Project Coordinator - Plymouth, United Kingdom - Plymouth and South Devon Freeport Ltd

Description

Project Coordinator

Reports to:
Chief Executive Officer


Working arrangement:
Office based hot-desk/touch down worker

Term:
Permanent post 6 month probation


Salary range:
£35,000 - £37,500


Primary purpose of the role

The Project Coordinator is responsible to the CEO for providing a company secretariat function to the Freeport Company, including the day-to-day transaction of company business - e.g.

Customer Liaison, Procurement, Finance, IT support and HR. The Coordinator will also respond to the monitoring and evaluation requirement of HMG and other private sector funders.

The role will support the Chair and all other Freeport team members and be a liaison point for the Local Authority programme management and aligned staff, other partners and the Accountable Body function provided by Plymouth City Council.

The Coordinator will be required to take a leading role in independently delivering these aspects of the Freeport.


Key accountabilities and key measures

Role outcomes:

• PASD Freeport Board of Directors and its subcommittees are enabled to meet regularly to transact company business as may be required.
• Businesses feel well supported prior to and during their tenancy.
• The Freeport is effectively marketed with a high demand for business accommodation.
• Funders are provided with the timely accurate monitoring reports that meet their needs.
• Programme monitoring and meeting actions can be used to drive improvements in programme performance.
• All Freeport Company procurement is compliant with policy expectations and generating excellent value for money.
• Company IT systems are fit for purpose and new staff receive an appropriate induction to IT policies and practices.
• HR systems including annual leave tracking and payroll are maintained.
• Freeport accountable body requirements are met.

Role measures:

• An annual schedule of meetings is in place, agendas and papers are dispatched in good time for meetings and appropriate records are kept.
• Robust policies and procedures in place and maintained for Company secretariat functions e.g. Procurement, Finance, IT support and HR.
• Freeport staff satisfaction feedback for induction process and ongoing HR/administrative support.
• Number of businesses providing positive feedback for business support functions remain high.
• Marketing analytics trend upwards year on year.
• DLUHC and other funders satisfied with Freeport progress against funding conditions.

Key activities:

• Draft monitoring reports and presentations which detail programme progress.
• Ensure that monitoring and evaluation reports required by the Department for Levelling Up, Housing and Communities are submitted within the required timeline.
• Support completion of funders claim forms, independently collecting information and reporting outputs.
• Act as the link between the Freeport Team, stakeholders, contractors and employees within other Council departments. Manage, coordinate and disseminate accurate and timely information.
• First point of contact with contractors to ensure seamless communication between contractors and other key stakeholders.
• Responsible for daytoday maintenance of risk registers and follow up on mitigation.
• Schedule an annual programme of meetings including an AGM for the Board of Directors and Freeport Sub Committees.
• Coordinate the production of agendas, reports and papers for the Board of Directors and Freeport Sub Committees in a timely fashion.
• Take minutes as required at the Board of Directors and Freeport Sub Committees and maintain an action log of all agreed actions and keep track of delivery.
• Act as key point of contact with businesses, stakeholders and funders.
• Build and maintain relationships between business owners and respective landlords; assisting Freeport team and all parties progress each development, fitout and future business growth activity.
• Advise tenants on potential funding opportunities and benefits in line with Freeport status.
• Advise tenants regarding Travel Plans, Building Management and access to local specialist services to support their growth.
• React to unexpected situations, taking initiative and decisions to deal with difficult situations without reference to senior colleagues.
• Support the development of funding bids.
• Liaise as necessary with businesses operating within the Freeport to ensure that all data and evidence required to complete the monitoring reports is collected and collated.
• Work closely with customs operators and businesses to ensure that the Freeport can satisfy HMRC audit requirements.
• Responsible for collecting and collating data around Equality and Diversity to evidence delivery of the Freeport Company Equality and Diversity Policy.
• Contribute to the delivery of a programme of marketing activity for the Freeport demonstrating yearonyear growth in social media followings, impressions and overall media coverage.
• Deliver the Freepo