Project Co-ordinator
Reporting to: Project Team Manager
Part of the: Project Co-ordination Team, Executive Search
Be part of who we are:
We find and develop leaders to shape a better society
GatenbySanderson is the UK's foremost public and not-for-profit sector recruitment and people development business. We find and develop exceptional leaders to navigate complex challenges and transform public services. We operate within complex markets that frequently undergo change and are subject to high degrees of governance, external audit and public scrutiny. We are known for our ability to appoint to ‘difficult to fill’ or challenging, high profile roles and have a national reputation for our work across government, board capability, regulation, health, education, housing and not for profit organisations.
Role Purpose
The Project Co-ordinator plays an essential role in overseeing the smooth co-ordination of multiple assignments, liaising directly across high profile candidates, and clients to ensure that expectations around delivery are set and managed effectively.
Make an Impact:
Key Responsibilities
Project set up
✓ Send out client agreements forms, ensuring that they are signed and returned within agreed parameters
✓ Ensure that all relevant invoicing information and/or purchase numbers are provided at the outset of each search to enable Finance to send invoices out as early and accurately as possible.
✓ Arrange briefing sessions with the Partners and Research Consultants either face to face or directly over the phone with the client where pre-agreed.
✓ Agree and provide supportive challenge where timetables and commitments are unrealistic or challenging and pose risk to the quality of delivery or experience
✓ Block out relevant diaries, rooms/venues and make travel arrangements to ensure that commitments can be upheld and early expectations are set for clients, candidates and supporting delivery resource
✓ Provide relevant office support teams with details of visiting colleagues, clients or candidates to ensure the appropriate welcome arrangements
✓ Liaise with internal teams to co-ordinate the set-up of appropriate micro-sites, ensuring sign off and approval processes are agreed and followed. Where required liaise directly with clients to obtain missing documents to enable microsite set up.
Intelligent Resourcing
✓ Liaise with Research Leads to ensure that people are assigned to projects ASAP. Wherever possible provide a clear line of sight of new roles in the pipeline.
✓ Ensure that external associates are only assigned to work as a last resort. Schedule
briefing time and evaluation time with associates at the beginning and end of
assignments.
Project Co-ordination & Delivery
✓ Monitor and drive the progress of each search, ensuring that paperwork is prepared and delivered within agreed timeframes at each stage of the process.
✓ Check emails relating to project delivery where Partners and Consultants are unable to access their email for prolonged periods of time. Respond to any urgent requests and enquiries in the absence of the Partner or Consultant, or bringing immediate attention to anything of concern or consequence
✓ Speak to candidates to arrange a preliminary and/or final panel interviews, attaching relevant maps and details of interviewers using appropriate internal templates.
✓ Meet and greet candidates and clients that visit the office.
✓ Set up online assessments where required, calling candidates to brief them so that they understand what to expect. Liaise with the dedicated LTC project team to ensure an assessor is assigned and diarised for a follow up validation call.
✓ Oversee the collation and distribution of client reports, taking personal accountability for presentation, formatting, and safe delivery
✓ Liaise with outsourced pack providers to arrange hard copy packs as appropriate. Ensure that wherever possible these costs are charged back to the client.
✓ Populate reference matrix for final panel candidates, agreeing the level of client and fee earner involvement. Reach out for written references where required & arrange references for final panel candidates, agreeing the level of client and fee earner involvement. Reach out for written references where required
✓ Ensure that the CRM is updated at all times and that candidates are progressed through to the relevant parts of the process.
✓ Arrange feedback calls with candidates that attended final panel, ensure the CRM is updated and assignment close down is complete
✓ Support Partners and Consultants to co-ordinate regular check in meetings with placed candidates and active clients, at various intervals ranging from pre-start date, through to first 12 months in role.
✓ Ensure successful candidates details are updated with new role information
✓ Inform Finance throughout the assignment process so that appropriate invoices can be sent at each stage
Driving Quality and Continuous Improvement
✓ Support candidates where required throughout the application process, answering any queries that they may have or passing on queries to the relevant fee-earner/search colleague
✓ Send feedback requests for shortlisted, & appointed candidates as well as relevant client contacts
✓ Update your centrally saved workload planner to allow visibility of workload peaks
✓ Co-ordinate post assignment reviews, ensuring that client, candidate, consultant, research, associate and support views are taken into account. Capture key learning’s and trends for monthly review
Office Support
✓ Take responsibility for answering the switchboard when necessary
✓ Assist with general office administration and adhoc duties
Raise the bar:
Your Experience
This role requires someone truly extraordinary; someone who is passionate about their work, open to new ideas and focused on delivering consistently high-quality results that enrich our business.
For this role we need someone who has the following experience:
✓ Ability to communicate effectively with clarity and confidence
✓ Well-developed interpersonal skills and the ability to organise and motivate people to work as a team.
✓ Experience of providing successful project administration & support in a dynamic business function.
✓ Strong Excel skills and a demonstrable ability to learn internal systems and CRM tools.
✓ Ability to prioritise and balance constantly changing and conflicting requirements
✓ Ability to self-assess, and set personal goals
✓ A commitment to delivering high quality work, strong and relentless attention to detail, and proven ability to sense check reports and cross check peers work to guarantee quality
For this role we ideally need someone who has the following skills & knowledge:
✓ A track record of communicating professionally over the phone with senior stakeholders.
✓ Experience In an executive search environment
✓ Knowledge of a public sector recruitment process
Personal style & approach
Focus on Self:
Courage and tenacity – self composed, self-motivated and resilient
Engender trust – transparent, open, trusting, sensitive and visible
Curious and agile – inquisitive, hungry for learning, flexible and adaptable
Focus on people:
Make relationships count – interested in others and cares for relationships
Influence and impact – strong communicator, considers personal impact on colleagues
Build team unity – positive, supportive and encouraging of cross team working
Promote collaboration – involves others, connects colleagues across the business
Focus on delivery:
Strategic clarity – seeks to understand team and business vision and objective
Tackle tomorrow – challenge status quo, and makes suggestions to drive continual improvement
Future proof talent – develops talent, promote and embraces diversity and inclusion
Pay: £28,000.00-£35,000.00 per year
Benefits:
- Private medical insurance
- Sick pay
- Work from home
Work authorisation:
- United Kingdom (required)
Location:
- Leeds LS1 2HL (preferred)
Work Location: Hybrid remote in Leeds LS1 2HL
