The Mainstay Foundation - UK
Project Manager – Direct Activities
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Job Title
Project Manager – Direct Activities
Overview
The Mainstay Foundation is seeking a hands-on Project Manager to lead the delivery of national initiatives and flagship events delivered directly by the Foundation. This includes projects such as The Muslim Convention (TMC), The Community Network (TCN), and the Najaf Retreat.
This is a delivery-focused role where the successful candidate will take full ownership of projects from concept through to execution. You will work closely with stakeholders, volunteers, suppliers, and communities across the UK to deliver high-quality, impactful initiatives aligned with the Foundation’s mission and public profile.
Beyond delivery, the role plays a key part in community engagement, public representation, and supporting outreach and fundraising efforts through strong project execution.
Main Tasks Of Job
Project Planning and Delivery
- Lead end-to-end delivery of national events and initiatives from concept through to completion
- Develop clear project plans, timelines, milestones, and delivery frameworks for each initiative
- Coordinate operational delivery including venues, suppliers, staffing, travel, accommodation, and event-day logistics
- Maintain delivery documentation including schedules, run-sheets, briefing packs, and action logs
Stakeholder, Partner and Supplier Management
- Build and manage effective working relationships with internal stakeholders, partners, suppliers, venues, and speakers
- Lead coordination calls/meetings, track actions, and ensure timely follow-up and delivery
- Support agreement of deliverables and expectations with third parties, escalating issues where required
Volunteer Recruitment and Coordination
- Recruit, brief, coordinate, and oversee volunteers across events and initiatives
- Allocate responsibilities, ensure adequate event-day coverage, and provide clear instructions and support
- Contribute to a positive volunteer experience aligned with the Foundation’s values
Budgeting and Financial Coordination
- Prepare and manage project budgets, tracking spend throughout delivery
- Support cost control by obtaining quotes, monitoring commitments, and ensuring spend remains within agreed limits
- Ensure financial documentation is maintained for transparency and reporting
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Risk, Compliance, Safeguarding and Event Safety
- Identify risks early and implement mitigation plans during planning and delivery
- Ensure projects comply with charity policies, health & safety requirements, GDPR, and safeguarding guidance
- Coordinate incident/issue escalation in real time during delivery and ensure learnings are captured
Communications, Representation and Engagement
- Represent the Foundation in public-facing settings and during community engagement activities
- Support project visibility, outreach, and fundraising through effective delivery and stakeholder coordination
- Communicate clearly and professionally with non-technical audiences and diverse community stakeholders
Reporting, Documentation and Continuous Improvement
- Produce structured post-project reports including outcomes, learnings, budget position, and recommendations
- Maintain accurate project records and support internal reporting requirements
- Contribute to improving project delivery processes, templates, and ways of working
General Responsibilities
- Operate in line with The Mainstay Foundation’s values and charitable objectives
- Provide cover and support to other team members as required
- Undertake any other reasonable duties consistent with the role
Essential Criteria
- Strong attention to detail with the ability to maintain accurate documentation and reporting
- Ability to work in a structured and compliant way, following organisational policies and procedures
- Proven experience delivering events or projects end-to-end
- Strong organisational and coordination skills with the ability to manage multiple workstreams
- Experience working with stakeholders, suppliers, or volunteers
- Strong interpersonal and communication skills (written and verbal)
- Confidence representing an organisation in public-facing environments
- Ability to prepare and manage project budgets and track spend
- Proficiency in Microsoft 365 (Teams, Excel, Word, Planner, SharePoint)
- Ability to work flexibly, including evenings/weekends when required
- Willingness to travel across the UK
- Right to work in the UK
- Existing DBS (or willingness to undergo DBS check)
- High ownership mindset with a strong focus on delivery and outcomes
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Desirable
- Experience within the charity or community sector
- Experience delivering large-scale events or programmes
- Volunteer recruitment and coordination experience
- Familiarity with ERP/CRM systems
- Experience in public speaking, outreach, or community engagement
- Awareness of safeguarding responsibilities in community-based work
- Experience in faith-based or values-led organisations
- Knowledge of the Shia Ithna-Asheri Muslim faith
- Experience supporting fundraising or donor engagement initiatives
- Fluency in a second language relevant to the organisation’s operations
The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation.
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- IT Coordinator
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The Mainstay Foundation is a registered charity in England & Wales (1166017)
Office 11, 211 Kingsbury Rd,
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