Programme Coordinator, Defence and Security

at  Alan Turing Institute

Named in honour of Alan Turing, the Institute is a place for inspiring, exciting work and we need passionate, sharp, and innovative people who want to use their skills to contribute to our mission to make great leaps in data science and AI research to change the world for the better.
Please find more information about us here.

REQUIREMENTS:

• Experience in providing pro-active administrative or coordinator support.
• Demonstrated proficiency in working with standard office IT applications, such as Microsoft Word and Excel.
• Experience with accessing and modifying data within in-house systems.
• Experience in project administration in a variety of environments.
• Demonstrated proficiency with CRM systems or related management tools.
• Excellent written, verbal and listening skills with the ability to communicate effectively to a wide range of people.
• Ability to understand stakeholders’ requirements and provide a high level of service when responding to queries.

ROLE PURPOSE

The post holder will support the delivery of programmes and key activities, including governance meetings, workshops and events, project financial management and tracking, project resources planning and tracking, and project reporting and impact capture. This position requires excellent organisational and communication skills with a particular emphasis on across-team collaboration. The post holder will support their team’s interactions with the relevant research community; this will involve organising meetings and workshops that bring together academic and industry researchers and stakeholders at various government departments.
The post holder will also support the work of the programme team through the delivery of accurate and timely information, by acting as the contact point for the programme team and other internal and external teams as required. The role holder may also undertake specific projects that may include events delivery, collation and formatting of project data and project reports that summarise research activities supported or coordination of small research projects. The post holder will work with the Programme’s scientific leadership, programme management staff, academic researchers, and industry partners to coordinate each research project or workstream from concept to implementation.
The Programme Coordinator will need to liaise closely with Institute research and operations staff, in London at the Institute headquarters, and at university and research centre partners, to perform their duties. Coordination of small projects in other areas may also be required, subject to business needs. The role will support the work of Research Project Managers, Programme Managers and Directors.

DUTIES AND AREAS OF RESPONSIBILITY

Support the effective development and robust delivery of new and existing projects, by:

• Support delivery of key activities including senior meetings by coordinating distribution of relevant board papers, communicating details to attendees, taking minutes, and booking rooms/catering/setting up video conference functionality for meetings as needed.
• Act as the first point of contact for enquiries relating to the Programme for the Institute, including managing and answering queries from stakeholders in a timely and professional manner, maintaining distribution lists, producing, and circulating newsletters and updating the Programme web pages.
• Financial administration, including processing of expenses, raising purchase orders, invoice tracking, and working with the Finance team and programme team members.
• Support delivery of events and communication and engagement activities with external stakeholders
• Arrange visits from external organisations whilst delivering to high standards, maintaining, and enhancing the reputation of the Institute’s programmes and projects.
• Ensure all relevant documentation is maintained and aligned with best practice, including ensuring the CRM database of project records is kept up-to-date and managed effectively.
• Coordinating information across projects and programmes to be used in reporting, presentations and newsletters for funders and other external stakeholders. Support the collation of internal and external progress reports.
• Liaise with internal departments and maintain good internal relationships to ensure the project has the appropriate cross-departmental support.
• Take initiative in problem-solving challenges as they arise in close collaboration with the project management team.
• Pro-actively support the Programme team including managing team meetings, identifying challenges and solutions, and having an interest in furthering the success of the Programme.

Additional Responsibilities:

• Delivery of other projects or activities, as required by the programme management team, which may include small events coordination and delivery with colleagues, liaison with internal and external contacts all to support the work at the Alan Turing Institute.

Please see the job description for a full breakdown of the role.