Hong Kong Welcoming Project Administrator and Coordinator (P/T)

Welcoming Committee for HongKongers

Role Description

The Project Coordinator and Administrator will maintain relationships with funders, stakeholders and other interested parties including government officials, journalists, private and charitable organisations. When needed, the Project Coordinator and Administrator will also attend meetings and events held by other organisations.

Responsibilities and activities include maintaining systems and processes, particularly in relation to its regular meetings and advisory group. This will include updating the stakeholder database and sending out regular updates and findings. The postholder will also work, as needed, on communications and events.

The Project Coordinator and Administrator will assist the Research Manager in submitting regular reports as requested to the project funder, at the Department for Levelling Up, Housing and Communities (DLUHC).

The role requires strong administrative, and coordination skills, including organising meetings, building and maintaining good relationships with funders and stakeholders, budget management and maintaining contact databases.

The post holder will work closely with managers at the Welcoming Committee responsible for the research programme and for media and communications. They will also have frequent contact with the British Future team. Given the frequency of contact with Hong Kongers, the ability to speak Cantonese would be an advantage.

The post is based at British Futures office in Borough, close to London Bridge. The team works partly from the office and from home . It would be preferable for the Research Project Coordinator to have a similar pattern of working.

The tasks to be performed by the Project Coordinator and Administrator include:

  • Maintenance of the Welcoming Committee Whatsapp, Signal and Telegram accounts
  • Communications with Advisory Group
  • Assist Research team with interviews and roundtables as needed
  • Input to the Communications team on website design and development
  • Monitor the general info email address for inquiries from the public
  • Distribute updates and information to stakeholders through Mailchimp
  • Coordinate with Accounts team on the budget and manage online workspace (G-Suite)

The Project Coordinator and Administrator is expected to organise and attend the following regular meetings, keeping records of discussions and any agreed action:

  • Weekly operations meeting with the Research team
  • Weekly operations meetings with the wider Welcoming Committee team
  • Quarterly Advisory meetings of the Welcoming Committee for Hong Kongers
  • Monthly meetings of the Welcoming Committee for Hong Kongers forum
  • Meetings with DLUHC (every 3 weeks)

Conditions

This is a post of 6 months, 21 hours a week, with the distribution of hours to be agreed. The Welcoming Committee project has guaranteed funding until the 31st March 2023 but future funding, either on Hong Kong welcoming or related work is likely.

The post is within the salary range £25,000-£28,000 (pro-rata).

The remuneration package includes a contribution towards a personal pension plan of up to 10% of gross salary, based on double-matching employee contributions. Annual leave is 30 days a year.

Our standard office hours are 9am-5pm, Monday to Friday but a willingness to work flexibly and occasionally out of hours (with time off in lieu) is needed for this post.