Portfolio Coordinator

VetPartners Limited; York and North Yorkshire; Hybrid; GBP 32,000 - 52,000; Full time

Benefits offered by this job

25 days’ annual leave plus Bank Hols (

Company pension scheme

Westfield Health cash plan

Enhanced maternity, paternity and adp.

Job summary

VetPartners Limited in York is hiring a Portfolio Coordinator to support Project Managers and the IT Portfolio Office across a diverse IT and business change portfolio. You will maintain project plans, RAID logs, actions and milestones, and assist with governance and reporting to ensure accurate, up-to-date information.

You will work independently, use judgment, and challenge where progress stalls. This role offers development in project management within a collaborative IT Portfolio Team in a

Qualifications

• Experience coordinating work involving different people, tasks and deadlines.
• Ability to take responsibility for own workload and adapt to changing priorities.
• Excellent organisational skills with multiple priorities and deadlines.
• Keen eye for detail to identify missing or inconsistent information.
• Confidence to follow up, ask questions and challenge when needed.
• Clear written and verbal communication adaptable to stakeholders.
• Ability to build effective working relationships with Project Managers and IT colleagues.
• Good judgement and knowing when to seek escalation.
• Experience with IT/business change environments.
• Experience with portfolio-level reporting or coordination.
• Experience with governance or stage-gate processes.
• Experience using project management tools like Asana.
• Project/PMO qualification such as PRINCE2/APM/P3O.

Responsibilities

• Maintain project plans, milestones, actions and dependencies reflecting progress.
• Maintain RAID logs with risks and issues, owners, and updates.
• Coordinate work across portfolio and track progress of actions.
• Work with Project Managers to fill gaps and ensure complete information.
• Track overdue actions and ensure completion of agreed actions.
• Provide clear project updates highlighting risks and milestones.
• Support governance meetings, stage gates and key activities.
• Coordinate meetings and workshops and capture decisions and actions.
• Support onboarding and change elements affecting practice teams.
• Maintain organised project documentation.
• Support multiple projects and adjust priorities as required.
• Build relationships across IT and wider business for updates.
• Maintain portfolio visibility and follow-up needs.
• Identify and support better ways of managing projects.

Skills

Organisational skills

Attention to detail

Stakeholder communication

Multitasking

PMO experience

Education

PRINCE2 Foundation

APM Project Fundamentals Qualification

P3O Foundation

Tools

Asana

Microsoft 365

SharePoint

Excel

PowerPoint

Job description

Working in collaboration with our practices, we care for people, their pets, and our profession. Established in November 2015, our group includes small animal, equine and farm animal practices. We have c.8000 employees working in almost 500 sites across the UK, and more practices in further European countries, supported by our Central Support office in York, and collaborating to provide excellent service.

About the Role

As a Portfolio Coordinator, you'll support Project Managers and the Portfolio Office across a varied portfolio of IT and business change, helping to keep projects organised, on track and well communicated.

You’ll maintain project plans, RAID logs, actions, milestones and dependencies, support project reporting and governance, and follow up on actions and deadlines. You’ll work across several projects and Project Managers at the same time, helping to make sure project information is accurate, up to date and provides a reliable picture of progress.

The role requires someone who can work independently, use their judgement and recognise when information is missing, inconsistent or out of date. You’ll be expected to ask questions, follow things through and constructively challenge when something isn’t progressing as expected.

This would also be a good opportunity for someone looking to develop their experience within project management.

The role reports to our IT Portfolio Support Manager, as part of our IT Portfolio Team, and will be based in York, with hybrid working (3 days per week in the office). This is a Full Time, Permanent role.

Key Responsibilities

• Maintain project plans, milestones, actions and dependencies, ensuring they accurately reflect project progress.
• Maintain RAID logs, ensuring risks and issues are properly recorded, have clear owners and are regularly updated.
• Support the IT Portfolio Support Manager with coordinating work across the portfolio, following up on actions and keeping track of progress.
• Work with Project Managers to address gaps and ensure project information and documentation is complete and up to date.
• Track actions and deadlines, following up on overdue items and ensuring agreed actions are completed.
• Provide clear project updates, highlighting risks, issues, overdue actions and forthcoming milestones.
• Support Project Managers with governance meetings, stage gates and other key project activities.
• Coordinate meetings and workshops where required, capturing decisions and actions and following them through.
• Support the onboarding and change elements of projects affecting practice teams.
• Maintain organised and accessible project documentation.
• Support multiple projects and Project Managers, adjusting priorities as required.
• Build effective working relationships across IT and the wider business to obtain information and updates.
• Support the Portfolio team in maintaining visibility across projects and identifying areas requiring follow up.
• Contribute to continuous improvement by identifying and supporting better ways of managing and supporting projects.

Skills & Experience

• Experience of coordinating work involving different people, tasks and deadlines with the ability to keep things moving and follow up on outstanding items.
• Able to take responsibility for your own workload, use your initiative and adapt when priorities change, without needing constant direction.
• Excellent organisational skills, with the ability to manage multiple priorities, actions and deadlines and follow them through.
• A keen eye for detail, with the ability to identify information that is missing, out of date or inconsistent.
• Confidence to follow things up, ask questions and constructively challenge when something isn't progressing as expected.
• Clear written and verbal communication skills, with the ability to adapt your approach to different stakeholders.
• Ability to build effective working relationships with Project Managers, colleagues across IT and the wider business.
• Good judgement, including knowing when to seek further information or escalation an issue.
• Good working knowledge of Microsoft 365, particularly Excel, PowerPoint, Teams and SharePoint.
• Willingness to learn new systems, processes and ways of working.
• Previous practical experience in a project coordination, project support or a PMO environment.
• Practical experience of maintaining project plans, RAID logs, actions, milestones and dependencies.
• Experience of supporting several projects, workstreams or Project Managers at the same time.
• Experience of working in an IT or business change environment.
• Experience of portfolio-level reporting or coordination across a wider portfolio.
• Experience of formal project governance or stage gate processes.
• Experience of using Asana or other project or work management systems.
• A project or PMO qualification such as PRINCE2 Foundation, APM Project Fundamentals Qualification or P3O Foundation.

What We Offer

• 25 days’ annual leave plus Bank Holidays, with the option to buy up to 10 additional days or sell up to 5 days each year.
• Company pension scheme.
• Westfield Health cash plan, helping towards the cost of everyday healthcare and offering discounts with selected retailers.
• Enhanced maternity, paternity and adoption leave.
• Salary sacrifice schemes, including electric vehicles and Cycle to Work, subject to eligibility.
• £250 CPD allowance each year, plus support for relevant professional memberships.
• Opportunities for professional development and career progression, with exposure to a wide range of projects, technologies and business change.
• Discount for up to 3 of your pets at your local VetPartners practice.

Closing date: Midday on Wednesday 11th November 2026.