Purpose of the Role:
To provide effective and flexible project coordination and administrative support to our team of consultants and exceptional service to The Keil Centre clients. Working with Consultants and other Project Coordinators, the role supports the delivery of a variety of high-quality Business Psychology and Human Factors services as well as supporting the day-to-day running of The Keil Centre.
This position advertised is for Maternity cover only (duration: September 2026 - January 2028 expected, approx. 16 months). There is scope post this maternity cover period for the role to be extended to a permanent position, depending on company need at that time.
Job specifications:
Temporary roles providing maternity cover for 2 people, either as 1 x Full Time role or a combination of 2 x Part Time roles.
- Salary: £26,000 (pro-rated for part-time hours)
- Pension: 3% employer contribution
- Hybrid working: From office & home
- Normal place of work: 49 York Place, Edinburgh, EH1 3JD
- Normal hours of work: TBC within normal office hours 9am – 5pm, Monday to Friday, (one-hour lunch)
- Holiday entitlement: 25 days per year, plus 10 public holidays (pro-rated for part-time hours)
- Bonus: A discretionary bonus is paid at the end of the financial year (June) if the company has been performing particularly well
- Private Healthcare Insurance is also offered to all staff after successfully moving past a 6 month probationary period.
Key responsibilities:
- Manage the diaries of the Consultants who you support
- Support in the design, development and production of materials, be that for virtual or face-to-face application
- Coordinate, organise and liaise with client contacts on project arrangements
- Review documents and materials for print
- Print and prepare project materials and packs
- Support and assist on allocated business responsibility areas
- Manage online systems; survey and psychometric testing tools as required
Key tasks:
- Provide timely and effective project coordination and administrative support. Ensure the delivery of projects through tasks such as supporting tender/proposal writing, managing project timelines, reporting project progress, producing compliant project documents and materials, coordinating various project activities to meet deadlines, facilitating financial processes and invoicing as per agreed specifications.
- Our consultants are frequently out of the office facilitating work with clients; the ability to work autonomously effectively is a regular requirement.
- Provide an exceptional service to clients and their requirements/changing needs. Respond promptly to business enquiries, liaise with clients, and manage project-related correspondence, provide updates, and resolve issues as they arise.
- Coordinate the delivery of workshops and other client facing events by scheduling, booking venues, drafting, and producing materials, tracking project targets and managing delegate communications.
- Support the design, development, and production of high-quality digital and physical materials for clients. Review materials to ensure accuracy, consistency, brand alignment and quality.
- Provide general administrative support to consultants as required, such as liaising with clients on behalf of consultants where required, booking travel arrangements, or managing consultant diaries.
- Administer the use of online surveys and psychometric assessment tools. Analyse, present data effectively, and draft and pre-populate reports.
- Be an effective team member. Provide support when other colleagues are under pressure, or taking leave and proactively ask for help when it is needed.
- Contribute to the day-to-day running of the wider business. Support wider business activities such as HSSE, marketing, recruitment, and office management as required.
Knowledge, skills and experience:
Essential
- Experience in project coordination and/ or office administration
- Strong organisational skills, managing own workload, prioritising tasks and projects within a busy office environment.
- Proficiency in the use of the Microsoft Office Suite, especially Microsoft Excel, Word, and PowerPoint.
- Strong communication skills, both verbal and written.
- Attention to detail; ability to proofread & restructure efficiently.
- Professional and client-orientated customer service skills.
- Ability to work flexibly, autonomously and proactively as part of a wider team of project co-ordinators and within the boundaries of the role.
- Ability to work with the financial management side of a project, including but not limited to creating and submitting invoices, navigating supplier payment portals, reconciling consultant fees etc.
Desirable
- Experience navigating online supplier & payment portals, public sector/ tender resource portals etc.
- Flexibility to work beyond scheduled in-office days (weekdays only) on occasion to accommodate colleagues annual leave / other commitments where necessary.
- Experience in marketing (i.e. LinkedIn, MailChimp, Canva etc.) and/ or HR (i.e. recruitment, contract review, holiday entitlement allocation etc.)
We welcome you to submit your CV and a covering letter if you meet all the essential criteria, detailing how you do so, alongside your preferred working pattern (i.e. PT or FT and the hours).
Pay: £26,000.00 per year
Benefits:
- Company pension
- Free parking
- On-site parking
- Private medical insurance
- Sick pay
Experience:
- Project coordination: 1 year (required)
Language:
Location:
- Edinburgh EH1 3JD (required)
Work Location: Hybrid remote in Edinburgh EH1 3JD
