Project Coordinator and Heritage Documentation Officer

Purpose of the Role

To coordinate the delivery of the Hidden Threads project, support participants throughout their involvement, and produce a consistent, high quality record of the textile work, photographs, oral histories and stories created during the project.

The postholder is responsible for the day to day running of sessions and for capturing the heritage material that the project exists to preserve. The documentation produced in this role forms the core content of the project’s digital archive and public exhibitions.

Main Duties

Project Coordination

• Coordinate the recruitment and onboarding of participants across all three cohorts.
• Maintain accurate attendance and participant records.
• Act as the main point of contact for participants by phone, email or WhatsApp, and issue session reminders.
• Organise venues, equipment and session logistics.
• Coordinate volunteers supporting sessions, working with the Programme Manager and Digital Archive Lead.
• Maintain project paperwork and administrative systems.

Participant Support

• Welcome participants and create a friendly, supportive and inclusive environment.
• Support participants throughout their involvement in the project.
• Arrange travel, childcare and accessibility support so that participants are not prevented from taking part.
• Raise any concern about a participant’s wellbeing or safety with the Programme Manager and Digital Archive Lead without delay.

Heritage Documentation

• Photograph sessions, work in progress and finished textile pieces to a consistent standard suitable for exhibition and archive use.
• Record audio of oral histories, memories and the meanings attached to individual pieces.
• Carry out oral history recording sensitively, recognising when not to record, and respecting participants’ wishes about how their story is used.
• Record the techniques, designs, stitches, colours and heritage meanings associated with each piece.
• Maintain accurate documentation records for every piece photographed and every recording made.
• Support the professional photography commission at the close of the project, including identifying pieces and participants and briefing the photographer on their heritage context.

Digital Archive Preparation

• Organise photographs, audio recordings and digital files.
• Name and store files in line with the arrangements agreed with the Programme Manager and Digital Archive Lead.
• Match photographs and recordings to the correct participant and textile piece.
• Obtain and record participant consent before any material is used, including consent to publication under an open licence, which allows others to reuse the material with attribution.
• Prepare documentation and descriptive information for the digital archive.

Exhibition Support

• Prepare textile pieces for display.
• Draft captions and information panels, working with the Programme Manager and Digital Archive Lead.
• Support participants during exhibition events.
• Support exhibition setup and takedown.

Monitoring and Reporting

• Maintain up to date records of attendance and engagement.
• Collect participant feedback.
• Provide the information needed for Heritage Fund reporting.

Support and Supervision

The postholder will receive regular supervision from the Programme Manager and Digital Archive Lead. Clinical supervision, reflective practice and safeguarding oversight are provided internally by the Chief Executive Officer, who holds registered psychotherapy and social work qualifications and Level 3 Designated Safeguarding Lead training. The postholder is not required to hold a clinical qualification, but will be expected to work within this framework.

Occupational Requirement

This post is open to women only. Better Communities Bradford considers that being a woman is an occupational requirement for this role under paragraph 1 of Part 1 of Schedule 9 to the Equality Act 2010.

The requirement is applied because of the nature and context of the work. The project is delivered in women only spaces, and the postholder works closely alongside participants throughout sessions, photographs them and their work, and records their personal stories and memories. Applying this requirement is a proportionate means of achieving the legitimate aim of enabling South Asian Muslim women to take part in the project fully, safely and with confidence.

Person Specification

Essential

• Strong organisational skills, with the ability to manage records, schedules and session logistics accurately.
• Good communication skills, and confidence in contacting participants and building rapport with them.
• Ability to take clear, well composed photographs and to make good quality audio recordings. Candidates will be asked to show examples of their work or to complete a short practical task at interview. Formal qualifications are not required.
• Sensitivity and discretion when recording people’s personal stories, memories and family histories.
• Good IT skills, including organising, naming and storing digital files.
• Good attention to detail.
• Comfortable working with women from a range of backgrounds, in a women only setting.
• Willingness to undertake safeguarding, GDPR and data protection training.
• Willingness to undertake relevant training in heritage documentation or digital archiving.

Desirable

• Experience of supporting community projects.
• Experience of working with volunteers.
• Experience of oral history recording or heritage documentation.
• Knowledge of South Asian communities and cultures.
• Ability to speak Urdu, Punjabi, Hindi, Mirpuri or Pahari, or another relevant South Asian language.
• Knowledge of textiles or traditional craft techniques.
• Knowledge of safeguarding, GDPR or consent.

Terms and Conditions

Salary  £14.00 per hour (£26,936 full time equivalent based on a 37 hour week)

Hours  16 hours per week

Contract  Fixed term, 15 months

Pension  Auto enrolment, employer contribution at statutory minimum

Annual leave  5.6 weeks pro rata, inclusive of bank holidays

Disclosure and Barring Service  This post is subject to an enhanced DBS check. The successful candidate may begin work while the check is being processed, under a documented risk assessment and appropriate supervision arrangements.

References  Appointment is subject to two satisfactory references.

This post is funded by The National Lottery Heritage Fund and the appointment is fixed term for the duration of the grant. Better Communities Bradford is committed to equality of opportunity and welcomes applications from all sections of the community, subject to the occupational requirement set out above.