Capital Projects Administrator

Chelsea and Westminster Hospital NHS Foundation Trust; City Of London; On-site; GBP 60,000 - 80,000; Full time

Job summary

A leading NHS trust in London is seeking a Capital Projects Administrator to support a high-quality Capital Project program. The ideal candidate has a minimum of 2 years' experience in a similar role and will be responsible for administrative tasks, meeting coordination, and documentation management in a fast-paced environment. The Trust values diversity and encourages applications from all backgrounds, with flexible working arrangements available.

Qualifications

• Minimum 2 years in a similar role.
• Experience in the NHS is preferred.

Responsibilities

• Support project coordination and implementation.
• Perform routine clerical duties.
• Provide telephone answering service.
• Maintain a professional and helpful manner.
• Upload project management documents to SharePoint.

Skills

Attention to detail

Proactive approach

Multi-tasking

Professional communication

Tools

Microsoft Office

SharePoint

Job description

Capital Projects Administrator

The closing date is 21 November 2025

The post holder will be a key member of the Capital Project Team and will have an important role in ensuring delivery of a high quality Capital Project programme. The post holder will provide a comprehensive administration service to the Project Management Office team (PMO) and will work in a fast‑paced environment that requires a calm but proactive approach with the ability to multi‑task while being thorough.

Major responsibilities include meeting management and maintenance of project and programme documentation, a high volume of standard administrative tasks, preparation of correspondence, presentations, briefing papers, Board and complex papers, and maintaining an action log. Attention to detail and prioritisation of workload are paramount.

Key duties of the job:

• Daily contact with the PMO team to prioritise work for the day/week.
• Co‑ordinate the diaries of project managers and assist with the day‑to‑day running of the office.
• Act as the point of contact for all communications to the PMO and handle sensitive or contentious information appropriately.
• Ensure all queries are dealt with promptly and professionally, initiating actions and follow‑ups and reporting progress as appropriate.
• Respond to communications in a professional manner in line with data confidentiality procedures.
• Set up and coordinate meetings for the PMO team, including booking venues, preparing agendas, completing minutes/action notes, and detailing schedules. This may include coordination with external stakeholders.
• Prepare presentations and briefing papers, project update documentation and distribute to members.
• Prepare correspondence, presentation, briefing, Board and complex papers, ensuring accuracy and delivery within deadlines.
• Use word‑processing packages and Microsoft Office to produce various documents.

Job responsibilities:

• Support project coordination and implementation, including high‑level administration support.
• Perform routine clerical duties such as photocopying, formatting reports and other documents using appropriate software packages and office equipment.
• Provide a telephone answering service for service users and professionals, logging messages accurately.
• Upload a range of project and programme management documents to platforms such as SharePoint.
• Support raising of purchase orders as part of project work or PMO team requirements.
• Develop and maintain databases for the role and department, providing information and analyst support.
• Maintain a professional and helpful manner, seeking out information and taking messages as necessary.
• Assist other team members with general secretarial duties as required.
• Be proactive in developing administrative services to support activity and continuously assess and review administrative working practices and procedures.
• Liaise with the wider team within Estates & Facilities and staff from other departments in a professional and courteous manner, consistent with policies, procedures, data protection and confidentiality.

About us

Chelsea and Westminster Hospital NHS Foundation Trust is one of England’s top‑performing and safest trusts, operating two main acute hospital sites – Chelsea and Westminster Hospital and West Middlesex University Hospital – along with award‑winning clinics across North West London. Our nearly 7,500 staff care for a diverse population of 1.5 million, providing full clinical services, including maternity, A&E, children’s services, and specialist HIV and sexual health clinics. The Care Quality Commission rates us ‘Good’ in safety, effectiveness, care and responsiveness, and ‘Outstanding’ in leadership and resource use.

We continually invest in our facilities, including a £30m expansion of critical care at Chelsea and Westminster and an £80m Ambulatory Diagnostic Centre at West Middlesex. Flexible working arrangements are accommodated wherever possible to support staff and patient needs. The Trust is committed to equality and welcomes applications from all, regardless of background. Adjustments can be made for disabled candidates. Early application is advised as vacancies may close once sufficient applications are received. If you haven’t heard from us within three weeks of the closing date, your application was likely unsuccessful. Employment is subject to a six‑month probationary period.

Some roles may require weekend shifts at multiple sites.

Person Specification

Experience

• Minimum 2 years in a similar role.
• NHS experience.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure and Barring Service check (formerly CRB) to verify any previous criminal convictions.