PROJECT & PROGRAMME COORDINATOR

The Role

This is an exciting opportunity for the right person to grow and develop alongside our organisation. We are looking for a dedicated and proactive Project and Programme Coordinator with excellent planning and organisational skills to join our small and dedicated team. You will be confident managing different priorities, working to deadlines and keeping things on track in a busy and fast-moving environment.

About the Organisation

Women’s Wellbeing is an educational charity committed to improving opportunities for individuals and communities through education, skills development and wellbeing programmes. We work with learners, education providers, funders and community partners to deliver accessible programmes that support learning, confidence and progression.

Role Purpose

The Project & Programme Coordinator will provide practical coordination and administrative support across the charity’s education and wellbeing programmes. Working closely with the CEO and delivery team, the postholder will help keep programmes organised, learner and funding records up to date, reporting deadlines on track, and classes and activities running smoothly. You may need to deliver some of the project activities based on the needs of the project.

The role will coordinate information required for funder returns, audits and monitoring, maintain learner documentation and programme metrics, support compliance activity, and act as an operational point of contact for funders and partners. The postholder will also help the CEO coordinate priorities and follow up actions across the team.

Key Responsibilities1. Programme Delivery & Timetable Coordination

· Coordinate the day-to-day administration and scheduling of education, skills and wellbeing programmes.

· Maintain programme timetables and coordinate class, workshop and room bookings, including tutors, venues and other delivery requirements.

· Keep project plans, key dates, actions and delivery trackers up to date.

· Coordinate with tutors and project staff to confirm delivery arrangements and communicate timetable or venue changes.

· Monitor upcoming deadlines and activities and flag potential delivery issues to the CEO or relevant lead.

· Support team meetings, capture actions and follow up agreed tasks to help keep programmes on track.

2. Funding Administration & Returns

· Maintain a clear schedule of funder requirements, reporting dates, outputs and evidence requirements.

· Collate information from the delivery team for funding claims, returns, monitoring reports and contract reviews.

· Prepare draft returns and supporting evidence for review and approval by the CEO or relevant programme lead.

· Track progress against agreed funder targets and highlight missing information, emerging gaps or deadlines requiring attention.

· Maintain organised funding files so that evidence can be readily retrieved for monitoring visits and audits.

· Support responses to routine information requests from funders, commissioners and other relevant external bodies.

3. Learner Records & Programme Administration

· Maintain accurate learner records and programme documentation in line with organisational and funder requirements.

· Coordinate the completion and filing of enrolment forms, attendance records, Individual Learning Plans (ILPs), progress reviews and completion evidence.

· Upload Individualised Learner Record on the Department for Education system and uploading on the GOV.UK learner Data.

· Carry out routine checks of learner files for completeness and follow up missing or incomplete information with tutors or delivery staff.

· Maintain appropriate electronic and/or paper filing systems and ensure records can be easily located when required.

· Support accurate data entry and updates within learner, funding or management information systems used by the charity.

· Handle learner and organisational information carefully and in accordance with data protection and confidentiality requirements.

4. Monitoring, Metrics & Reporting

· Collate programme data including learner participation, attendance, outputs, outcomes and other agreed performance measures.

· Maintain simple trackers and management information to help the CEO and team understand progress against programme targets.

· Prepare regular draft programme updates, metrics and summary reports for internal review and external reporting.

· Support the collection of learner feedback, case studies and other evidence of programme outcomes and impact.

· Identify inconsistencies or missing data and work with colleagues to resolve these before information is reported externally.

5. Compliance, Audit & Wellbeing Project Support and Delivery

· Coordinate documentation and evidence required for funder monitoring, audits, quality reviews and compliance checks.

· Maintain relevant compliance trackers, action logs and supporting records for education and wellbeing projects.

· Support the team to follow agreed procedures and documentation requirements, escalating concerns or gaps where appropriate.

· Help prepare for Ofsted monitoring visits or audits by collating requested records and checking that evidence is complete and accessible.

· Support compliance with organisational policies relating to safeguarding, data protection, health and safety, equality and wellbeing programme requirements.

· Record and track actions arising from reviews or audits and support colleagues to complete agreed follow-up activity.

· There may be times when you may have to deliver sessions due to project need, however support will be provided, where necessary.

6. CEO, Team & Stakeholder Coordination

· Work closely with the CEO to coordinate programme priorities, deadlines, meetings and follow-up actions.

· Provide concise updates to the CEO on programme activity, upcoming deadlines, reporting requirements and issues requiring attention.

· Help coordinate activity across tutors, project staff and other colleagues, ensuring responsibilities and deadlines are clear.

· Act as an operational point of contact for routine queries from funders, partners, education providers and other external stakeholders.

· Coordinate information and papers for meetings with funders, partners, auditors or regulators and attend meetings where appropriate.

· Ensure actions and requests arising from external meetings are recorded, communicated and followed through.

Person Specification Essential

· Experience in project, programme delivery, education or service coordination, or in a strong administrative role with responsibility for multiple deadlines. This position will be ideal for some to have worked in Adult Education.

· Excellent organisational skills and the ability to coordinate several activities at the same time.

· Experience maintaining accurate records, trackers, databases or management information.

· Experience collating information or data for reports, returns or performance monitoring.

· Strong attention to detail, including the ability to identify missing or inconsistent information.

· Confident written and verbal communication skills and the ability to deal professionally with colleagues and external stakeholders.

· Good working knowledge of Microsoft Word, Excel, Outlook and shared document systems.

· Ability to work independently, prioritise tasks and know when to escalate an issue.

· A reliable, collaborative and practical approach, with a willingness to follow tasks through to completion.

· Experience supporting funded education, skills, employability, community or wellbeing programmes.

· Familiarity with learner records, ILPs, attendance records or learner management systems.

· Experience preparing information for funder monitoring, audits or quality reviews.

· Experience liaising with funders, commissioners, regulators or external partners.

· An understanding of safeguarding, data protection and good information-management practices.

Desirable: Teaching experience and qualifications.

Skills & Personal Attributes

· Highly organised, methodical and comfortable working with deadlines and detailed information.

· Able to bring structure to a busy environment and keep others informed of actions and deadlines.

· Approachable and confident when working with learners, tutors, colleagues and external partners.

· Able to balance accuracy and compliance requirements with the practical needs of programme delivery.

· Discreet and trustworthy when handling confidential learner and organisational information.

· Committed to inclusive education, learner wellbeing and improving opportunities for the communities the charity serves.

Safeguarding

Women’s Wellbeing is committed to safeguarding and promoting the welfare of children, young people and adults who may be at risk. The postholder will be expected to comply with the organisation’s safeguarding policies and procedures. Appointment may be subject to an appropriate Disclosure and Barring Service (DBS) check, depending on the nature of the programmes and learner groups supported.

Equality, Diversity & Inclusion

We are committed to creating an inclusive organisation and ensuring our programmes are accessible to the communities we serve. We welcome applications from people of all backgrounds and will make reasonable adjustments during the recruitment process where required.

Other Duties

As a small charitable organisation, flexibility is important. The postholder may be asked to undertake other reasonable duties consistent with the purpose and level of the role and which contribute to the effective operation of the charity.

How to Apply

Please submit your CV and a covering letter explaining your suitability for the role.

The closing date for applications is 23 October 2026. However, we may close applications earlier if a suitable candidate is appointed, so early applications are encouraged.

Pay: £26,000.00-£28,000.00 per year

Work Location: In person