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POPPYSCOTLAND & LADY HAIG POPPY FACTORY

Job Title Bud Project Coordinator

Reporting To Deputy Head of Learning & Outreach

Background

Bud is a unique and ambitious project taking elements of Poppyscotland’s archive collection and highlights of Lady Haig’s Poppy Factory tour experience, interpretation and learning facilities on the road. The purpose-built vehicle is free-to-access and accessible-to-all and will facilitate delivering lessons and activities related to the poppy, remembrance and veterans all across Scotland. Bud will act as a legacy to commemorate the centenary of the end of the First World War. It will also support the centenaries of the first Poppy Appeal in 2021 and the opening of Lady Haig’s Poppy Factory in 2026. It will start conversations about the poppy, remembrance and veterans.

The role will involve working to engage a wider range of people with this heritage and potentially change their attitudes and/or behaviour by using Bud to engage approximately 50,000 people per year. Bud will be used to particularly target: young people; communities in the top 15% of the Scottish Index of Multiple Deprivation; minority ethnic communities; rurally isolated communities; multi-faith communities and disengaged or disenfranchised audiences.

Role Purpose:

To coordinate the delivery of the Bud programme, planning and delivering a schedule of visits in line with defined objectives. The role will coordinate logistics, develop relationships with a range of local and national partners and ensure that Bud is promoted across new and existing audiences. The role may be expected to support the Learning and Outreach Officers on an ad-hoc basis.

The role will be based in the Glasgow office but some travel within Scotland and weekend work will be required.

Key Responsibilities:

Project/Programme Management Coordinate the delivery of the Bud programme, planning and delivering a schedule of visits in

line with defined project objectives Provide project management support, including project evaluation and production of funding

delivery reports Understand the aims of the Bud project and conduct the role with these in mind at all times

Events Management and Marketing

Combined JD & JE template May 2019

Negotiate, secure and manage Bud’s presence at local and national events (e.g. Royal Highland Show)

Publicise Bud at local and national events, conferences and forums and identify opportunities to reach new audiences

Write and produce promotional campaign materials including posters and social media

Planning and Organising Coordinate cost-effective logistics for the Bud team: create and share weekly schedules and

arrange accommodation and travel Manage all pre-arrival information for school visits Act as the central liaison for the Bud team and action all communications received through the

Bud website Booking accommodation for the Bud vehicle recognising the infrastructure constraints of some

parts of rural Scotland

Compliance / Regulations / Governance Ensure all activities collect, maintain and manage organisational data in accordance with

relevant legislation and Poppyscotland policies

Contract / Supplier Management Coordinate vehicle maintenance contracts and vehicle inspections for HGV’s in line with

appropriate legislation

Financial/Resource Management / Reporting Maintain accurate records of income and expenditure against the budget and ensure agreed

targets and performance indicators are met to meet the standards set by our funders

Health and Safety Ensure health and safety standards are maintained and identify and highlight any deficiencies

in those arrangements e.g. ensure staff receive appropriate first aid and manual handling training

Manual Activity On occasion help to set up and open up the vehicle appropriately for the audience

requirements. On occasion drive a support vehicle (large van) to and from outreach activities throughout

Scotland.

Property / Estates / Facilities Management To identify and highlight any maintenance issues of the truck and the exhibits on board.

Research Research and contact local community groups to complement the school visits programme

Stakeholder Relationship Management Meet and liaise with local authority contacts across Scotland to plan locations suitable for the

vehicle Proactively develop and maintain relationships with new local and national partners, including

schools and learning organisations across Scotland


This job description reflects the current scope of duties and responsibilities of the role. The post holder may be asked, and is expected, to undertake any other duties commensurate to the grade of the post. As duties and responsibilities change and develop, this job description will be reviewed and may be subject to amendment.

GENERAL

To work in accordance with Poppyscotland’s shared values of Service; Collaboration; Passion; Excellence; Valuing our people which underpins the fundamental beliefs and qualities of who we are and what we do.

To be responsible for your own health and safety and that of your colleagues, in accordance with the Health & Safety at Work Act (1974) and relevant legislation, including reporting any health and safety hazard immediately you become aware of it.

To work in accordance with the General Data Protection Regulations and Data Protection Act 2018.

It is clear that due to the nature of the work of the Legion, the post holder may have access to material which is confidential. It is a condition of their contract of employment that they ensure that no confidential material is leaked from the department to unauthorised personnel.

To implement the Equal Opportunities Policy into your daily activities. We are an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity. All employees are required to work in accordance with the Equality Act (2010).


PERSON SPECIFICATION

CRITERIAESSENTIAL

/ DESIRABLE

HOW TO BE MEASURED

QUALIFICATIONS

Higher level of school qualification including English and Mathematics or relevant work experience E Application/Interview

Full UK driving licence E Application/Interview

KNOWLEDGE & EXPERIENCE

Proven project management skillset – ability to manage conflicting priorities and work to tight deadlines E Application/Interview

Relationship management experience, including working with internal and external stakeholders to deliver a shared objective E Application/Interview

Financial administration experience, including processing payments and maintaining accurate expenditure detail E Application/Interview

Event management experience D Application/Interview

Marketing experience, including social media and press releases D Application/Interview

Experience of project monitoring and evaluation processes D Application/Interview

Knowledge of the Scottish education system D Application/Interview

SHARED VALUES AND BEHAVIOURS

ServiceWe support and serve. We are compassionate. We provide great customer care to all the people who come into contact with us. We are accountable and act with integrity.

CollaborationWe value working together and with partners to achieve shared goals. Through strong communication and support, we build

Interview

Interview


trust with each other and treat everyone with respect and honesty.

PassionWe are passionate about our role and contribution. With a positive outlook we are resilient and committed to our work.

ExcellenceWe strive to be the best we can. We are effective and efficient. We are bold. We are open to new ideas and approaches, challenge each constructively and are willing to learn.

Valuing our PeopleWe support, encourage and provide opportunities for all our people – ensuring we recognise and value everyone’s contribution.

Interview

Interview

Interview

SKILLS & ATTRIBUTES

Excellent interpersonal skills and the ability to represent the organisation effectively to a wide range of external stakeholders, including children and young people

E Application/Interview

Strong new business development and networking skills E Application/Interview

Strong written communication skills with the ability to produce accurate and effective information for a range of audiences


Ability to use initiative and a willingness to take on responsibilities, challenges and work independently


Ability to assimilate information quickly E Application/Interview

Experience with IT packages including Office (Outlook, Word, Excel, PowerPoint) and databases E Application/Interview

Physically fit and able to manually set up/set down truck, which involves lifting, lowering, pushing, pulling and carrying.


SUPPORTING INFORMATIONFor the organisation wide re-evaluation exercise, please ensure the following information is also completed for each job. It provides additional detail needed to support effective evaluation of the job. Please complete all sections. Where any sections are not applicable to a role - please state N/A.

Planning and Decisions:What sort of deadlines does this role work to? Specify short (2-4 weeks), medium (3-6 months), long term


(12months +) (with example and timescales)

The role works to a range of deadlines, with both an overview of Bud’s activities up to a year in advance and a responsibility to respond to last-minute changes/additions.

Short term deadline example: A colleague has an event they have realised at the last minute that Bud should attend, with the event taking place in a few days. The role responds and coordinates Bud’s attendance within the short deadline.

Medium term deadline example: The role monitors Bud’s maintenance requirements and ensures inspections and services are scheduled regularly in line with relevant legislation.

Long term deadline example: Bud has just completed a successful weekend at a major national event (e.g. Royal Highland Show). The role starts looking ahead to the following year to secure Bud a place at the event again.

Is this post responsible for forward or strategic planning? Specify, for what purpose and to what extent e.g. 6 months or 3-5 year planning

The role plans a schedule for Bud up to at least one year in advance.

Approximately how many posts are under the role’s reporting line? (Including those that are managed directly and indirectly).

N/A

If this post has line management responsibility - how does it manage direct reports

N/A

What are the type of decisions the post holder would be responsible for? Please give at least two examples.

- Events and school visits: Which to attend, deciding on logistics for a cost-effective route around Scotland, ensuring Bud is at events that are in line with Bud’s aims of reaching diverse audiences etc.

- Reactive decisions: problem solving for the Bud team whilst they are out on the road- Staffing: determining rotas for Bud team.

What decisions are referred to the People Manager?e.g. staff performance issues, review of policy / procedure changes

Any concerns about the truck or the safety or wellbeing of the team are passed on.Any changes to the truck infrastructure, fixtures and fittings.Any part of the education delivery, resources, learning materials and pack.Any financial decisions about the truck.Any decisions about how the truck is promoted.Any decisions about where the truck visits when there is a clash, unusual request or which audience would be a better choice.


Hardest Part of the Job:Describe what is the most difficult, complex or challenging part of the job and explain why.

The Bud project is new and has no precedent in Poppyscotland, and as such the role has involved a lot of establishing processes and procedures from scratch, as well as dealing with issues as and when they arise for the first time. Ongoing, this unpredictability will remain the most challenging part of the role – by its very nature the Bud project is an expensive mobile unit to which anything can happen. Planning logistics to try to foresee and mitigate any issues can be complex.

Contacts:Which key internal and external stakeholders does the post holder have to work with to be successful in their role? (Limit to a maximum of 6 key examples - state how often this contact takes place)

Internal teams (fundraising, learning, marketing, welfare and finance) – DailySchools/teachers/head teachers – DailyEvent organisers – DailyBud contractors/suppliers – weeklyLocal Authorities – Twice weeklyMaintenance contractors – Twice monthly

With whom does this post have regular (weekly) work contact?

All internal teamsSchools/teachers/head teachersEvent organisersLocal AuthoritiesBud contractors/suppliers

For what reason does the postholder have regular contact with others? # delete as applicable and supply more information where answer is YReceiving or giving information? YExplaining Bud’s purposeExplaining availability and spatial requirementsCommunicating Bud’s schedule internallyNegotiating timetable with schools

Giving detailed advice? YCommunicating detailed Bud schedule with Bud TeamSharing risk assessments with event organisers

Negotiation? Y – Due to its large size, Bud often doesn’t fit in to the defined trade stand pricing brackets at events. This role negotiates Bud’s attendance at events for preferable prices and locations.

Financial Impact


Is the role directly responsible for managing a budget? (specify size of budget)

N/A

Is the role responsible for monitoring a budget (monitoring of a delegated budget under management direction)? (please specify size and type of budget)

The role makes payments and provides expenditure detail against the Bud budget.

Does the role have a wider financial impact e.g. fundraising, or sales targets, wider organisational income / expenditure? If so please confirm, the value (as an annual figure) and whether the role is fully accountable for delivery against that target etc, or what type of contribution it makes to the value stated.

N/A

Where this is an existing post, please identify the key changes to the post since it was last evaluated: e.g. significant increase in staff management / breadth and complexity of role etc.

This post was created before the Bud project began its delivery phase, so was unable to predict the demands of the project or the role. The role has evolved to include all new key responsibilities as detailed in the job description.


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