Administrative Support Coordinator

Project Co-ordinator, LTC

Reporting to: Operations Manager

Part of: Project Co-ordination Team, LTC

Contract Type: 12- month fixed-term contract

Be part of who we are. We find and develop leaders to shape a better society

GatenbySanderson is the UK's foremost public and not-for-profit sector recruitment and people development business. We find and develop exceptional leaders to navigate complex challenges and transform public services. We operate within complex markets that frequently undergo change and are subject to high degrees of governance, external audit and public scrutiny. We are known for our ability to appoint to ‘difficult to fill’ or challenging, high profile roles and have a national reputation for our work across government, board capability, regulation, health, education, housing and not for profit organisations.

We developed the only leadership model to differentiate great leadership within public sector

More about Leadership & Talent Consultancy (LTC):

We are a leadership, board development and best-in-class assessment practice, supporting clients to build high performing, motivated and resilient leadership teams with robust governance. Our range of consulting and technology enhanced service solutions reflects three fundamental requirements for today’s public leaders: Future Readiness, Board Effectiveness and Change Acceleration.

Role purpose:

The Project Co-ordinator supports the Leadership and Talent Consultancy team to maximise time, and oversee the smooth management of multiple projects, ensuring that candidate and client experience drives future recommendation. As a member of the team, you will be responsible for supporting the Project Delivery Team Lead and senior project coordinators, to ensure that they have visibility of workload and capacity across your projects.

Make an impact:

Key responsibilities

Project support and coordination for core projects:

1. Working alongside the lead consultant and/or Senior Project Coordinator you will be the key contact for project delivery on a number of varied projects at any one time. You will be able to project manage from project sign-off/statement of work, through to project planning and design, delivery and evaluation.
2. Updating Consultant and/or Senior Project Coordinator on progress within a project, asking questions and raising any risks or issues quickly.
3. Upon taking on each project, you will capture all project details on our online system (Clarizen and G4) and will work closely with the lead delivery consultant to ensure that the project is resourced with the right skills mix of consultants/associates to deliver key elements of your campaigns.
4. You will manage the end-to-end project management for each project, which includes; creating statements of work with the consultant’s input, co-ordinating a team of internal and external resources, creating project plans and timelines that allow appropriate time for all activities, monitoring agreed deadlines and overseeing any delegated work relating to delivery (including prompting consultants and associates on various stages of the process), leading internal catch up meetings and being consistently proactive to keep milestones within a project on track.
5. Resourcing consultants/associates to deliver key elements of the projects, confirming dates, fees, deadlines and resolving any issues.
6. Liaising regularly with the client and their team to ensure they are kept updated and on track within the project. Raising any risks or issues both internally and externally with the Consultant and client where appropriate.

Assessment support and coordination:

1. Setting up online assessments or tools, communicating with participants/candidates on what to expect, deadline and supporting with any questions as they arise.
2. Event management for assessment delivery including organising all materials needed for running assessments, greeting candidates and being the event manager as required, plus any test administration. This needs to be completed in an organised, efficient and confident manner.
3. Virtual production / event management including managing the virtual waiting room and admitting participants, monitoring attendance, background technical support, breakout room facilitation and screen sharing resources if required.
4. Supporting Consultants with QA process and collating data as required.
5. Regularly update the Project Delivery Team Lead and relevant consultant on project progress, issues and any emerging client requirements.
6. Updating Clarizen regularly, ensuring transparency on project statuses and next steps to all colleagues.

Client and candidate experience:

1. Liaise with the participants to explain the process within the project (coaching, leadership development workshops, action learning sets, psychometrics, etc.) and seek further in-depth feedback or briefing from consultant or associate delivery team if appropriate.
2. Be the primary contact for the client, consultant or associate and participants throughout a project, dealing with any issues in a timely manner and with minimal disruption for the participant and client.

Reporting and invoicing:

1. Upon the launch of a project, you will capture all project details on our online system (Clarizen), creating milestones and subsequent tasks, logging resource both internal and external in line with the scope for the work and updating it regularly throughout the project. Tracking invoicing progress and recognition within the correct months and inputting to the weekly forecast call. Able to escalate appropriately and proactively where milestones are looking to go off track, discussing risks, issues and lessons learned.
2. Contribute to weekly PC meetings with updates on workload, capacity, upcoming pinch points and where additional support may be required. Offering own support to others if capacity allows.
3. Update Clarizen, the MAR, G4 and the weekly forecast ensuring transparency on project statuses and next steps to all colleagues.
4. Ensure purchase order numbers are requested and received for each project.
5. Raising proformas for invoicing once a project the milestone is complete, ensuring accuracy and efficiency.
6. Closing down projects on Clarizen and G4 on completion and ensuring NPS surveys have been issued as part of our quality assurance process.

Raise the bar:

Your experience, skills and knowledge:

This role requires someone truly extraordinary; someone who is passionate about their work, open to new ideas and focused on delivering consistent, high-quality results that enrich our business.

For this role it is essential for someone to have the following experience:

1. Ability to communicate effectively with clarity and confidence.
2. Ability to prioritise and balance constantly changing and conflicting requirements
3. A proactive nature – someone who can pre-empt issues in project planning and mitigate them; able to problem solve independently.
4. Well-developed interpersonal skills and the ability to organise and motivate people to work as a team.
5. Understanding the requirements for successful administrative support in a dynamic business function and requesting training / development as needed.
6. Ability to understand the commercial requirements of consultants and clients alike, demonstrating a proven ability to meet expectations, whilst balancing busy workloads and multiple projects and priorities.
7. Knowledge of best practice in terms of developing project management procedures and processes.
8. Strong Excel skills and experience with CRM systems.
9. Demonstrate the ability to prioritise and balance constantly changing and conflicting requirements.
10. Demonstrate the ability to self-assess, set personal goals and understanding those of your team.
11. Strong and relentless attention to detail, and proven ability to sense check reports and cross check peers’ work to guarantee quality.

Personal style and approach

Focus on self

1. Courage and tenacity – self composed, self-motivated and resilient
2. Engender trust – transparent, open, trusting, sensitive and visible
3. Curious and agile – inquisitive, hungry for learning, flexible and adaptable

Focus on people

1. Make relationships count – interested in others and cares for relationships
2. Influence and impact – strong communicator, considers personal impact on colleagues
3. Build team unity – positive, supportive and encouraging of cross team working
4. Promote collaboration – involves others, connects colleagues across the business

Focus delivery

1. Strategic clarity – seeks to understand team and business vision and objective
2. Tackle tomorrow – challenge status quo, and makes suggestions to drive continual improvement
3. Future proof talent – develops talent, promote and embraces diversity and inclusion