Project Coordinator (CST) LTC in Leeds

Reporting to: Operations Manager (CST), LTC

Part of: Project Co-ordination Team, LTC

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

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.

The Project Co-ordinator works within a tight knit team in the Leadership and Talent Consultancy to deliver its most high-profile executive assessment projects within the Civil Service Resourcing contract. You will personally project manage assessment campaigns which determine candidate best fit for some of the most senior and under-scrutiny roles within the public sector across the UK.

Make an impact:

Key responsibilities

Assessment campaign support and coordination

• Working with the Operations Manager, you will be a point of contact for our clients. You will work with your GatenbySanderson (GS) project team colleagues to ensure that all campaign requests from our clients are handled in a timely, high quality and responsive fashion. You will be skilled at multitasking and working accurately and quickly as you handle a high volume of campaigns at any one time.
• Upon being assigned a campaign, you will capture all project details on our online project management system (Clarizen) and MAR (internal financial report) and will work closely with the Senior Resourcing Coordinator to ensure assessors with the right skills mix are booked to deliver the assessments.
• You will manage the end-to-end administration for each campaign, which includes monitoring agreed deadlines and overseeing any delegated work relating to delivery (including prompting assessors on various stages of the process), issuing assessments to candidates, and booking them in for assessment sessions. Managing timely delivery of all required materials and psychometric results, monitoring Clarizen and proactively keeping it up to date, liaising with clients and candidates and attending meetings as required.
• Working with the team Resourcing Coordinator to resource consultants/associates to deliver key elements of the campaign, confirming dates and fees, reporting deadlines and re-resourcing between other assignments where dates change. Passing on information the consultant needs in a timely manner and re- confirming arrangements as needed.
• Liaising with assigned consultants/associates and client administration teams to book in candidates for assessments, talking confidently through the assessment process.
• Ensuring online assessments are set up and issued to candidates, chasing for completion where appropriate and working with the Senior Resourcing Coordinator to ensure the results are uploaded to Clarizen in a timely fashion for Assessors.
• Manage associates in the collating, quality assurance and distribution of candidate reports to the client, meeting all deadlines.
• Regularly update the Operations Manager and Contract Manager on any issues or escalations or any emerging client requirements.
• Update the project management system (Clarizen) and internal financial report (MAR) regularly, ensuring transparency on assignment statuses and next steps to all colleagues.
• Raising proformas for invoicing once an assignment is complete, ensuring accuracy and efficiency.
• Delivering and achieving all Service Level Agreements and Key Performance Indicators set out by our client to ensure a high quality and time efficient service.
• Assisting the Operations Manager with collating and presenting contract management reports (where required)
• Any other ad-hoc duties as and when they arise.

Candidate and client experience

• Liaise with the candidates to explain the assessment process and answer any questions they may have, administer reasonable adjustments and referring to our in-house Contract Manager for technical input if required.
• Be the primary contact for the client, consultant/associate and candidates completing assessments. Dealing with any issues in a timely manner with minimal disruption for the candidate and client.
• Manage central inbox once a week, ensuring all emails are forwarded to relevant person, responding to general enquiries, and filing appropriately.
• At the end of the assessment process, issue feedback forms to candidates, so the client can gather candidate insights.
• Issuing reports to candidates after a campaign completes if requested.

Reporting and invoicing

• Upon launch of campaigns, you will capture all project details on our online project management system (Clarizen) and will work closely with the Senior Resourcing Coordinator on any changes to the campaign during the process.
• Record and update issues on the issues log.
• Ensure that all required Clarizen fields are completed as information is confirmed to ensure that we can track progress of campaigns and pull management information reports.
• Update the MAR as soon as volumes are confirmed and then revise as changes are made, to ensure that we can accurately forecast expected revenue.
• Raising proformas for invoicing once a campaign is complete, ensuring accuracy and efficiency.

Raise the bar:

Your Experience, Skills & 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:

• Ability to communicate effectively with clarity, confidence, and accuracy in writing and over the phone.
• Well-developed interpersonal skills and the ability to organise and motivate people, working as part of a busy but tight knit team.
• Understanding the requirements for successful administrative support in a dynamic business function.
• Knowledge of best practice in terms of developing administrative procedures and processes and being prepared to challenge if you spot something that could be improved.
• Strong writing skills, exceptional attention to detail and previous experience of using a project management system to manage projects.
• Demonstrate the ability to manage multiple client requirements, prioritise and balance constantly changing and conflicting requirements.
• Demonstrate the ability to self-assess and set personal goals.
• Understanding the requirements for successful administrative support in a dynamic business function and addressing training / development needs.
• Strong and relentless attention to detail,
• Ability to be flexible to changes or when client needs require it.

For this role we ideally need someone who has the following technical skills & knowledge:

• A customer-focused can-do attitude to serving our clients and enhancing our excellent reputation in the market.
• The ability to work accurately at pace, with autonomy.
• Self-motivated and self-driven, committed to results with demonstrable enthusiasm, not easily discouraged and willing to support changes when required.
• A deliverer, who thrives under pressure; able to keep calm; clear when to escalate issues and to whom for urgent resolution; ensures clients / candidates unaware of issues until necessary (if ever).
• A strong team player who is prepared to assist and communicate with others, share expertise, know- how and skills.
• Commitment to the successful development of the LTC Team within GS.
• Personal and professional demeanor, credibility and integrity that maintains the confidence and trust of others, both internally and externally. Remains approachable regardless of work pressures.
• Demonstrates a clear commitment to equality, diversity, and inclusion in relation to service delivery.
• Understands and actively promotes GS’s values.

Personal style & approach

Focus on self

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

Focus on people

• Make relationships count – interested in others and cares for relationships
• Influence and impact – strong communicator, considers personal impact on colleagues
• Build team unity – positive, supportive and encouraging of cross team working
• Promote collaboration – involves others, connects colleagues across the business
• Strategic clarity – seeks to understand team and business vision and objective
• Tackle tomorrow – challenge status quo, and makes suggestions to drive continual improvement
• Future proof talent – develops talent, promote and embraces diversity and inclusion

the desire to work alongside others, sharing insights, experience and knowledge for the greater good of others

demonstrate an active mind-set and genuine interest in the needs of others

Courage

demonstrate a willingness to challenge the status quo, and get actively involved in the growth of the business

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