project coordinator

Liverpool University Hospitals NHS Foundation Trust; United States; Teletrabalho; USD 28 000 - 36 000; Tempo integral

Resumo da oferta

Liverpool University Hospitals NHS Foundation Trust is seeking a Project Coordinator to provide high-level administrative and project-based support within the Liverpool Heart and Chest Estates and Facilities Team. You will coordinate project plans, assist with policy development, and support external and internal stakeholders across multiple hospital-wide initiatives.

The role includes leading workload coordination for small works, inducting new staff, and developing data-driven reports.

Qualificações

• The candidate should have strong project coordination experience and be able to manage multiple workstreams.
• Excellent written and verbal communication with internal and external stakeholders.
• Proven planning and organisational skills with attention to detail.
• Experience in delivering training and onboarding for new staff is desirable.
• Experience supporting projects in a programme environment and handling documents.

Responsabilidades

• Provide high-level administrative and project-based support to the Estates team.
• Coordinate project plans, workstreams and associated actions.
• Develop policies and update procedures within the department.
• Lead workload coordination for small works and liaise with project staff.
• Induct and train new and temporary staff; assist with training of users.
• Communicate project information to internal and external stakeholders.
• Maintain databases and records (finance tracker, project planner, contacts).
• Prepare key documents, chase contributions, and check paperwork for each project.
• Support the technical team with formatting and editing reports.
• Gather data and produce reports and presentation slides.

Conhecimentos

Project coordination

Communication

Planning

Training delivery

Stakeholder management

Budgeting

Formação académica

HND or equivalent

Ferramentas

MS Word

Excel

Outlook

PowerPoint

Word Processing (ECDL/RSAII/OCR)

Descrição da oferta de emprego

The Project Coordinator will provide high level, dynamic administrative and project based support within the Liverpool Heart and Chest Estates and Facilities Team. The project coordinator will be responsible for coordinating and supporting all aspects of project based procedures and processes. You will have a portfolio of projects for which you will provide administrative support, as well as a range of other responsibilities to support the other functions within the programme. The post holder supports the projects team on a portfolio of different projects and hospital wide activities whilst providing support to the Capital Projects Management Team, Energy Manager, and Senior Estates Manager, this includes analysis of plans and reorganisation of priorities with regard to project plans. This role is ideal for a dynamic administration candidate. Training will be given for the construction elements within this role.

Assisting the Capital Project Management Team in the development and preparation of the overall project plan and any workstreams in relation to the project.

Providing assistance in the development of policies and working practices within the Department.

Contributing to the development of new policies and ensuring that new policies and procedures are implemented within the team.

Lead in the coordination of workload for small works in liaison with the Project officer and other administrative staff in the team.

Assisting in the induction and training of new and temporary members of staff.

Communicates information about projects in a developmental stage, where the message is constantly changing.

Provides training to users.

Communicating and leading on project related information to internal and external personnel.

Acting as a main contact point for external organisations on matters relating to own specific area of work via telephone, email and face‑to‑face communication.

Maintaining effective working relationships with external stakeholders and clients, particularly external clinical and health economic experts.

Responding to written and verbal enquiries from a range of external contacts, ensuring these are handled appropriately and forwarded as necessary to the appropriate person.

Providing advice and guidance to internal teams and external contacts on issues relating to the work of the Estates Team and information for e‑newsletters and other updates.

Maintaining effective working relationships with team members whilst keeping in close communication on the status of on‑going and pending tasks/actions.

Developing and maintaining databases and other records systems (e.g. finance tracker, project planner, contacts database, team capacity planner).

Developing and managing filing systems and archiving documents as necessary.

Preparing and checking key documents and ensuring that their presentation meets requirements.

Checking that the relevant paperwork has been received on each project, chasing for contributions as appropriate.

Supporting the technical team with formatting and editing of reports and other key documents.

Gathering and analysing data and producing reports/presentation slides.

Providing cover and deputising for the Project Management team, in their absence.

Performing any other duties within the range of skills and abilities of the post holder, as required.

Supporting the Energy Manager in producing strategic policies and implementing approved procedures.

Undertakes surveys and audits in relation to projects.

Managing the arrangements for recruiting external stakeholders to contribute to Institute activities.

Co‑ordinating and servicing meetings, teleconferences, video conferences and other events, including booking rooms and facilities, preparing agendas and papers, minute taking, liaising with committee members about their contributions to meetings and ensuring timely distribution of papers.

Providing efficient and effective administrative and secretarial support to team members, including preparing correspondence and papers, collating, copying and distributing papers, managing diaries and making travel and accommodation arrangements.

Providing project management support and developing and operating systems for managing projects, recording activities and tracking progress.

Contributing to project planning and coordination and liaising with team members, other staff within LHCH and external organisations to ensure that deadlines are met.

Proactively identifying issues and risks in on‑going and pending work plans and working closely with team members to manage them effectively.

Contributing to changes in process issues and recording changes.

Attend project related meeting, transcribing discussion into meaningful actions.

Orders supplies for the project team.

Carrying out small, day‑to‑day budget management duties and decision making.

Analysis of financial information related to projects in order to ensure they are in line with financial and operational plans.

Managing the payment of invoices and expense claims.

Arranging for the appropriate authorisation and purchase of items requested by team members.

Contributing to budgetary planning.

Contributing to the awarding and management of contracts.

Participating in appropriate training and development activities and encouraging and supporting the development and training of other staff.

Adhering to LHCH policies and procedures, eg Health and Safety at Work, Equal Opportunities, Race Equality.

Respecting the confidentiality of all matters that they may learn relating to own employment and that of other members of staff. All staff are expected to respect the requirements of the Data Protection Act 2018 and of the Freedom of Information Act 2000 and to seek guidance on these matters when in any doubt.

The Trust is committed to promoting a healthy work‑life balance and achieve fair, equitable and consistent practice. We welcome flexible working requests and will consider a variety of flexible working arrangements from day one of your employment. Not all roles are suitable for every flexible working opportunity all of the time. Flexible working options may include reduced hours, compressed hours, fixed shifts, time back in lieu and home working. The Trust is committed to promoting equality and diversity; we value the contribution of individual talent, skills, knowledge and experience and aim for a workforce demography representative of the local community. We encourage applicants from the following groups that are currently under‑represented in our workforce black, Asian and minority ethnic, lesbian, gay, bisexual and Transgender (LGBTQ+), disabled, male and age 16-24. Trust policy requires that the cost of submitting & processing the successful applicant/s DBS application be recovered via salary deduction following start in post. The amount of £25.70 (standard disclosure) or £46.70 (enhanced disclosure) will be deducted from salary, in manageable monthly instalments for up to 3 months following commencement of employment. Bank posts require upfront payment. From April 2017, Skilled visa applicants and their adult dependant(s) will be required to provide a criminal record certificate from each country they have lived in consecutively for 12 months or more in the past ten years. Applicants requiring sponsorship may wish to determine the likelihood of obtaining sponsorship for this position by assessing themselves against the criteria on the gov.uk website - https://www.gov.uk/check-uk-visa. This organisation has a zero‑tolerance approach to the abuse of children, young people and vulnerable adults. All staff must ensure they adhere to the organisations safeguarding children and adults' policy and comply with the Local Safeguarding Children and Adult Board procedures. Staff should be mindful of their responsibility to safeguard children and adults in any activity performed on behalf of the organisation in line with the requirements of statutory guidance and legislation. All employees (and volunteers)are expected maintain their safeguarding knowledge and skills by completing mandatory safeguarding training which includes understanding and recognising the signs of abuse and neglect and taking appropriate action. As an organisation, we have adopted the Merseyside Domestic abuse workplace scheme which supports our staff who are experiencing Domestic Abuse /any forms of sexual violence. If you have any personal requirements that will enable you to participate in our recruitment process please contact a member of the Recruitment Services by phone on 0151 706 4666 at the earliest opportunity to ensure that measures can be put in place to enable your application for this post. Our statement on modern slavery We have zero tolerance of slavery and human trafficking and are committed to maintaining and improving systems, processes and policies to avoid complicity in human rights violation and to prevent slavery and human trafficking in our supply chain. The Trust policies, procedures, governance and legal arrangements are robust, ensuring that proper checks and due diligence are applied in employment procedures to ensure compliance with this legislation. We also conform to the NHS employment check standards within our workforce recruitment and selection practices. This strategic approach incorporates analysis of the Trust's supply chains and its partners to assess risk exposure and management on modern slavery. Please note: new entrants to the NHS will commence on the first pay point of the relevant band.

Willingness to participate in training Good working knowledge of word, excel, outlook, PowerPoint Ability to negotiate verbally and problem solve Working without supervision. Strong communication both written and orally. Planning, by setting out overall actions and other interdependencies Excellent prioritisation skills Attention to detail and a completer/Finisher,

• ECDL/ RSAII/OCR Advanced Text Processing (Modules: Text Production/Word Processing) or knowledge of Word Processing or equivalent
• HND or equivalent, Ability to demonstrate experience and success in supporting projects
• Experience of administration procedures
• Experience of receiving, collating and updating numerous documents and logs.
• Experience of working in a programme/project environment
• Ability to comment on proposals for change in own work area, Excellent interpersonal skill
• Ability to use different styles of communication at all levels
• Ability to deliver training
• Ability to appropriately communicate changes to project information
• Able to manage own time and work unsupervised

NHS University Hospitals of Liverpool Group (UHL Group) was formed on 1 November 2024, born from a shared aim to improve the care we provide our communities. We are one of the largest employers in region, with over 18,900 colleagues who are dedicated to caring for our communities - from birth and beyond. For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services that extend to more than two million people in the North West. We operate from five hospital sites: Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside, and hosts a number of regional services including an award‑winning stroke facility. Broadgreen Hospital is home to several elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Heart and Chest Hospital provide specialist services in cardiothoracic surgery, cardiology and respiratory medicine, both in the hospital and out in the community. Liverpool Women's Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK's largest single site maternity hospital each year. The Royal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single en‑suite bedrooms and mainly focuses on complex planned care and specialist services.

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.

Note: Under current Home Office Immigration Rules we are currently unable to offer right to work visa sponsorship for Band 2 and 3 roles with a salary of less than £25,000 pa as they do not meet the UK Visas & Immigration criteria.