At CalMac, we're delivering meaningful change across our business, and we're looking for an organised, proactive professional to help keep our (CPMO) Change Portfolio Management Office and wider Change & Improvement function running smoothly. This is a fantastic opportunity for someone who thrives in a fast-paced environment and enjoys bringing structure, coordination, and continuous improvement to everything they do.
Shape Change Behind the Scenes
As our Support Coordinator, you'll play a pivotal role in supporting the CPMO and wider Change & Improvement team. You'll coordinate reporting, maintain key systems and records, manage stakeholder meetings, support learning and development activities, and ensure our change portfolio information remains accurate, accessible, and up to date.
Key accountabilities -
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From producing management reports and managing SharePoint sites to coordinating department events and supporting governance activities, you'll be at the heart of keeping our change programmes organised, connected, and on track.
- Provide high-quality administrative and coordination support across the Change & Improvement function, ensuring smooth, efficient, and consistent day-to-day operations.
- Coordinate key reporting activities, supporting the production of management information, programme reporting, performance dashboards, and stakeholder updates that enable informed decision-making.
- Support governance and portfolio management processes by organising meetings, preparing papers and agendas, recording actions and decisions, and ensuring follow-up activities are tracked through to completion.
- Manage and maintain departmental SharePoint sites, collaboration tools, and knowledge hubs, ensuring colleagues can easily access accurate and up-to-date information.
- Oversee the upkeep of the Change Portfolio Hub, conducting regular content reviews and audits to maintain quality, compliance, and a reliable single source of truth.
- Support the development and continuous improvement of programme and project templates, guidance materials, and administration processes, helping drive consistency and best practice across the function.
- Maintain robust document management and record-keeping systems, ensuring information is organised, accessible, and audit-ready at all times.
- Coordinate learning and development activities, including managing training schedules, learning labs, attendance monitoring, and supporting the maintenance of departmental training records.
- Administer portfolio management data and systems, helping to consolidate reporting information and provide accurate insights into change activity across the organisation.
- Coordinate department events, workshops, and meetings, managing logistics and ensuring participants have a positive and professional experience.
- Build strong working relationships with colleagues and stakeholders across the business, providing responsive support and facilitating effective communication.
- Identify opportunities to improve processes, systems, and ways of working, contributing to a culture of continuous improvement and operational excellence.
- Support the planning, monitoring, and reporting activities that underpin the successful delivery of CalMac's change portfolio and strategic improvement initiatives.
What You'll Bring -
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Strong planning, organisation, and administration skills
- Experience managing multiple priorities and tight deadlines
- Excellent communication and stakeholder management abilities
- A keen eye for detail and accurate record management
- Proficiency in Microsoft 365, including Excel, Word, SharePoint, and related applications
- A collaborative mindset with a passion for continuous improvement
It would be great if you also have -
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Experience working in a project, programme, or business change environment
- Knowledge of project management frameworks such as PRINCE2, MSP, or P3O
- Understanding of change management and delivery processes
Why join CalMac?
At CalMac, you'll be part of a team that's driving positive change across one of Scotland's most essential services. We offer a supportive, inclusive working environment where your ideas are valued, your development is encouraged, and the work you do makes a real difference to our communities and colleagues.
Ready to help shape the future of CalMac? We'd love to hear from you.
