Key Responsibilities and Accountabilities

Job Description Jan 2018

Role: Project Coordinator Region / Department: Build Heritage Reports to: General Manager – North West Pay Band: D - £22,631 Type of Contract: Full Time, Fixed term 12 Location: Balnain, 40 Huntly St, Inverness IV3 5HR months

JOB PURPOSE

This fixed term role will have responsibility for co-ordinating all information, communication, monitoring and control activities for the North West priority projects in 2018, ensuring that all information is up to date and accurate at all times. Co-ordinating the Business Manager, Project Manager, Consultancy Services, Suppliers and Property teams/Stakeholders to help deliver the priority projects on time and within budget.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

 Monitor project schedules and budgets, prepare progress reports, and regularly liaise with key internal and external stakeholders in order to maintain information flow and to build effective working relationships.  Log, manage and analyse information in regards to the progress of the programme and projects, maintain the decision log and risk and issue logs as well as provide a professional support function to the programme team.  Use initiative and judgment to resolve problems encountered throughout the project lifecycle  Provide guidance on project management procedures and templates.  Assure project plans and documentation are complete to standard and advise on appropriate action if needed.  Produce planned and updated project and summary reports  Undertake information gathering/research to support the project as directed  Facilitate internal Programme and Project meetings, including project assurance and quality review, and external supplier meetings, preparing invites, agendas and taking accurate minutes.  Management of papers and correspondence for a number of working groups.  Participation in internal and external working groups and workshops.

REQUIRED QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Qualifications

Essential  Excellent knowledge of Microsoft Office packages, particularly MS Word, Excel and PowerPoint; Ability to analyze data in different formats and produce workable solutions to possible complex problems using Microsoft packages.

Desirable . PRINCE 2 or AGILE management package experience

Experience

Essential

. Confident and able user of MS Office packages (Word, Excel, Outlook, Access) to (at least) equivalent of “intermediate” certification; (See previous technical knowledge requirement) . Demonstrable experience of project administration . Excellent organisational and administrative skills; . Excellent communication and interpersonal skills – able to interact with wide range of people tactfully and diplomatically, including those with a high public profile; . Excellent command of written English, ability to deal with correspondence on behalf of, and in style of, signatory(ies); . Demonstrable experience of research and information gathering . Practical knowledge of Health and Safety processes and procedures and the ability to work effectively within these processes; . Experience of working within a team supporting significant multi-million pound capital projects

Desirable

 Recognized qualification in e.g. Office Administration, Secretarial; Projects  An empathy with the aims and objectives of the National Trust for Scotland.

DIMENSIONS AND SCOPE OF JOB

Scale  Responsible within the remit of the role for four priority projects at Brodie Castle, Glencoe, Glenfinnan and Inverewe (total value £1.8m).

People Management  Provides/coordinates office services for specialist/advisory project staff within the regional management structure;  Works closely with Trust staff within properties and central support services;  Has daily interaction with suppliers and contractors

Finance Management

 Frequent user of the Trust’s IT systems for processing orders and invoices.  Not a budget-holder, but has delegated oversight of the project elements only : the General Manager is the budget-holder.  Liaising with the Business Manager - raises purchase orders and invoicing

The Key Responsibilities, Scope of Job, and Required Qualifications, Skills, Experience & Knowledge reflect the requirements of the job at the time of issue. The Trust reserves the right to amend these with appropriate consultation and/or request the post-holder to undertake any activities that it believes to be reasonable within the broad scope of the job or his/her general abilities.

Applications Interested applicants should forward a completed application form to People Services Department (Applications), The National Trust for Scotland, Hermiston Quay, 5 Cultins Road, Edinburgh EH11 4DF, by mail or by email via [email protected], by first post (i.e. 10.00am) on 9th February 2018. Interviews are likely to be held at Balnain House.