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Capital Project Co-ordinator - Fixed Term

Chelsea and Westminster Hospital NHS Foundation Trust
£28,407 to £34,581 per annum
Closing date
22 May 2024

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Other Health Profession
Band 5
Full Time
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. The post holder will be a key member of the team, providing a coordination role across a number of the work streams and efficient and effective administrative support to the Project Management team, both collectively and individually. The post holder will provide a pivotal role in interfacing across a number of internal stakeholders and other external organisations, including design team consultants other NHS Trusts (ICHT) and public sector organizations (Hounslow LA). The post holder may also be required to provide cover for administration duties for the wider capital projects team.

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)

Processing departmental purchasing and supplier's invoices.

Maintain project governance documentation

About us

Chelsea and Westminster Hospital NHS Foundation Trust is proud to be one of the top performing and safest trusts in England. We have two main acute hospital sites--Chelsea and Westminster Hospital and West Middlesex University Hospital, plus our award-winning clinics across North West London and beyond.

Job description

Job responsibilities

Support the Communications strategy and public/patient consultation events

Support in the preparation of key materials for workshops, meetings and events (FIC)

Processing departmental purchasing and suppliers invoices.

Maintain project governance documentation

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:

o Coordinating the ADC Programme Board Meeting and associated documentation

o Coordinating the Steering Group documentation

o Supporting with the administration associated with tender processes

o Processing/raising purchase orders

o Processing payments and invoices

o Chasing tender returns and tracking procurement packages

Coordinate clinical user group and key stakeholder workshops

o Liaise with the architect to ensure design development workshops are arranged as per stakeholder programme, coordinating and responding to any amendments in programme

o Support the sustainability and BREEAM work stream, coordinating meetings and information required in conjunction with the project support manager

o Support the administration of workshops, where required

o Proactively liaise with Divisions to ensure appropriate attendance at workshops

Maintain project governance documentation:

o Maintain and update Datix as directed by the project team, providing extracts and updates as required

o Support the governance process for derogations, ensuring documentation is provided and appropriately recorded across E& F and Project governance groups

o Maintain electronic version control of key project documentation e.g. design team drawings issued, programmer, formal reports, business cases, fire strategy

o Support the Project and Project Support Manager with obtaining and maintaining the project IRS (information required Schedule)

Linked business case support

o Coordinate and minute the MRI Transition group leading on obtaining information to support the activities, as appropriate

o Support the project activities associated with the enabling packages of works

o Provide administrative support to the equipping case and activities

Provide project communications support

o Assist the project support manager with key internal messaging, relating to project activities i.e. site impact, road closures

o Maintain the project monthly messages and website activities

o Support the project comms lead in the production of materials for internal and external events including face to face, on line, leafleting etc

o Coordinate the project response to engagement events and feedback

Provide general office support:

o Maintain electronic filing systems

o Maintaining project files

o Coordinating diaries and arranging meetings

o Minute taking and following up on the actions

o Maintain management tools and processes for the department

o Research information about clients and contractors

o Manage the department stationery requirements

o Maintain details of team absence and training records

Other Responsibilities

Comply with the relevant policies.

Support with third party data analysis and request e.g. ERIC Return

Contribute and support with the department Sustainability plan

Contribute to the Cost Improvement Plan CIP

Person Specification



  • 2 years


  • 5 years

Employer details

Employer name

Chelsea and Westminster Hospital NHS Foundation Trust


west middlesex

Twickenham Road



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