Job summary
Location: Across sites, both Isle of Wight NHS Trust and Portsmouth Hospitals University NHS Trust (frequency of visits to each site, to be agreed locally.)
Band: 5, £29,969 - £36,483
Hours: 37.5
Contract Type: Permanent
Within the Estates & Facilities Project Team we specialise in delivering high-quality construction projects within the healthcare sector. Our team is dedicated to transforming healthcare environments that support both patient care and staff well-being. We are seeking a proactive and detail-oriented Project Assistant to join our growing team and support the successful delivery of construction projects across both the Isle of Wight NHS Trust and Portsmouth Hospital University NHS Trust estate.
Main duties of the job
As a Project Assistant, you will co-ordinate and manage the delivery of the small works projects, you will also play a crucial role in supporting the project management team through all stages of the construction process, from planning to completion. Your efforts will help ensure that projects are completed on time within budget, and to the highest quality standards, while meeting the specific needs of the organisation.
About us
Our vision for Single Corporate ServicesIsle of Wight NHS Trust (IWT) and Portsmouth Hospitals University NHS Trust (PHU) have a shared vision of a single corporate service across our two organisations, supported by a single set of identical systems and processes, under joint leadership, to drive significant efficiencies, improve employee experience, and return time to patient care.
This vacancy is part of the Single Corporate Services Division.
Why are we changing the way we deliver Corporate Services?Working as a partnership, both IWT and PHU have a shared vision for excellence in care for our patients and communities; with a set of strategic aims underpinning how we will achieve this. The creation of a single corporate service is essential for us to support our clinical and operational services, and our wider transformation programme.
The single corporate service is delivered across both organisation. You may be based at either IWT or PHU and individuals may be required to undertake business travel between sites.
Job description
Job responsibilities
Small Works Management
- Coordinate and manage the delivery of Small Works projects, ensuring adherence to statutory legislation, technical standards, Trust Standing Financial Instructions (SFI's), and PFI contract terms.
- Collaborate with the Project Manager to process, prioritise, and efficiently deliver small works requests.
- Conduct site inspections to assess feasibility, evaluate alternative options, and confirm the full scope of requests.
- Provide accurate cost estimates for small works requests, ensuring financial review prior to submission for quotes.
- Liaise with service user groups, clinicians, and managers to agree on specifications and desired outcomes for project delivery.
- Ensure that quotes from the PFI FM provider deliver value for money, fulfil the full scope, and include ongoing revenue costs.
- Collaborate with the Finance team on monthly invoicing reports and identify projects requiring capital investment.
- Ensure smooth coordination between the small works team, contractors, and end-users for timely and budget-conscious project completion.
- Review and sign off completed works to ensure quality and compliance.
- Monitor and report on the cost and performance of small works processes.
Project Coordination
- Monitor the Projects inbox, log new project and pace utilisation requests, and all allocate appropriate project numbers.
- Oversee the filing and quality control of project documentation, ensuring that all drawings and information are appropriately handed over at project completion, including Operational Maintenance Manuals.
- Ensure that the CAFM system is regularly updated with as-built drawings and O&Ms.
- Provide support to project teams by raising and processing orders and invoices.
- Assist and shadow Project Managers in project meetings, delivery, snagging, and moves.
- Take proactive steps to understand sustainability and climate change initiatives, ensuring commitment to reducing the carbon and energy footprint for soft FM services.
- Undertake any other reasonable duties as required, including those outside the normal scope of day-to-day responsibilities.
As part of this role you will be required to travel between both hospital sites and also other campus sites.
Job description
Job responsibilities
Small Works Management
- Coordinate and manage the delivery of Small Works projects, ensuring adherence to statutory legislation, technical standards, Trust Standing Financial Instructions (SFI's), and PFI contract terms.
- Collaborate with the Project Manager to process, prioritise, and efficiently deliver small works requests.
- Conduct site inspections to assess feasibility, evaluate alternative options, and confirm the full scope of requests.
- Provide accurate cost estimates for small works requests, ensuring financial review prior to submission for quotes.
- Liaise with service user groups, clinicians, and managers to agree on specifications and desired outcomes for project delivery.
- Ensure that quotes from the PFI FM provider deliver value for money, fulfil the full scope, and include ongoing revenue costs.
- Collaborate with the Finance team on monthly invoicing reports and identify projects requiring capital investment.
- Ensure smooth coordination between the small works team, contractors, and end-users for timely and budget-conscious project completion.
- Review and sign off completed works to ensure quality and compliance.
- Monitor and report on the cost and performance of small works processes.
Project Coordination
- Monitor the Projects inbox, log new project and pace utilisation requests, and all allocate appropriate project numbers.
- Oversee the filing and quality control of project documentation, ensuring that all drawings and information are appropriately handed over at project completion, including Operational Maintenance Manuals.
- Ensure that the CAFM system is regularly updated with as-built drawings and O&Ms.
- Provide support to project teams by raising and processing orders and invoices.
- Assist and shadow Project Managers in project meetings, delivery, snagging, and moves.
- Take proactive steps to understand sustainability and climate change initiatives, ensuring commitment to reducing the carbon and energy footprint for soft FM services.
- Undertake any other reasonable duties as required, including those outside the normal scope of day-to-day responsibilities.
As part of this role you will be required to travel between both hospital sites and also other campus sites.
Person Specification
Skills and Knowledge
Essential
- Computer literate, including proficient in use of excel.
- Excellent verbal and written communication and interpersonal skills.
Desirable
- Knowledge of procurement mechanisms from tendering to completion of project, ideally in Healthcare.
Qualifications
Essential
- Educated to GCSE Level C and above (or equivalent).
Desirable
- Project Management qualification obtained or working towards
Experience
Essential
- Knowledge of construction industry processes across multiple sectors.
- Ability to work without supervision and adaptable to change and evolving workload.
- Driven to perform and deliver, ability to evaluate and challenge.
- Ability to undertake regular site visits to construction sites.
Desirable
- Knowledge of construction in Health Care, including specialist practical and theoretical knowledge of building regulations, health and safety/fire regulations, Health Building Notes and Health Technical Memorandum.
Person Specification
Skills and Knowledge
Essential
- Computer literate, including proficient in use of excel.
- Excellent verbal and written communication and interpersonal skills.
Desirable
- Knowledge of procurement mechanisms from tendering to completion of project, ideally in Healthcare.
Qualifications
Essential
- Educated to GCSE Level C and above (or equivalent).
Desirable
- Project Management qualification obtained or working towards
Experience
Essential
- Knowledge of construction industry processes across multiple sectors.
- Ability to work without supervision and adaptable to change and evolving workload.
- Driven to perform and deliver, ability to evaluate and challenge.
- Ability to undertake regular site visits to construction sites.
Desirable
- Knowledge of construction in Health Care, including specialist practical and theoretical knowledge of building regulations, health and safety/fire regulations, Health Building Notes and Health Technical Memorandum.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
