Project Coordinator

Sport Wales; Cardiff; Hybrid; GBP 37,000 - 40,000; Full time

Job summary

A national sports organization in Cardiff is seeking a Project Coordinator to ensure projects are well-structured and communicated effectively. In this role, you will facilitate meetings, maintain project documentation, and support collaboration across various teams to enhance performance in Welsh sport. The ideal candidate will have strong organisational skills and experience using project management tools.

Benefits

Flexible working options

Continuous professional development

Health and wellbeing benefits

Qualifications

• Experience coordinating multiple projects or programmes simultaneously.
• Proven ability to work collaboratively across teams.
• Experience preparing and maintaining accurate records and reports.

Responsibilities

• Support structured project delivery and ensure consistency.
• Coordinate project meetings and facilitate communication.
• Track timelines and escalate risks or delays.

Skills

Organisational skills

Communication skills

Interpersonal skills

Analytical mindset

Problem-solving skills

Experience with project management tools

Tools

SharePoint

Excel

Power BI

Job description

Are you passionate about helping teams work smarter, more collaboratively, and with greater impact across Welsh sport? This is an exciting opportunity to shape how the Sport Wales Institute plans, organises, and delivers its system and sport projects, tackling recurring challenges and creating long‑term performance impact across Wales.

As Project Coordinator, you will play a vital role in ensuring our projects are well structured, clearly documented, and move efficiently through the Sport Wales Institute Project Lifecycle. You will be the central point that keeps everyone aligned (Theme Leads, practitioners, National Governing Body partners, and the wider organisation), ensuring that information is accurate, communication is smooth, and progress is visible.

You will support the coordination of our evaluation meetings, maintain our Performance Project Portal, produce clear and accessible progress updates, and help embed consistent project management practice across the Institute.

Key Responsibilities

• Support structured project delivery and consistency.
• Support Theme Leads and project leads to apply the Project Lifecycle consistently across projects.
• Coordinate and document Evaluation Stage 1 & 2 meetings, ensuring decisions and actions are recorded.
• Track timelines, milestones, and deliverables, escalating risks or delays appropriately.
• Maintain accurate, current information within the Performance Project Portal.
• Capture and collate learning at Review & Learn stages to inform future planning.
• Coordinate and support the implementation of the Sport Wales cross‑organisational Project Management Delivery Team’s work within the Institute.

Portfolio and Reporting

• Maintain visibility and accountability across the project portfolio.
• Provide a central coordination point across all Institute projects, maintaining a clear overview of progress, capacity, and alignment.
• Produce concise updates and dashboards for leadership discussions.
• Contribute to regular portfolio reviews that inform planning and service capacity decisions.

Administration and Communication

• Coordinate project meetings, workshops, and documentation across teams and partners.
• Facilitate clear communication between practitioners, Theme Leads, and leadership, promoting consistency in project reporting.
• Ensure accurate documentation and storage of key project information, approvals, and outputs.

Process and Continuous Improvement

• Promote consistent application of the Institute's project tools, templates, and governance processes.
• Contribute feedback on opportunities to improve systems such as the Performance Project Portal or project templates.
• Support the embedding of a collaborative, evidence‑based project culture across the Institute team.

Ways of Working

The role reflects the Sport Wales Institute's collaborative way of working - open, curious, and purpose‑driven. The Project Coordinator will work flexibly across teams, supporting a balance between delivery discipline and creative problem‑solving that helps projects adapt, learn, and add measurable value to Welsh sport.

Key Relationships

• Clinical & Delivery Lead (line manager) & People & Services Lead
• Theme Leads (Health & Wellbeing, Athletic Development, Athlete Environments)
• Practitioners and Project Leads across Sport Science & Medicine disciplines
• Business Planning Group, Service Design & Communications team
• External partners, including National Governing Bodies (NGBs), UK Sport Institute (UKSI) colleagues, and academic collaborators including Welsh Institute of Performance Science (WIPS)

Values and Behaviours

• Learn Together: Constantly exploring, testing, and reviewing.
• Deliver Together: Sharing outcomes, nurturing open and honest relationships, providing robust feedback, and constantly improving performance.
• Celebrate Together: Recognising our shared successes through effective partnerships.
• Acting with Integrity: Understanding and respecting each other's culture and values and promoting equality and diversity.
• Adding Value: Ensuring the optimum mix of support, challenge, investment, skills, and expertise to achieve shared outcomes.
• Encouraging Innovation: Welcoming new ideas and approaches, supporting ambition and fresh thinking, and not being afraid to feel uncomfortable.

Experience

• Coordinating or supporting multiple projects or programmes simultaneously.
• Proven ability to work collaboratively across teams or departments, maintaining organisation and follow‑through in fast‑moving environments.
• Experience preparing and maintaining accurate records, reports, and project documentation.
• Experience within a sport, health, or performance‑focused organisation.
• Experience supporting or contributing to evidence‑informed projects or performance insight processes.
• Experience supporting project governance or lifecycle processes (e.g. evaluation, planning, monitoring, review).
• Experience contributing to system or process improvement initiatives.

Skills, Aptitudes & Abilities

• Excellent organisational skills and attention to detail.
• Strong communication and interpersonal skills, with the ability to build positive working relationships across a wide range of stakeholders.
• Ability to facilitate structured discussions, workshops, and project meetings that support clarity, collaboration, and decision‑making.
• Competence using collaborative tools such as SharePoint, Excel, and online project management or reporting systems.
• Analytical and problem‑solving mindset – able to interpret information and highlight key issues clearly.
• Ability to plan and prioritise effectively, managing competing demands to meet deadlines.
• Proactive, adaptable, and able to work independently within a team environment.
• Understanding of how science, evidence, and performance insight contribute to improving the sporting system in Wales.
• Ability to interpret and communicate data or evidence in ways that inform decision‑making.
• Ability to identify and propose practical improvements to systems, processes, or templates.
• Confidence in developing simple dashboards or visual progress reports using tools such as Excel or Power BI.

Special Circumstances

• Able to work flexibly including out of normal office hours.
• Able to travel as required.
• An energetic, driven and personable style with the credibility and profile to ensure the confidence and respect of staff and partners within a performance sporting environment.

Salary & Working Hours & Contract

Salary – £37,129.00 – £39,975.01 (Grade 6). Working Hours – 37 hours (consideration will be given to job sharing / reduced hours in line with our flexible working policy). Contract Type – Fixed Term 12 Months.

About Sport Wales

Sport Wales is the national organisation responsible for developing and promoting sport and physical activity in Wales. We are the main adviser on sporting matters to the Welsh Government and are responsible for distributing National Lottery funds. We aim to not only improve the level of sports participation at grassroots level but also provide our aspiring athletes with the support required to compete successfully on the world stage.

We work in partnership with Public Health Wales and the Welsh Government to embed movement into everyday life and improve health, wellbeing, and educational outcomes.

The Daily Active is a key commitment within the Healthy Weight Healthy Wales strategy. It is a whole‑school approach to physical activity, designed to create active learning environments that complement the Curriculum for Wales. From early 2026, a test‑and‑learn phase will begin, working with schools to embed this approach.

Equality, Diversity & Inclusion is at the heart of everything we do at Sport Wales. Further information on this can be found in our Equality, Diversity & Inclusion Statement here.

We are a progressive employer that offers excellent employee benefits and promotes a healthy work life balance, offering a range of flexible approaches to support you.

Language skills (bilingualism & multilingualism) are desirable characteristics across all roles within Sport Wales. We are passionate about promoting the use of Welsh language and, as part of our development programme, give everyone the opportunity to learn Welsh if they wish to do so, offering learning programmes from beginner right through to fluent.

Sport Wales embraces a blended approach to work, where you will be able to split your time between the office and home. Sport Wales careers are funded by Welsh Government and the National Lottery.

Sport Wales strongly advocates continuous learning and improvement. On your very first day of work, you will embark on a tailored induction programme and will be offered all the essential training to get you started. Joining Sport Wales means joining a culture of learning and continuous professional development. Job specific training, lunchtime workshops, coaching and mentoring, improving Welsh language skills and long term study opportunities are all part of being on our team.