Project Coordinator

Our small charity has an ambitious project funded by the National Lottery Community Fund to bring 300 new Beyond Words Book Clubs to people across England. We have established the project, meeting our first-year target 3 months early. We are now looking for a detail-orientated and visually literate Project Coordinator who will promote, support and establish the remainder of the project.

Position: Project Coordinator
Responsible to: Business Development & Projects Manager
Hours: Part-time (21 hours). With the potential of increased hours with successful funding.
Workplace: Leatherhead – Flexible working arrangements will be considered sympathetically
Contract: Fixed-Term 2 years (with an expectation to become permanent if funding allows)
Salary: £25,000 - £27,000 pro-rata (0.6 FTE)
Annual Leave: FTE 22 days plus bank holidays (pro-rata) and 3 days at Christmas
Pension: A contributory pension scheme (NEST) is available after three months; employer contribution is 5% and employee 5%.
Probation: This post is subject to a three-month probationary period.

As part of the project, we also wish to appoint a project assistant with a learning disability to work alongside this post. Depending on their unique skills, you will support them to help deliver the project.

Person Specification Skills and Experience

You will:

• Have excellent verbal and written communication and numeracy skills.
• Be a confident communicator with a wide range of people at all levels.
• Have good time management and the ability to manage multiple tasks simultaneously.
• Be a team player, working with colleagues to troubleshoot and resolve challenges.
• Be able to demonstrate consistent attention to detail.
• Preferably have family, voluntary or professional experience with people with learning disabilities.

Information Technology

• We use Microsoft 365 (Word & Excel), Salesforce and Xero.
• An understanding of social media platforms and scheduling tools would be useful.

We are an equal opportunities employer and welcome applications from people with disabilities, neurodiverse applicants and those who are seeking flexible employment.

A basic DBS check will be required for this role.

This is an exciting role that will provide development opportunities in project management, communications, marketing, and more for the successful candidate.

Project Coordinator – Job Description

Responsible for supporting the delivery of the Book Club in a Box project, an ambitious project to create and support 300 new Beyond Words Book Clubs across England by October 2026. With funding, this role could expand to support other charitable projects providing access to our books in the community.

Beyond Words creates word-free picture stories that transform the lives of people with learning disabilities by making information accessible. As it is a small charity, the role is very hands-on, encompassing strategy and delivery.

Project Coordination

• Ensure that all enquiries (email, website, phone etc) are followed up in a timely manner.
• Oversee the project appointment booking system and handle all calls, taking responsibility for allocating introductory calls to another staff member if necessary.
• Ensure all the details for new Book Club enquiries and introductory calls are recorded in Salesforce, recording each Club’s progress and training status.
• Manage and track distribution of the Book Club Boxes to new Book Clubs. Work with RBLI (Warehouse) and the Publishing Manager to report and manage stock levels.
• Be the primary point of contact for Book Clubs, carry out follow-up calls and gather feedback, case studies and respond to any questions or problems that arise.
• Gather and prepare data necessary for management and fundraising reports.
• Set up and attend online monthly Information Sessions and quarterly Book Club Networking sessions. Potentially create and supervise a Book Club Facilitators’ Facebook Group.
• Attend events to promote Beyond Words and Book Clubs to new audiences.
• Co-host a local Book Club in Leatherhead, together with an expert by experience (volunteer or the project assistant), in conjunction with the library or another local group.
• Be available to support visitors at the office.
• Work with the Communications Manager to ensure all Book Club Information is up to date on the Beyond Words website.
• Help deliver the Project marketing plan by working with the Communications Manager to produce a Book Club in a Box newsletter, Communications and marketing content (photos, case studies, quotes), Content for social media channels for the Project, PR opportunities.
• Working knowledge of data security and organisational and personal responsibilities in relation to data protection, including recording and managing all necessary consents and permissions.

As this is a small charity, all staff are expected to respond flexibly to the needs and opportunities that arise from time to time and are therefore expected to be willing to perform such other duties as the CEO may reasonably require.

Please email by midday on Monday 12th August. 

Interviews will take place on Thursday 22nd August.