The Behavioural Insights Team (BIT) is looking for an exceptional candidate to join our Research and Evaluation as a Project Coordinator. You will be engaged in a number of tasks to support the successful delivery of a wide portfolio of projects. You will need to be willing to get involved in a range of tasks, be flexible in your approach and able to juggle competing priorities. This role offers someone an excellent opportunity to develop their organisational and project management skills. We would ideally like the successful candidate to start within the next couple of months.
About the Behavioural Insights Team
BIT is a global leader in the application of behavioural science to inform public policy and tackle societal challenges. The then Prime Minister created BIT in 2010 and in February 2014 we became a social purpose company, jointly owned by the Cabinet Office, Nesta (an innovation charity) and our employees.
BIT works with governments around the world in almost every area of policy. Whilst the subject and output of our projects varies considerably, there are common threads: we try to understand the contexts in which people make decisions; we notice small details; we find out what has and hasn’t worked before; we come up with innovative ideas for solving policy problems and we test and measure everything we do as robustly as we can.
As well as displaying professional excellence, BIT selects staff on the basis of our company values: always prioritising social impact; empiricism and humility; fresh thinking, collaboration; and public service.
Role and responsibilities
As a Project Coordinator you will be engaged in a number of tasks to support the successful delivery of a wide portfolio of projects. You will need to be flexible in your approach and be able to juggle competing priorities. This role offers someone an excellent opportunity to develop their organisational and project management skills. The role covers the following areas (we do not expect that candidates have experience of these elements already):
Working with project leads to ensure resource plans are set up in the planning software and maintained;
Updating planning software with data on tasks including annual leave and time for proposal writing;
Using planning software data to identify members of the team who can work on potential pipeline projects;
Highlighting where members of the team are either over or under-resourced and working with project leads to identify solutions; and
Identifying ways to continuously improve existing methods of tracking resources.
Working with the Directors and other team leads to maintain accurate records of all potential projects in the pipeline on the company’s central pipeline tracker list;
Monitoring of workflows, defining systems to ensure efficiency and productivity levels are kept high;
Creating processes for monitoring business development opportunities (e.g. new project tenders);
Supporting the development and maintenance of project documentation e.g. project proposals, delivery plans and risk assessments; and
Ensuring the team are supported in developing bids and proposals for new work.
Overseeing the process of getting a signed contract in place for all new projects – chasing up signed contracts, ensuring all parties have all the information they need, and updating the Business Manager and General Counsel on progress;
Working with the Business Manager to ensure all new projects are set up correctly on the Company’s finance and resource planning systems;
Keeping track of project milestones and alerting the finance team when milestones have been met and invoices can be sent, and/or when scheduled invoice dates need to change;
Ensuring the Company’s quality assurance procedures are followed for all projects;
Keeping track of the project budget – staff time and expenses (with reports from the finance system), working with project leads to ensure projects are delivered within budget and highlighting as soon as possible when projects appear to be deviating from budget; and
Ensuring the company’s project close-out procedures are followed.
Contributing to regular project meetings, reporting on status of the work and inputting into the long-term strategies for the projects;
Rigorous execution of administrative tasks such as timesheets, resourcing, financial reporting;
Supporting preparation for client meetings and presentations (e.g. researching information, formatting data etc);
Ensuring file structures are organised, identifying and executing on areas for improvements;
Coordinating Research Assistants; and
Dealing with expenses (as required).
Skills and experience
Strong communicator and great interpersonal skills- able to communicate appropriately to staff at all levels;
An understanding of and/ or interest in project management;
Strong IT skills (Google, MS Office);
Able to think creatively and provide alternative solutions to resolve problems;
Self-motivated and proactively seeks to improve processes;
Good organisational skills; and
Attention to detail.