Scheduling Coordinator

PROSPECTUS; Greater London; On-site; GBP 32,000 - 33,000; Full time

Job summary

Prospectus is seeking a temporary Scheduling Coordinator to assist a not-for-profit university partner in Central London. The role focuses on coordinating teaching resources, guest speakers and external partners to keep programmes well resourced and delivered to a high standard.

You will manage calendars, data in systems, procurement setup, and provide frontline stakeholder support in a busy environment. This 1-month contract offers hybrid working and a chance to contribute to world-class

Qualifications

• Recent experience in a not-for-profit or charitable organisation.
• Strong organizational and data handling skills with attention to detail.
• Excellent interpersonal and communication skills to manage stakeholders.

Responsibilities

• Coordinate scheduling of guest speakers and learning partners across programmes.
• Support contracting for external contributors, including speakers and suppliers.
• Manage onboarding of new suppliers, including procurement setup and system access.
• Maintain accurate programme schedules and input data into systems.
• Produce regular reports and support data-driven planning.
• Provide first-line support to stakeholders and handle queries.
• Assist with budgets, purchase orders and financial data as needed.

Skills

Scheduling

Stakeholder management

Not-for-profit experience

Administrative support

Tools

Procurement system

Job description

Location: Central London, hybrid (2 days on site per week)
Contract: Temporary, 1 month
Hours: Full-time, 35 hours per week
Salary: £17.53 per hour (+ holiday pay)(circa £32,000 salaried equivalent)
Start Date: ASAP

We are delighted to be supporting a prestigious university institution in their search for a temporary Scheduling Coordinator. This is an exciting opportunity for a highly organised and detail-focused higher education professional to play a key role in delivering world-class learning programmes. Working within a busy and collaborative environment, you will support the coordination of teaching resources, guest speakers and external partners, helping to ensure programmes are effectively resourced and delivered to a high standard.

Key Responsibilities

Scheduling and Coordination

• Coordinating the scheduling of guest speakers and learning partners across a portfolio of programmes.
• Supporting the contracting process for external contributors, including speakers, facilitators and suppliers.
• Managing the onboarding of new suppliers, including procurement setup and system access.
• Maintaining accurate programme schedules and ensuring all data is input and updated in relevant systems.

Data, Systems and Reporting

• Auditing and monitoring scheduling systems and databases to ensure accuracy and completeness of records.
• Producing regular reports and supporting analysis to inform planning and decision-making.
• Supporting data-driven insights, including trend analysis and forecasting where required.

Operational and Administrative Support

• Coordinating team calendars, meetings and administrative workflows.
• Providing first-line support to stakeholders, resolving queries and ensuring a high level of service.
• Processing purchase orders, invoices and financial data to support budget tracking.

Projects and Process Improvement

• Supporting small projects and initiatives, including research and process development.
• Reviewing systems and processes and suggesting enhancements to improve efficiency and service delivery.
• Contributing to a culture of continuous improvement and effective change management.

Key Requirements

• Recent, relevant experience in a similar role withina not-for-profit or charitable organisation.
• Excellent interpersonal andcommunication skills, withthe confidence to build strong stakeholder relationships.
• High level of organisation and attention to detail, with the ability to manage competing priorities and deadlines.
• Collaborative and proactive approach, with the capability to work both independently and in a team.

At Prospectus, we are committed to supporting you throughout your application journey. We welcome applicants from all backgrounds and do not discriminate based on age, gender, disability, race, religion, sexual orientation, marital status, or pregnancy/maternity.