpersonal and communication skills, including cross cultural knowledge and sensitivity, influencing/negotiating skills
  • Ability to exercise sensitivity and maintain strict confidentiality as necessary
  • Ability to take initiative, exercise discretion and utilise good judgement
  • Excellent written English
  • High level of professional motivation, energy, resourcefulness, creative thinking and personal accountability
  • Passion to deliver superior customer service
  • Emotional resilience
  • Ethical conduct, honesty and integrity
  • Works well as a member of a team/group, as well as independently
  • Excellent networking skills
  • Strong computer skills, including experience with Microsoft Word and Excel, data base skills and working knowledge of social media platforms
  • General administrative experience
  • Commitment to the values of World Education Program Australia, including cross cultural leaning and global citizenship
  • Student exchange knowledge and experience is desirable
  • Valid WWCC

WEP Australia is a child safe organisation, adhering to all child safe standards and expecting all associates to comply with an applicable Code of Conduct and WEP Australia’s child safe policy.


  • Develop a comprehensive understanding of the regulations governing student exchange and WEP Australia’s processes and procedures
  • Good general knowledge, especially geography
  • Good cultural understanding of the various nationalities involved
  • Ability to work in open office environment
  • Ability to fit in with a culture of collaboration and cooperation
  • Able to operate efficiently at busy times and under stress
  • Confidence to detect and modify processes, as necessary
  • Ability to adjust business hours in times of high volume
  • Current car licence

Applicants are requested to submit a resume with a cover letter, highlighting qualifications and suitability for this position by close of business on Friday 7 December 2019

Only short-listed applicants will be contacted.