Heritage Project Coordinator – Part time (Fixed Term)

Borde Hill; Haywards Heath; Hybrid; GBP 25,000 - 30,000; Full time

Job summary

Borde Hill is seeking a Heritage Project Coordinator to drive the NLHF Reinventing Borde Hill project and provide admin support across the organisation. You will manage budgets, reporting and documentation, coordinating with internal teams, volunteers and external consultants to ensure timely progress.

The role requires excellent organisation, communication and attention to detail, with an open, flexible approach as the project evolves.

Qualifications

• Experience of budget monitoring and financial reporting.
• Experience coordinating multiple workstreams, consultants and stakeholders.
• Excellent planning and organisational skills with ability to manage deadlines.
• Excellent written and verbal communication with diverse audiences.

Responsibilities

• Act as the administrative point of contact for NLHF, ensuring compliance and reporting.
• Compile grant drawdowns and project reporting.
• Coordinate quarterly progress reports and compile into Status Reports.
• Maintain project records and filing systems (Teams).
• Arrange meetings, diaries, invitations and circulate papers.
• Attend meetings and circulate accurate minutes and follow up actions.
• Liaise with Design Team, Cost Consultant and Evaluation Consultants.
• Support volunteer recruitment and management tasks.

Skills

Budget monitoring

Grant reporting

Stakeholder coordination

Planning & organisation

Communication skills

Independent working

Minute taking

MS Office

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

You and Your Role

We are looking for an organised, proactive and personable Heritage Project Coordinator to join the Borde Hill team, playing a key role in the successful delivery of our National Lottery Heritage Fund (NLHF) Reinventing Borde Hill project, alongside providing wider administrative support across the organisation. The successful candidate will have proven experience of working on NLHF projects and will act as the key point of contact for the Lottery, ensuring that project documents, budgets, and reporting documentation are managed accurately and effectively. Working closely with the internal project team, Garden team and volunteers, you will liaise with the externally appointed Design Team, Cost Consultant, Evaluation Consultants and other specialist consultants.

This is a varied and hands‑on role requiring excellent organisation, communication and attention to detail, together with the ability to build positive relationships, co‑ordinate multiple stakeholders and manage competing priorities in a busy and evolving environment. The requirements of the role may also adapt as the project unfolds – an open and flexible working approach is therefore needed, and you may be required to support on wider projects as this dynamic business grows.

Key Responsibilities

• Act as the key administrative point of contact for the National Lottery Heritage Fund (NLHF), ensuring compliance with NLHF requirements, frameworks, reporting and documentation.
• Compile grant drawdowns, project reporting and supporting documentation, and assist with the development and delivery of the project in line with the agreed programme.
• Coordinate quarterly progress reports from key internal and external workstream leads and compile these into Project Board and NLHF Status Reports.
• Maintain accurate and comprehensive project records, documentation and filing systems on Teams, ensuring information is accessible, up to date and appropriately managed.
• Arrange project meetings, including coordinating diaries, issuing invitations, monitoring responses, and preparing and circulating agendas and papers.
• Attend meetings; take and circulate accurate minutes and monitor actions to ensure follow‑up.
• Work closely with the internal project team, wider Garden staff and volunteers, taking ownership of the project ‘To Do’ list and ensuring progress is being made in a timely manner.
• Liaise with the externally appointed Design Team, Cost Consultant, Evaluation Consultants and other specialist consultants, ensuring effective communication and timely flow of information.
• Support the Community Engagement Officer with administrative tasks regarding volunteer recruitment and management.
• Prepare correspondence, reports, documents and spreadsheets to a high standard.
• Handle confidential and sensitive information with discretion, professionalism and accuracy.

Knowledge, Skills & Experience

Essential

• Excellent attention to detail, with strong logical, analytical and problem‑solving skills.
• Experience of budget monitoring, financial reporting and grant drawdowns.
• Experience of coordinating multiple workstreams, consultants and stakeholders to deliver projects to agreed timescales.
• Excellent planning and organisational skills, with the ability to prioritise and manage multiple tasks and deadlines.
• Excellent written and verbal communication skills, with the ability to communicate clearly and effectively with a wide range of people.
• Ability to work independently, use initiative and coordinate multi‑disciplinary teams and external consultants to achieve common goals.
• Confident minute taker, with the ability to listen, understand and accurately record key information and actions.
• Excellent working knowledge of Microsoft Office, including Word, Excel, Outlook and PowerPoint.
• Professional, approachable and discreet manner, with the ability to handle confidential information appropriately.
• Flexible and willing to take on a variety of tasks within a busy and evolving organisation.

Desirable

• Proven project experience, ideally with experience of working on medium‑sized National Lottery Heritage Fund (NLHF) projects
• Good knowledge and understanding of NLHF requirements, frameworks, reporting and documentation
• Project management qualification or equivalent practical experience

Salary

£27,300pa pro rata (depending on experience)

Hours

15 hours per week (two days, office based) Holiday entitlement: 28 days pro rata (including Bank Holidays)

Closing date

Friday 23rd October 2026, applications will be reviewed on receipt.