The Scholars Programme Coordinator

THE BRILLIANT CLUB; Leeds; Hybrid; GBP 26,000 - 31,000; Part time

Benefits offered by this job

London weighting

Job summary

The Brilliant Club is seeking a part-time Coordinator to join the Scholars Programme Team, based in Leeds or London, with occasional travel to university partners. The role focuses on supporting the Programme Management and University Events teams, delivering high-quality administrative support and data management.

You will help plan placements, manage CRM data, prepare pupil handbooks and reports, and assist with tutor recruitment and event logistics.

Qualifications

• Excellent organisational abilities and attention to detail.
• Strong communication and stakeholder liaison skills.
• Experience with data handling and producing high-quality documents.

Responsibilities

• Support Programme Planning and delivery to ensure priorities are met and graduation events run smoothly.
• Assist with tutor recruitment interviews and tutor training days, including event logistics.
• Coordinate university events, manage pre-event communications and data management.
• Create and maintain programme management and data dashboards in CRM software.
• Provide administrative support across the team and assist with general office tasks.

Skills

Organisational skills

Attention to detail

Stakeholder liaison

Communication

Data handling

Tools

Excel

CRM software

Microsoft Office

Job description

We are excited to be recruiting a Coordinator to join The Scholars Programme Team and support us to deliver high-quality Scholars Programme placements. The Coordinator supports the Programme Management and University Events teams, and wider organisation, helping to ensure strategic priorities are effectively delivered, and that schools, tutors and universities receive a high-quality service. The role will lead on several administrative processes and will include regular document creation, data input and management, liaising with stakeholders, and supporting Scholars Programme events. This role requires an organised, detail-oriented and collaborative individual, with experience of liaising directly with stakeholders. The postholder will be positive and proactive, with a commitment to delivering excellent standards. They will be confident working with data, maintaining accurate records, and producing high-quality resources. They will champion the charity's values and embody them in interactions with colleagues and partners. This role can be based in our London or Leeds offices and will involve some travel to deliver events at our different university partners. Some travel will also be required (mainly to London) for events and to attend in-person meetings. The following areas of responsibility are the core of the role. However, the role is flexible and will vary according to the needs of the team, and the background and experience of the successful applicant.

Programme Planning and Delivery support

• Support all members of the Scholars Programme team to ensure strategic priorities are delivered effectively, resulting in the best possible pupil outcomes and high-quality graduation events at our partner universities.
• Support nationally with the setup of The Scholars Programme placements including tutorial scheduling, creating IT system logins, and maintaining information on The Brilliant Club's CRM software.
• Support with the creation of documents and correspondence for different stakeholders including pupils, teachers, PhD tutors and university colleagues, in particular supporting with the formatting of pupil handbooks and impact reports.
• Keep internal how-to guidance on programme management systems and processes up to date.
• Support with the delivery of tutor recruitment interviews and Scholars Programme tutor training days, including managing administrative processes, on-the-day logistics and technology support for online events. Some evening and weekend work will be required.

Event Coordination and Support

• Support the University Events Manager and Officer to deliver effective Scholars Programme university events. These events will be a mixture of in person and online, so will require detailed knowledge of online platforms.
• Lead on the administration processes involved in the effective running of university events including document creation, corresponding with internal and external stakeholders, pre-event communications and data management.
• Support the Scholars Programme Team with the planning of university events. This may include printing materials, preparing resources, and liaising with internal and external stakeholders.
• Support with the delivery of Scholars Programme university events and lead on administrative processes including on-the-day logistics of in-person events and technology support for online events. Some evening work will be required.
• Lead on the management and coordination of document storage and deletion for the University Events Team.
• Manage the external printing process of pupil graduation certificates.
• Support the University Events Manager to evaluate university events, including collating and cleaning feedback, and attendance and engagement data.

Data reporting and tracking

• Work with the Programme Delivery Manager to support the creation of high-quality school impact reports.
• Lead on the creation of impact reports for university partners, producing trip feedback reports for university partners and annual impact reports for universities.
• Support with data management across the Programme Management team, leading on all administrative processes. This will include data entry, physical data storage, requesting data from external stakeholders and informing team members about data that has not been returned.
• Create and maintain programme management and data management dashboards on The Brilliant Club's CRM software.

Technology support

• Support the moderation of pupil and tutor messages through our virtual learning environment, the Hub.
• Support with troubleshooting issues and testing developments, including responding to stakeholder queries.

Stakeholder management

• Support the Programme Management team to maintain relationships with schools, tutors and universities. This may include responding to correspondence, calls, and queries at events.
• Monitor and respond to correspondence through the shared schools and university events mailboxes.
• Collect and track data returns from stakeholders across the programme.

Wider Support

• As required, support the Programme Management and University Events teams and the wider Brilliant Club team on general admin and office management.
• Across the charity we all pitch in to help different teams and areas of work. This may mean you attend and support with the delivery of other teams' activities and events. From time to time, you may also work with another team for a fixed period of time, or collaborate on a project to ensure we deliver for the young people we serve. We think this is a good way to gain experiences in different areas of the organisation and enhance your professional skills.

The role will best suit someone who

• Has excellent organisation skills, including the ability to balance complex and competing needs
• Is a collaborative and strong team player, including supporting those in other teams during peak periods
• Has a good working knowledge of Microsoft Office, is enthusiastic about working with data and records, and can produce high-quality documents with excellent attention to detail
• Takes initiative to complete and improve administrative processes
• Has experience working with a range of stakeholders, taking a sensitive, positive approach to problem solving
• Adheres to information security policies included in the charity's ISO 27001 manual and complete information security training
• A demonstrable passion for furthering The Brilliant Club's mission.

Time and Resource Management

• Excellent organisational skills, with an ability to prioritise and manage time effectively.
• Ability to identify opportunities to save time/resource.

External Stakeholder Knowledge and Management

• Confidence in handling enquiries from external stakeholders and adapting approach to meet different needs.
• Understanding of the main stakeholders at The Brilliant Club.

Communication

• Excellent written and verbal communication.
• Adherence to rules and policies for confidentiality, data protection and information security.

Initiative and Problem Solving

• Ability to quickly identify problems or inefficiencies in systems and suggest solutions or improvements.
• Effective use of systems and structures to solve problems in a timely manner.
• Proactively looks for ways to help others, seeking advice and permission as required.

Developing Self and Others

• Self-reflective and committed to own professional development.

Role-specific Knowledge and Skills

• Essential - Adhere to information security policies included in the charity's ISO 27001 manual and complete information security training.
• Essential - Ability to deal with sensitive issues and to demonstrate strict confidentiality.
• Essential - Good working knowledge of Microsoft Office, including demonstrable experience with Excel or willingness to learn.
• Essential - Ability to produce high-quality documents with excellent attention to detail.
• Desirable - Good working knowledge of ICT systems, including CRM software.

Role-specific Experience and Qualifications

• Desirable - Previous work experience in a professional environment.
• Desirable - Previous experience of working with young people, in schools or universities.

Part-time (18.75 hours a week, preferably Monday to Wednesday, however we are flexible for the right candidate) Permanent Education

£28,544 (£14,272 Pro Rata) (plus £2,000 London weighting for those living within the M25, pro-rated for part-time staff, or LLW equivalent top-up for those based in London but living outside the M25).

Youth and Children