Job Description

Job Purpose:

This post will play a key role in supporting the smooth and efficient delivery of the National Lottery Heritage Funded project at St Osyth Priory & Parish Trust. Primary responsibilities include managing project administration, coordinating volunteer and community access, overseeing marketing and communications, and ensuring timely Trust sign-off. This role is essential to achieving the project’s objectives through effective organisation, stakeholder engagement, and adherence to project timelines.

Overview:

Working closely with the Chair of Trustees, this role will coordinate essential elements of the NLHF-funded project at St Osyth Priory & Parish Trust. Key responsibilities include managing project administration, engaging stakeholders, and ensuring timely delivery of project milestones. The Project Coordinator will oversee the volunteer programme, including budgets, training, and community activities, and implement marketing and communication strategies to promote heritage events. This role also involves preparing documentation for Trust sign-off, supporting business planning and budget oversight, and ensuring alignment with NLHF requirements for project tracking, reporting, and evaluation.

General Tasks:

- Project Administration: Coordinate the NLHF Project’s workstreams to ensure all outcomes are met within the project’s plan, timeline, and budget; liaise with Trustees and manage reporting, tracking, and communication on project progress and risks.

- Stakeholder and Team Coordination: Serve as the primary contact for the Project Manager, NLHF, consultants, and contractors, organising project meetings and updating stakeholders.

- Volunteer and Community Coordination: Oversee the volunteer program, including budgets, training, and site activities, and engage local communities in heritage-related activities.

- Marketing and Communications: Assist in developing the marketing strategy for event spaces, promote and manage heritage events and tours, and engage target audiences.

- Trust Sign-Off: Contribute to business planning and budgeting to ensure timely Trust approval.

- Additional Duties: Attend and coordinate meetings, manage financial queries, and work occasional unsocial hours to support effective project delivery.

Person Specification:

General (Preferred):

- Demonstrable track record of managing a heritage project and/or Heritage Activity Plan or similar heritage activities.

- A pro-active communicator with experience of public and stakeholder engagement at both community and strategic level.

- Enthusiasm for working with local communities including volunteers, heritage enthusiasts, schoolchildren, and creative people.

- Ability to work without supervision, use initiative where required and work under pressure.

- Experience of project monitoring, reporting and evaluation.

- Experience in previous NLHF-funded projects would be desirable.

Skills:

- Knowledge of computer project management software (such as Microsoft Office Suite (including Excel), Asana/Trello/Monday, Celoxis/LiquidPlanner, or similar software)

- Knowledge of slide-deck software, such as Google Slides, Powerpoint, Canva or Prezi.

- Good verbal and written communication skills.

- Excellent leadership skills.

- The ability to work well in a group setting.

- Thorough attention to detail.

Other:

- Act as Duty Manager in line with Duty Rota.

- Negotiate effective outcomes in situations where stakeholders have conflicting priorities.

- Work in accordance with the Health & Safety at Work Act and at all times in accordance with the Trust’s policies and procedures.

- To represent the Trust and develop relationships with key partners and external Organisations.

- To contribute to the development of fundraising initiatives across the Trust and ensure our charitable work is well articulated and communicated.

- Support and be involved in engagement activities with our communities and staff.

- To carry out such duties as may be required from time to time by the Trust that are appropriate to the grade of the post.

Terms & Conditions:

- Working Hours: 37.5 hours per week, with flexibility for weekday and weekend shifts as required by agreed monthly patterns

- Annual Leave: 25 days per annum plus Bank Holidays

- Notice Period: 3 months

- Conditions of Appointment: Appointment is subject to satisfactory references and an enhanced DBS check. A 3-month probationary period will apply.

Join us in preserving the rich heritage of St Osyth Priory and our historic buildings, while making a meaningful impact on our community