Project Coordinator

Department – Sport System Institute ServicesWorking Hours –37 hours (consideration will be given to job sharing / reduced hours in line with our flexible working policy)Contract Type – Fixed Term 12 MonthsLocation – Sport Wales National Centre, Sophia Gardens, CardiffWho we areSport Wales is the national organisation responsible for developing and promoting sport and physical activity in Wales. We are the main adviser on sporting matters to the Welsh Government and are responsible for distributing National Lottery funds. We aim to not only improve the level of sports participation at grassroots level but also provide our aspiring athletes with the support required to compete successfully on the world stage.We work in partnership with Public Health Wales and the Welsh Government to embed movement into everyday life and improve health, wellbeing, and educational outcomes.The Daily Active is a key commitment within the Healthy Weight Healthy Wales strategy. It is a whole-school approach to physical activity, designed to create active learning environments that complement the Curriculum for Wales. From early 2026, a test-and-learn phase will begin, working with schools to embed this approach.Equality, Diversity & Inclusion is at the heart of everything we do at Sport Wales. Further information on this can be found in our Equality,Diversity & Inclusion Statementhere .We are a progressive employer that offersexcellent employee benefits and promotes a healthy work life balance,offering a range of flexible approaches to support you.Language skills(bilingualism & multilingualism) are desirable characteristics across all roles within Sport Wales. We are passionate about promoting the use of Welshlanguageand, as part of our development programme, give everyone the opportunity to learn Welsh if they wish to do so, offering learningprogrammes frombeginner right through to fluent.Sport Wales embraces ablended approachto work,where you will beable to splityourtime between the office and home.Sport Wales strongly advocates continuous learning and improvement. On your very first day of work, you will embark on a tailored induction programme and will be offered all the essential training to get you started. Joining Sport Wales means joining a culture of learning and continuous professional development. Job specific training, lunchtime workshops, coaching and mentoring, improving Welsh language skills and long term study opportunities are all part of being on our team.How you'll contributeAre you passionate about helping teams work smarter, more collaboratively, and with greater impact across Welsh sport?This is an exciting opportunity to shape how the Sport Wales Institute plans, organises, and delivers its system and sport projects, the work that tackles recurring challenges and creates long-term performance impact across Wales.As Project Coordinator, you will play a vital role in ensuring our projects are well structured, clearly documented, and move efficiently through the Sport Wales Institute Project Lifecycle. You’ll be the central point that keeps everyone aligned (Theme Leads, practitioners, National Governing Body partners, and the wider organisation) ensuring that information is accurate, communication is smooth, and progress is visible.You’ll support the coordination of our evaluation meetings, maintain our Performance Project Portal, produce clear and accessible progress updates, and help embed consistent project management practice across the Institute. You’ll also support the integration of Sport Wales’s wider project management approach, contributing to a more coherent and joined-up way of working across the organisation.This role is perfect for someone who enjoys bringing structure to complexity, thrives on collaboration, and is excited by the challenge of helping build a more connected, science-informed sporting system for Wales.Your contribution will help ensure that every project, big or small, delivers real value to the athletes, sports, and communities we serve.Who you'll work withYou’ll work at the heart of the Sport Wales Institute, collaborating daily with:Theme Leads across Health & Wellbeing, Athletic Development, and Athlete Environments to coordinate and organise project activity.Practitioners and project leads from across our sport science and sport medicine disciplines, supporting consistent planning, documentation, and review.The Clinical & Delivery Lead (your line manager) and People & Services Lead, ensuring alignment between project delivery, capacity, and organisational priorities.The Business Planning, Service Design & Communications teams, helping keep project information aligned, accessible, and clearly communicated.National Governing Bodies (NGBs) and partners involved in collaborative projects, supporting smooth coordination and shared understanding.The UK Sports Institute (UKSI) and Welsh Institute of Performance Science (WIPS) on projects that connect system insight, research, and applied practice.The Sport Wales Project Management Delivery Team, contributing to a consistent, organisation-wide approach to project delivery.You’ll build strong, constructive working relationships across these groups to ensure projects move smoothly through the Project Lifecycle, information flows effectively, and teams stay aligned to shared goals.What you'll needExperience coordinating or supporting multiple projects in a dynamic, multi-disciplinary environment - someone who brings clarity, structure, and momentum to complex work.Strong organisational and administrative skills, with attention to detail and the ability to keep project information accurate, accessible, and up to date.Excellent communication and facilitation skills, able to bring people together, support productive discussions, and help teams make clear, informed decisions.Confidence using collaborative digital tools such as SharePoint, Excel, or project management systems to support planning, reporting, and visibility.A proactive, solutions-focused mindset, with the confidence to flag risks, suggest improvements, and help keep work moving when challenges arise.The ability to plan, prioritise, and adapt, balancing multiple timelines and demands while maintaining a calm, constructive approach.A curious, evidence-informed way of working, with an interest in learning how insight, data, and reflection shape better projects across the sporting system.A collaborative and people-centred approach, building respectful relationships with colleagues, partners, and practitioners, and living the Sport Wales values of learning together, delivering together, and celebrating together.What happens nextYou shouldread the full job description.Coordinating and administering priority Institute projects in line with the Sport Wales Institute Project Lifecycle, supporting Theme Leads and project leads to plan, monitor, and report effectively across the project portfolio.The Sport Wales Institute (SWI) exists to create the most science-informed sporting system in the world, enabling all athletes in Wales to thrive and making “winning well” more likely.Working in collaboration with sports, the Institute helps solve recurring problems and uncover untapped opportunities that enable every athlete in Wales to reach their full potential.Through strong relationships, multidisciplinary expertise, and a defined Project Lifecycle, the Institute ensures that every project is efficiently managed, aligned to objectives, and delivers measurable value to Welsh sport.Job purposeThe Project Coordinator plays a vital role in ensuring that Sport Wales Institute projects are delivered with clarity, consistency, and purpose.Working with the Clinical & Delivery Lead, People & Services Lead and Theme Leads, the postholder coordinates activity across the Project Lifecycle (PLC) - from submission to review - ensuring that projects remain aligned to objectives and deliver measurable value.By maintaining accurate information, facilitating collaboration, and embedding consistent use of Institute tools such as the Performance Project Portal and Prioritisation Framework, the role helps turn evidence into action and supports a more connected, science-informed sporting system.Maint DutiesProject CoordinationSupporting structured project delivery and consistency.Support Theme Leads and project leads to apply the Project Lifecycle consistently across projects.Coordinate and document Evaluation Stage 1 & 2 meetings, ensuring decisions and actions are recorded.Track timelines, milestones, and deliverables, escalating risks or delays appropriately.Maintain accurate, current information within the Performance Project Portal.Capture and collate learning at Review & Learn stages to inform future planning.Coordinate and support the implementation of the Sport Wales’ cross-organisational Project Management Delivery Project team’s work within the Institute, ensuring alignment with the existing Project Lifecycle and contributing to the development of a consistent, organisation-wide approach to project management approach.Portfolio and ReportingMaintaining visibility and accountability across the project portfolio.Provide a central coordination point across all Institute projects, maintaining a clear overview of progress, capacity, and alignment.Produce concise updates and dashboards for leadership discussions.Contribute to regular portfolio reviews that inform planning and service capacity decisions.Administration and CommunicationCoordinate project meetings, workshops, and documentation across teams and partners.Facilitate clear communication between practitioners, Theme Leads, and leadership, promoting consistency in project reporting.Ensure accurate documentation and storage of key project information, approvals, and outputs.Process and Continuous ImprovementPromote consistent application of the Institute’s project tools, templates, and governance processes.Contribute feedback on opportunities to improve systems such as the Performance Project Portal or project templates.Support the embedding of a collaborative, evidence-based project culture across the Institute team.Ways of WorkingThe role reflects the Sport Wales Institute’s collaborative way of working - open, curious, and purpose-driven. The Project Coordinator will work flexibly across teams, supporting a balance between delivery discipline and creative problem-solving that helps projects adapt, learn, and add measurable value to Welsh sport.Key RelationshipsClinical & Delivery Lead (line manager) & People & Services LeadPractitioners and Project Leads across Sport Science & Medicine disciplinesBusiness Planning Group, Service Design & Communications team.External partners, including National Governing Bodies (NGBs), UK Sport Institute (UKSI) colleagues, and academic collaborators Welsh Institute of Performance Science (WIPS)Values and behavioursAt the Sport Wales Institute, our approach to enabling sport in Wales to thrive is evolving.We are committed to continually challenging ourselves to:Learn TogetherConstantly exploring, testing, and reviewing.The Project Coordinator supports this by promoting consistent learning across projects - capturing insights, sharing outcomes, and helping teams review what works and what doesn’t.They help to embed reflection and evaluation into the Project Lifecycle, ensuring learning drives improvement and value for the sporting system.Deliver TogetherSharing outcomes, nurturing open and honest relationships, providing robust feedback, and constantly improving performance.The Project Coordinator embodies this value through collaborative working, coordinating projects so that Theme Leads, practitioners, and partners remain aligned and connected.They create clarity and structure that allows others to deliver confidently, and they value open communication and constructive feedback as part of a healthy project culture.Celebrate TogetherRecognising our shared successes through effective partnerships.The Project Coordinator plays a key role in capturing and communicating progress and achievements across the project portfolio.They help ensure that learning and success are visible, shared, and celebrated - strengthening a sense of collective achievement and pride within the Institute and with partners.We achieve this by:Acting with IntegrityUnderstanding and respecting each other’s culture and values and promoting equality and diversity.The Project Coordinator works with honesty, respect, and fairness across all projects and relationships, recognising the diverse perspectives and expertise within the Institute team and partner sports.Adding ValueEnsuring the optimum mix of support, challenge, investment, skills, and expertise to achieve shared outcomes.Through structured coordination, reliable reporting, and proactive communication, the Project Coordinator adds value by helping others focus their expertise where it matters most.Welcoming new ideas and approaches, supporting ambition and fresh thinking, and not being afraid to feel uncomfortable.The Project Coordinator contributes to continuous improvement - helping refine project processes, trial new approaches, and embed learning from experience in how the Institute works.Collectively, these behaviours ensure that the Project Coordinator supports a culture where evidence, collaboration, and curiosity drive lasting performance impact.Person specificationArea of focusEducationFormal project management training or qualification (e.g. PRINCE2, Agile, APM, or equivalent).Educated to degree level or equivalent experience in a relevant discipline (e.g. sport, health & emergency, military, business administration, or project management).Evidence of ongoing professional development in project coordination, planning, or data management.ExperienceExperience coordinating or administering multiple projects or programmes simultaneously.Proven ability to work collaboratively across teams or departments, maintaining organisation and follow-through in fast-moving environments.Experience preparing and maintaining accurate records, reports, and project documentation.Experience within a sport, health, or performance-focused organisation.Experience supporting or contributing to evidence-informed projects or performance insight processes.Experience supporting project governance or lifecycle processes (e.g. evaluation, planning, monitoring, review).Experience contributing to system or process improvement initiatives.Excellent organisational skills and attention to detail.Strong communication and interpersonal skills, with the ability to build positive working relationships across a wide range of stakeholders.Ability to facilitate structured discussions, workshops, and project meetings that support clarity, collaboration, and decision‑making.Competence using collaborative tools such as SharePoint, Excel, and online project management or reporting systems.Analytical and problem‑solving mindset – able to interpret information and highlight key issues clearly.Ability to plan and prioritise effectively, managing competing demands to meet deadlines.Proactive, adaptable, and able to work independently within a team environment.Understanding of how science, evidence, and performance insight contribute to improving the sporting system in Wales.Ability to interpret and communicate data or evidence in ways that inform decision‑making.Ability to identify and propose practical improvements to systems, processes, or templates.Confidence in developing simple dashboards or visual progress reports using tools such as Excel or Power BI.Special CircumstancesAble to work flexibly including out of normal office hours.Able to travel as required.An energetic, driven and personable style with the credibility and profile to ensure the confidence and respect of staff and partners within a performance sporting environment. #J-18808-Ljbffr