Project Co-
Ordinator
Job Title
Faculty/ School/Department
Responsible to:
Project Co-Ordinator
IT Services
Senior Project Manager
Job Purpose
Provide support and guidance on portfolio, programme and project management
processes, procedures, tools and techniques. Support includes definition of portfolios,
programmes, and projects; advice on the development, production and maintenance of
business cases; time, resource, cost and exception plans, and the use of related software
tools. Tracking and reporting of programme/project progress and performance are also
covered, as is the capability to facilitate all aspects of portfolio/ programme/ project
meetings, workshops and documentation.
Main activities and responsibilities
1. Use recommended project control solutions for planning, scheduling and tracking
projects.
2. Set up project files, compiles and distributes reports. Maintain programme and project
files.
3. Provide administrative services to project boards, project assurance teams and quality
review meetings
4. Provide guidance on project management software, procedures, processes, tools and
techniques.
5. Provide basic advice and guidance on individual project proposals and plans
6. From supplied planning and actual data, use spreadsheet and project management
software to set up work breakdown structures and project networks.
7. Produce planned and updated project and summary reports, including cost
breakdowns and summaries.
8. Maintain project performance metric data and estimating models. Review models and
recommends changes.
9. Administer project and programme change control.
10. Administer the Configuration Management system for the project.
Additional Key Requirements:
Managing People and Resources
Has some responsibility for the work of others and the allocation of resources.
Plans, schedules and monitors own work (and that of others where applicable)
competently within limited deadlines and according to relevant legislation and procedures
Communication
Required to communicate fluently orally and in writing, and to present complex technical
information to both technical and non-technical audiences.
Usually receives specific instructions and has work reviewed at frequent milestones.
Takes the initiative in identifying and negotiating appropriate personal development
opportunities.
Collaborative working
Project Co-
Ordinator
Works with and influences team and specialist peers. Influences customers at account
level and works collaboratively with colleagues across the University.
Has working level contact with customers and suppliers
Appreciates the wider field of information systems, and how own role relates to other roles
and to the University.
Initiative, problem solving and decision making
Works under general direction within a clear framework of accountability.
Exercises substantial personal responsibility and autonomy.
Plans own work to meet given objectives and processes.
Makes decisions which influence the success of projects and team objectives.
Performs a broad range of complex technical or professional work activities, in a variety of
contexts.
Investigates, defines and resolves complex problems. Uses discretion in identifying and
resolving complex problems and assignments.
Determines when issues should be escalated to a higher level.
Applies methodical approach to problem definition and resolution.
Understands and uses appropriate methods, tools and applications.
Demonstrates an analytical and systematic approach to problem solving.
Absorbs and applies technical information.
Works to required standards.
Work Environment
Be aware of the risks in the workplace and potential impact on own work and that of
others.
Person Specification
 Degree or relevant professional qualification
 Probably educated to bachelor degree level or holds a relevant professional
qualification.
 Has achieved proficiency in the Task of Portfolio, programme and project support Level 2.
 Is familiar with the project development life-cycle and typical issues associated with
the implementation of IT projects.
 Good oral and written communication skills.
Able to demonstrate familiarity with:
 Organised and documented sets of techniques, intended to facilitate the structured
development of applications. Examples: XP (Extreme Programming), RUP (Rational
Unified Process), Objectory/UML(Unified Modelling Language).
 The collection, analysis and application of historical and synthetic measurements in
the estimation of IT activities. Examples: Development metrics (function point analysis,
lines of code), Service metrics (capacity, throughput, response times), Life Cycle
metrics (% successful projects/products per phase).
 Automated tools to assist in the project management process, by automating
mechanical tasks such as scheduling, resource balancing, and time recording. Tools
and techniques for risk management. Examples: Open Workbench, Microsoft Project,
RiskyProject.
 Methods and techniques associated with planning and monitoring of projects.
 Methods and techniques for writing effective reports.
Project Co-
Ordinator
Special requirements
Able to undertake duties at different premises including any University campus as
required.
IT Services provides services across extended hours. A variety of shift patterns, duty
management rotas and on-call arrangements will be applicable.
Expectations of all staff
Professional standards
All staff employed by Birmingham City University are expected to exhibit high professional
standards which promote and demonstrate the University’s core values of Excellence,
People Focused, Partnership Working, Fairness and Integrity.
Equal Opportunities
All staff are expected to understand and enact the University’s commitment to ensuring
equality and diversity in all activities. This commitment is enshrined in the Equality
Statement and core values.
Dignity at work
Every member of staff has a responsibility to ensure colleagues are treated with dignity
and respect.
The University is committed to creating a work environment for all staff that is free from
harassment, intimidation and any other forms of bullying at work, where everyone is
treated with dignity, respect and professional courtesy.
Health and safety
The arrangements for meeting the University’s health and safety objectives are contained
in the Birmingham City University Health and Safety Policy. This includes the
responsibilities of key staff and procedures covering the main activities of the University.
All staff are expected to take reasonable care of themselves and those that may be
affected by their actions.
Dress code
The University does not operate a formal dress code for its employees, other than for
those who are provided with uniform and/or protective clothing. However, employees must
ensure that their dress is professional, reasonably smart and appropriate for the situation
in which they are working. All staff should ensure that they present a professional image
and one that reflects sensitivity to customer perceptions. This may reflect their ethnicity
and lifestyle, but should not be provocative or cause offence to those with whom they
have contact.
Citizenship
All staff are expected to adhere to good citizenship, being generous with help and support
to others, collaborating with colleagues and working for the benefit of the University as a
whole. In particular working to provide a positive student experience and achieving
excellence in all the University’s activities.
This job description indicates the expectations of staff at this level. Job descriptions are
not exhaustive and you may be required to undertake other duties of a similar level and
responsibility.
Project Co-
Ordinator
Birmingham City University has adopted the Skills Framework for the Information Age
(SFIA) to describe and manage competencies required of its ICT professionals. Further
detailed information about job requirements, skills and knowledge requirements and
additional work activities can be found in the full SFIA profile for this role.