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Project Coordination/Manager

THE ORGANISATION

The Women’s Prize Trust is a registered charity whose mission is to enrich society by creating equitable opportunities for women in the world of books and beyond. Essentially, we believe that we can change the world through women’s voices, opening up pathways into reading and writing for the storytellers and booklovers of tomorrow. 

We mastermind the Women’s Prize for Fiction – the world’s greatest celebration of women’s creativity for almost three decades – and the inaugural Women’s Prize for Non-Fiction, which will first be awarded in June 2024. We run interventionist programmes for women writers at the start of their writing journey, and all readers, to unlock potential, boost confidence, and increase skills and knowledge. 

As a result, we are developing a global community of women writers and readers, reducing social isolation, and enhancing mental health and wellbeing.

Read more about our work and values here

THE ROLE

With the launch of the Woman’s Prize for Non-Fiction, the 30th anniversary of the Women’s Prize for Fiction and the increasing scope of our outreach activity, this is an exciting time for the Women’s Prize Trust. 

This is a rare opportunity for a dynamic and tenacious candidate to join the small, busy executive team of the Women’s Prize, working across a portfolio of promotional projects, ensuring that all activity is delivered on time, to budget and to objective. A varied and challenging role for someone embedded personally or professionally in the book world or arts and culture, this is a pivotal role centring on strong organisational and communication skills. There is some flexibility on the level of the role depending on the successful candidate’s experience.

Within the portfolio, along with our fiction and non-fiction prizes, we run programmes including Discoveries, Horizons and 1000 Lives. Your input will stretch across programme development, fundraising, events, podcast, talent management, merchandise, digital, helping with the virtual office and operations. Being a small team means we all do many things, and there is a high-low nature to all our roles.

This role reports to the Executive Director, and works across the Executive team, the board of trustees, sponsors, partners, publishers and delivery agencies. It is an inward and outward-facing role. 

KEY RESPONSIBILITIES

Project coordination/management – responsible for creating and managing schedules and budgets. Planning, overseeing and ensuring the smooth delivery of the key beats in the prizes and programmes cycles, including launch, longlist, shortlist and winner announcements

Team/supplier coordination – generating task lists and ensuring the supporting members of the delivery team stay on track through regular check-ins and status updates. This might include media, marketing, social media, events and content for prizes and programmes

Coordinating the submissions process for the prizes – including the call for entries to publishers, eligibility checking, liaising on queries, managing book stock, and allocating books to judges

Coordinating the judging processes – including acting as judges’ principal point of contact, providing guidance throughout the reading and judging process, content and promotional requests, travel and diary management, etc

Stakeholder and beneficiary management – including writers, readers, publishers, agents, sponsors, partners and suppliers. Building and maintaining relationships, delivering activity for maximum impact, and monitoring and reporting on activity

Logistics – organising meeting venues, travel and accommodation for judging meetings and other opportunities, such as festivals 

Impact – monitoring and evaluating the impact and value of all activity; coordinating reports for stakeholder groups; managing the alumna network across prizes and programmes, and facilitating the feedback loop/ongoing support for beneficiaries  

Prizes and programmes development – working with the Executive Director and Development Director to extend activity, outreach and impact, linked to funding opportunities 

Other tasks as needed, including:

  • Admin – Creating and circulating meeting agendas and actions, customer service, stock reporting and other data management. fulfilling company secretarial duties including board administration, annual reporting and other legal requirements to Charity Commission and Companies House
  • Financial admin – day-to-day coordination of finances, including tracking, forecasts and reconciliation
  • Ambassador – acting as a spokesperson and fundraiser for the Women’s Prize Trust 
  • Other duties reasonably required to support the charity

KEY SKILLS AND EXPERIENCE

Essential

  • A deep interest and passion for books matched with a practical ability and desire to get things done
  • Experience within a role where organisational and communication skills are paramount
  • Demonstrable project management skills, particularly schedules and budgets, and experience multi-tasking and prioritising competing tasks to deadlines
  • Demonstrable experience coordinating both internal and external stakeholders
  • Exceptional interpersonal skills including the ability to adapt communication appropriately with a wide range of stakeholders
  • A high level of written and verbal communication skills
  • Digitally savvy – experience using Google Suite, Zoom, Teams, Dropbox, Microsoft Office, social media, etc

Desired but not essential

  • Experience with the book world including publishing, editorial, publicity or marketing 
  • Experience in fundraising – corporate sponsorship, trusts and foundations, individual giving
  • Experience in events management and/or digital/community management 

KEY COMPETENCIES

We’d love to hear from you if you have: 

  • A practical, efficient, roll-up-your-sleeves approach to work
  • An acumen for working in a fast-paced environment
  • A love for creative and collaborative work in a small team 
  • Excellent attention to detail
  • A demonstrable love of reading (perhaps, even writing)

And are: 

  • A warm personality – a person who inspires confidence and trust 
  • A team player who is able to positively contribute to and collaborate with the team and wider WPT network
  • A resilient, resourceful and adaptable person
  • Able to work independently and autonomously, using initiative and proficient problem-solving skills
  • Someone who is highly motivated with a strong work ethic – and stamina, you’ll be expected to work some additional and out-of-office hours
  • Results-oriented – your role will be informed by data, and you will love spreadsheets and surveys
  • Passionate about women’s voices and the transformative power of reading and writing. 

TERMS AND CONDITIONS

Reports to: Executive Director

Contract: Full-time and Permanent

Salary: £32k+ depending on experience 

Location: This is a London-based hybrid role with a certain amount of face-to-face time. Working space in London also potentially available for some of the time if required.

Hours: The team at WPT work flexibly and hours can be agreed with the Executive Director to best suit the needs of the successful candidate. Due to the nature of the role and the work of WPT, some evening and weekend work will occur and a Time Off In Lieu Policy is in place.

Annual Leave: 28 days plus bank holidays 

Pension: Statutory contribution after three-month probationary period 

APPLICATION INSTRUCTIONS

  • To apply please send a cover letter of no more than two pages outlining your suitability for the role and a CV by the deadline of 9am on Monday 11th December via LinkedIn.
  • In your covering letter, please indicate why you are interested in this role and how your experience and skills match the person specification. 
  • Please note that you need to upload your cover letter and CV in one document; LinkedIn does not accept two attachments.
  • Applications without cover letters will not be considered. 

RECRUITMENT ADMIN

Successful candidates will be contacted and invited to interview which will take place as follows:

  • First Round Interview to take place via Zoom on Friday 15th and Monday 18th December 2023.
  • Second Round Interview to take place in person in central London on Monday 8th January 2024.

The Women's Prize Trust is committed to diversity and to providing equal opportunities for all. WPT is especially interested to hear from candidates from backgrounds, communities, perspectives, and skillsets that are under-represented in publishing and the arts and culture sector. If you self-identify as from a disabled and/or a Global Majority background or experience, please state so in your cover letter. 

We actively encourage all applicants to share with us how you might perform best throughout our recruitment process as such should you wish for us to adjust the process in order for you to shine, please get in touch via jobs@womensprize.com 

Project Coordination/Manager

Women's Prize Trust, London
Full-time, Permanent
Professional, Publisher, Trade
Administration, Events, Publishing, Management, Communications, Project Management
Salary description: 
£32k+ depending on experience

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Experience within a role where organisational and communication skills are paramount Demonstrable project management skills, particularly schedules and budgets, and experience multi-tasking and prioritising competing tasks to deadlines