Project Coordinator

Chelsea and Westminster Hospital NHS Foundation Trust; Greater London; On-site; GBP 30,000 - 40,000; Full time

Job summary

Chelsea and Westminster Hospital NHS Foundation Trust is seeking a capable project support professional within the Estates & Facilities Capital Development Team. You will assist in planning and delivering projects, manage the project library, and coordinate activities to deadlines.

The role involves coordinating design groups, supporting planning submissions, and aiding the communications strategy and workshops.

Qualifications

• First degree or equivalent.

Responsibilities

• Coordinate multifaceted, large-scale construction programme and associated business cases.
• Provide administrative support for the project, including Executive Administration support to the Programme Board and Steering Group.
• Coordinate clinical user and key stakeholder design groups.
• Provide administrative support to the planning submission process.
• Support the Communications strategy and public/patient consultation events.
• Support in the preparation of key materials for workshops, meetings and events (FIC).
• Manage and maintain the project library, databases and associated resource lists.

Education

First degree or equivalent

Job description

We are an award winning organisation providing care at two main hospital sites—Chelsea and Westminster Hospital and West Middlesex University Hospital—and a number of community-based services across London, such as sexual health and HIV clinics.

With 6,700 members of staff, we are proud to care for a diverse population of one million people. We are committed to ensuring that our workforce is just as diverse with a strong mix of skills and abilities.

Our staff are at the very heart of our organisation and we recognise the valuable contribution that each and every person working at the Trust makes. One of our Trust priorities is to be an employer of choice—a place where people want to start their career and to grow with us through continued education, professional development and support.

As part of the Estates & Facilities, (E&F), Capital Development Team the post holder will be required to provide high level project support by assisting in the planning and delivery of Projects, work packages or products. This will involve supporting with planning, managing, and coordinating activities and projects to a high standard and to deadlines. The post holder will be required to develop and maintain the project library, databases and associated resource lists.

Is responsible for coordinating all aspects of projects and ensuring that all stages of design development and the building contract are monitored for compliance with the requirements of the project and that relevant project information is controlled and communicated in an effective manner.

Main duties of the job

• Coordination support for multifaceted, large scale construction programme and associated business cases
• Provide administrative support for the project, including Executive Administration support to the Programme Board and Steering Group, chaired by the Deputy CEO and Hospital Director respectively
• Coordinate clinical user and key stakeholder design groups
• Provide administrative support to the planning submission process
• Support the Communications strategy and public/patient consultation events
• Support in the preparation of key materials for workshops, meetings and events (FIC)

Working for our organisation

Our Trust is one of England's top-performing and safest trusts. We operate 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 1.5m, providing full clinical services including maternity, A&E and children’s services, plus specialist HIV and sexual health care. The CQC 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 an £80m Ambulatory Diagnostic Centre at West Mid.

We are delivering sustainable healthcare through our Green Plan. In line with Greener NHS ambitions, we aim for net zero carbon emissions by 2045. Achieving this requires collective effort. We encourage staff to reduce their impact on carbon, waste and pollution wherever possible. Every action counts to create a healthier, more sustainable future.

We are committed to equal opportunities and believe diversity drives innovation and excellence. We welcome applications from the global majority, veterans and underrepresented communities, valuing the perspectives they bring.

If you haven’t heard from us within 3 weeks of the closing date, your application was likely unsuccessful. Employment is subject to a six-month probation.

Some roles may require weekend shifts at multiple sites.

Detailed job description and main responsibilities

• Processing departmental purchasing and supplier’s invoices.
• Develop and maintain project directory for consultants, suppliers and contractors.
• Support the procurement process on the project side for large scale contracts e.g. equipping, main construction tender
• Provide secretarial support to the team.
• Provide absence ad hoc cover/support if required for the E&F administrative team.
• Managing/reporting and updating the project folder
• Provide administrative support to the team, including:
• Coordinating the ADC Programme Board Meeting and associated documentation
• Coordinating the Steering Group documentation
• Supporting with the administration associated with tender processes Processing/raising purchase orders
• Processing payments and invoicesChasing tender returns and tracking procurement packages
• Coordinate clinical user group and key stakeholder workshops
• Liaise with the architect to ensure design development workshops are arranged as per stakeholder programme, coordinating and responding to any amendments in programme
• Support the sustainability and BREEAM work stream, coordinating meetings and information required in conjunction with the project support manager
• Support the administration of workshops, where required
• Proactively liaise with Divisions to ensure appropriate attendance at workshops

Education

• first degree or equivalent

Important

• There may be some occasions when we have to close a vacancy earlier than the advertised closing date, this will be due to a high volume of applications. You are therefore advised to submit your application as early as possible to avoid disappointment.
• Please check your emails regularly (and your junk folder) as this is how we will communicate with you throughout the recruitment process.
• In submitting an application, you authorise the Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process, should you be appointed to the post.
• During the recruitment process your identity documentation (ie passport, driving licence, visa etc) will be scanned using a device which recognises UV, infrared and machine-readable zone security features of the documents provided.
• Employment at the Trust is offered subject to successful completion of a six month probationary period.
• We operate a joint recruitment hub across the North West London Acute Provider Collaborative Group. As part of this, your application and personal data may be shared with partner trusts within the group for recruitment and workforce purposes, in line with General Data Protection Regulation (GDPR)

Right to work

If you need sponsorship to work in the UK, please visit the Home Office website for information on sponsorship and visa status before you fill in your application form. Due to recent changes in the UK immigration rules which affect Skilled Worker Visas, Global Business Mobility, Higher Skill Level and Increased Salary Thresholds, please ensure that you are able to meet the requirements to live and work in the UK before applying. Further information about eligibility is available on UK Visas and Immigration - GOV.UK

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.

• Looking for flexible work? Why not join our StaffBank .

The recruitment team are available to provide support from 9am–5pm, Mon–Fri. To contact the team please call the Trust switchboard and ask for ‘Recruitment team, Human Resources Department’.