Projects Coordinator

Who are we?

South Western Railway (SWR) operates over 1,500 services each weekday across the network and employs more than 5,000 people. We provide easy and convenient mobility, connecting people and communities in South West London, southern counties of England, and the Isle of Wight.

Join our team and help us continue to bring people together to get the most out of life.

About the job

The Project Coordinator reports to the Coordination and Reporting Manager and is responsible for providing project administrative support across the Head of Project Development and Head of Projects teams.  This includes project reporting, governance meetings, the Project Library and the Portal / Workfront.  In addition, the role will undertake activities including purchase order processing, action tracking and note taking.  This is done through working collaboratively across the Projects and Change team and wider business to support the effective and successful management and delivery of projects.

Your main responsibilities will be:

• Support the Coordination and Reporting Manager with the reporting and administration of project governance meetings, including minute taking and action tracking.
• Maintenance and administration of the Project Library, working with Project Managers to ensure it is being used effectively and efficiently and all project data is up to date and accessible.  This includes establishing a document control process and ensuring this is adhered to.
• Administration of the Portal / Workfront, ensuring all processes and templates within the Project Management Framework are up to date and accessible.
• Maintain the Lessons Learnt register and support, the Benefits Manager in its active use, including sharing of best practice and lessons across the project teams.
• Support with project scheduling and resource planning.
• Raise and process authority to incur spend forms in relation to purchase orders for staff.
• Support Project Managers in Receipt purchases and arrange approval of invoices.
• Provide assistance with internal communications for the Projects and Change team.
• Provide administrative support to the Projects and Change Function

Key Safety and Environmental Responsibilities

• Take responsibility for the safety of yourself, colleagues and anyone else who could be affected by what you do, or don't do
• Follow the rules and procedures that are applicable to your role
• Never walk by an unsafe condition or an unsafe act without either taking action or reporting it to somebody who can take action
• Tell your safety representative, line manager or a member of the Safety team if you have an idea for how we can improve safety

You'll need to be:

• Ability to learn quickly and adapt to work with new systems, processes and people.
• Strong administration, planning and organisation skills
• Ability to take initiative, successfully adapt to changing priorities and work under time pressure.
• Good analytical and problem-solving skills.
• Excellent interpersonal and communication skills, with an ability to work collaboratively with people across functions and departments, both internal and external.
• Understanding of project management methodology.
• Experience of working in a cross-functional environment.
• Good working knowledge of IT applications, including MS Office (in particular Excel) and Adobe Acrobat.

Highly Desirable Traits but not essential:

• Knowledge and experience with Adobe Workfront
• Knowledge and experience with E-procurement system (Neptune) and SAP.
• Knowledge and experience of advanced Excel skills, such as, Marcos and VBA.

About the location

South Western Railways HQ is based on the 4th Floor at South Bank Central, a stone's throw from the River Thames and a 10 minute walk from our busiest station, Waterloo. It is local to many well-known attractions, restaurants and retail facilities and is easily accessible by public transport. 

Working pattern

You will be working 37 hours across 5 days, typically Monday to Friday.

The role is based in South Bank Central, however there can be flexibility.

The Reward

In return we offer a competitive salary and a variety of valuable benefits, including:

• Free duty and leisure travel on SWR services for employees
• Free leisure travel for spouse/partner and dependants (criteria dependent)
• 75% discount on many other train operating companies
• Full training and support with development
• Excellent pension scheme

We all belong at SWR. Our vision is to provide an inclusive environment for all colleagues, across its group of businesses, ensuring all candidates have an equal opportunity to access meaningful employment.

We value our differences such as age, gender, LGBTQIA+, ethnicity, religion, and disability. We maintain a zero tolerance towards any form of prejudice towards our colleagues, customers, and future talent.

We celebrate and encourage diversity of thought, progressive ways of working and seeing all our colleagues grow and thrive.

We review all roles and job descriptions to ensure they are accessible and, where possible, we support and provide flexible working options; we recommend that you refer to each vacancy description for further details.

If you require additional support to complete your application due to a disability or neurodivergent condition, for example, dyslexia, dyspraxia, or autism, please follow the links below.  We encourage you to share any additional needs you may require so we can provide a fair and equal process for all who apply.

https://exceptionalindividuals.com/neurodiversity/

https://www.healthassured.org/blog/neurodiversity/