Project Coordinator

Institute of Physics

Length of contract
31st March 2028

About the Organisation

Institute of Physics (IOP) is the national society for the discipline of physics in the UK and Ireland. As well as being a learned society, we are also the professional body for members based in the UK, Ireland, and overseas. We are a professional, modern, and ambitious organisation seeking to unlock the potential of physics and physicists nationally and internationally. Our purpose is to promote the advancement and dissemination of knowledge and learning in pure and applied physics for the benefit of all. We do this by building a thriving and diverse physics workforce, raising standards, supporting careers, and addressing barriers.

We demonstrate the importance, relevance, and impact of physics in everyday life and the role it plays in addressing society’s major societal, economic, and environmental challenges. We influence change, actively engage in public and government dialogue, improve the quality of debate, inform policy, and influence funding strategies. Above all, we are pioneering.

We foster a sense of community amongst employees, members, volunteers, and people with an interest in physics, providing a platform and a voice for ideas to be heard and creating an environment that enables game-changing innovation. Our organisational values are at the heart of IOP and provide the foundations to empower us all to lead cultural change, deliver high performance across the organisation, and enable us to promote advancements and learning in pure and applied physics for the benefit of all.

About the role

The Project Coordinator will play a key role in ensuring the smooth running of the project by providing coordination, administrative, and communication support across the three delivery partners. The postholder will help plan, manage, and monitor project activities, events, and systems to ensure effective collaboration, timely delivery, and measurable impact.

Responsibilities

Event Coordination:

• Coordinate the delivery of in-person and online events, including professional learning days, forums, workshops, and network sessions.
• Manage event bookings, logistics, and participant communications.
• Attend and support events across Wales, ensuring smooth delivery and a professional presentation.
• Liaise with venues, suppliers, and partners to arrange catering, equipment, travel, and accessibility requirements.
• Maintain accurate records of attendance, feedback, and event outcomes to support monitoring and reporting.

Communications and Marketing:

• Support project visibility through updates to project webpages and social media channels.
• Plan and schedule bilingual communications aligned with project milestones.
• Draft and distribute regular newsletters to stakeholders and participants.
• Liaise with schools and partner organisations to promote opportunities and celebrate success stories.

Administrative and Project Support:

• Provide general administrative and coordination support to all three project partners (IOP, RSC, and SMS).
• Manage project inbox and respond to routine enquiries in a timely and professional manner.
• Maintain and update project databases, contact lists, and participant records.
• Coordinate the administration of practitioner bursaries, tracking applications and supporting payment processes.
• Support coordination of partner meetings, minute-taking, and follow-up actions.
• Manage travel arrangements and logistics for project team members as required.
• Ensure all systems and records are compliant with GDPR and data management policies

Skills, Competencies, Experience & Attributes

Skills Required:

• Organisational skills: ability to work with minimum supervision, prioritise workload and handle multiple tasks
• Communication skills: ability to express information clearly and effectively in oral and written form
• Flexibility and willingness to travel across Wales for events
• Team player: the ability to work cooperatively with others to achieve common goals
• Interpersonal skills: ability to positively communicate with others; the confidence to listen and understand
• Proactive: to think ahead and act to ensure the smooth completion of the team's individual aims and objectives
• Dependable: able to complete tasks to a high standard and to deadline
• Good working knowledge of Microsoft Office, computer literate

Essential Experience:

• Proven experience in project administration or coordination, ideally within education, events, and the public charity sector.
• Excellent organisational skills with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills, with attention to accuracy and tone.
• Confident in using Microsoft Office (Word, Excel, Outlook, Teams) and online collaboration tools.
• Experience coordinating events and liaising with external stakeholders.
• Ability to work effectively with colleagues across multiple organisations and to contribute to a positive, team-oriented culture.
• A proactive and flexible approach, with strong problem-solving and interpersonal skills.
• Willingness to travel across Wales and occasionally work evenings and weekends to support events.

Desirable Experience:

• Experience coordinating education or outreach projects.
• Welsh language skills are desirable to support bilingual communications across the project
• Experience managing social media accounts and creating engaging content.
• Familiarity with CRM systems or data management tools.

Compensation & Benefits

• An excellent pension scheme 12% company contribution
• Private medical insurance, life assurance, dental insurance, health care cash plan (via salary sacrifice)
• Eye care vouchers, annual flu vaccinations, long service awards, employee assistance programme
• Floating bank holidays
• Generous annual leave: 25 days 

Working locations

• Hybrid model, working in the Cardiff office and remotely

How to apply

• To apply for this role, please click the link. Best of luck with your application!

Interviews

• Interviews to be held: 14th January 2026 (in-person) Interview location: Brunel House, 2 Fitzalan Rd, Cardiff, CF24 0EB

Policies

The Institute of Physics is an open and inclusive organisation that welcomes and celebrates diversity.

Return to listing