Programme & Office Coordinator

  • Job Title: Programme & Office Coordinator
  • Salary: £24,000 - £24,000 per annum
  • Contract: Permanent

PTC Programme & Office Coordinator, LI ad


Role: Programme & Office Coordinator, Sheffield

Based: Sheffield, occasional working from home, some travel to London & Bristol

Hours: Full time (part time considered)

Salary: £23,000-£24,000

Reporting to: Programme Manager

Closing date for applications: 3rd February, 2020 at 10am

Please send your CV and Cover Letter to

This is a key role for Power To Change in their Sheffield office, supporting the Programmes Directorate in all their activities from organising events to ensuring meetings are run effectively to coordinating grants and contracts. To be able to do this well you will need to be very organised, be comfortable taking responsibility for organising important activities and be able to communicate clearly and effectively.


Power to Change is an independent charitable trust that supports community businesses in England, endowed by the National Lottery Community Fund (previously the Big Lottery Fund). Our vision is better places through community business. We want to back people to build successful community businesses for the benefit of their local places.


Role Purpose:

The purpose of the role is to support the Programmes Team with their administration, providing support to the Programme Managers.

Programme Managers at Power to Change are responsible for driving forward our investment in community businesses across England by working with partner organisations to deliver our community business funding and support programmes.  The Programme Coordinator will support Programme Managers through a range of activities, including: coordinating grant panels, events and other meetings, organising meeting papers, taking minutes, supporting process management and general administrative support. 

In addition to supporting the Programme Managers in the delivery of their programmes, the Programme Coordinator will also support cross-team working within the Programmes Team.

This will be a busy role, working with a number of different people in a support capacity. You will need to be a highly organised person who can take responsibility for important logistical and administrative tasks; managing multiple priorities; and communicate updates clearly and accurately.


Key responsibilities:

Organising small events including:

  • sending invitations and tracking responses
  • finding and booking venues / meeting rooms including organising catering when needed
  • booking transport and travel for attendees if necessary
  • keeping track of invoices and attendees’ expenses
  • setting up and sharing joining instructions
  • assisting in preparation of paperwork and presentation materials from rough drafts.


Organising meetings, such as Grants Panels including:

  • sending invitations and tracking responses
  • finding and booking venues / meeting rooms including organising catering when needed
  • booking transport and travel for attendees if necessary
  • taking and typing up minutes including both full records of conversations as well as providing a summary of the conversation.
  • drafting meeting agendas, liaising with senior and other stakeholders as required.

Other tasks as required, including:

  • Supporting the update of Salesforce records
  • Maintaining the office facilities in Sheffield and providing support to ensure effective meeting set up and management with external and all staff meetings at the Sheffield office.
  • Keeping track of multiple projects and all associated emails
  • Supporting timeline management and chasing up completion of tasks.
  • Occasional travel to attend meetings if required
  • General office management, providing practical support to keep the Sheffield office running smoothly, overseen by the Finance and Resource Directorate.

Provide ad-hoc assistance to other team members as required.

This job description is issued as a guideline to assist you in your duties, it is not exhaustive.  Because of the evolving nature and changing demands of our work this job description may be subject to change.  You may, on occasions, be required to undertake additional or other duties within the context of this job description.

Person specification:

Skills & Experience:

  • Experience in a similar support or administrative role reporting to multiple people
  • Experience of event and meeting coordination
  • Able to communicate confidently, with excellent customer service skills through interactions with a wide range of internal and external stakeholders
  • Able to manage your own workload and multiple relationships within the organisation across multiple sites and locations
  • Able to organise self and others efficiently, and with excellent administrative and time management skills
  • Ability to work well in a team environment and with limited supervision
  • Confident and competent in using IT systems, particularly databases, and Microsoft Office, especially Outlook, Excel, PowerPoint and Word. Experience of using Salesforce would be a favourable attribute.
  • Proactive in your approach and methodical

Living Our Values:


  •  You will be open to change and recognise that change is part of an organisation’s growth.
  • You appropriately challenge change.
  • You will take the responsibility to identify what we could do differently, and you suggest an alternative approach.
  • You listen and consider the ideas of others, and spend time reflecting on your own ideas, and identify how these ideas can improve our delivery.


  • You will build trust, respect and transparency with colleagues which allows for collaborative working to be successful.
  • You will be able to clearly articulate Power to Change’s vision, mission and values to others.
  • You will ensure that you work with others to achieve a result that is informed by their needs and interests and not just your own.


  • You will seek out a variety of opportunities to update your knowledge and skills.
  • You will use your knowledge and insights to reflect on what you do and how you do it and change your approach when necessary.


  • You will consider the needs of others when communicating so that they can see, hear and understand your communication.
  • You will pay careful attention to your physical and emotional wellbeing and are open to having conversations with others to take care of yourself.
  • You will appropriately challenge discriminatory and non-inclusive actions in others
  • We are an equal opportunities employer and welcome applications from all candidates irrespective of race, age, disability, gender, gender identity, sexual orientation, religion or belief, or marital or civil partnership status. We will assess all applications against the requirements for this post as detailed in the job description and person specification and ask for names and education history to be removed from applications.


We are Disability Confident Committed, we welcome and respond positively to applications from disabled people. We will meet individual needs throughout the recruitment process, including making any appropriate reasonable adjustments during the interview stage and to our workplace if selected into post to support colleagues with any form of disability. If you meet the minimum requirements for the role and would like a guaranteed interview please email Nicola Fuschillo, Head of HR, you do not need to share any details about your disability at this stage.


As a Mindful Employer we recognise that in the UK, people experiencing mental ill health continue to report stigma and discrimination. We are committed to creating a supportive and open culture, where colleagues are able to talk about mental health. We are also committed to ensuring that our employees feel safe in disclosing any mental health conditions and confident that they will be properly supported and offered reasonable adjustments when required.


If you have any questions about how Power to Change is an equal opportunities employer please contact our Diversity and Inclusion Coordinator, Edward Walden


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