Capital Projects Administrator

Job summary

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).

The post holder will be working in a fast-paced environment, which requires a calm but proactive approach with the ability to multi-task whilst being thorough. Meeting management and maintenance of Project and Programme documentation form a large part of the role, as does a high volume of standard administrative tasks including the preparation of correspondence, presentation, briefing, Board and complex papers. Attention to detail is paramount in this post, as is the ability to prioritise workload.

The post holder will provide administration support by; attending meetings as minute taker (including taking a record of attendees, any apologies, record and transcribe notes and actions of meetings), distribution to all required within an appropriate timescale, maintain an action log and following-up actions outside of meetings. Preparing agendas, distributing notes of meetings including documenting group discussions as necessary and manage email accounts, ensure emails are actioned/disseminated, throughout each working day.

The post holder will act as an administrator, providing professional, confidential and comprehensive administrative support to the Project Management Office team.

Main 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 efficient running of the office.
• Act as a point of contact for all communications to the PMO and deal with appropriately, including the exchange of sensitive or contentious information
• Ensure all queries into the office are dealt with in a timely and professional manner, initiating actions and follow ups and reporting progress as appropriate, using judgment to ensure that messages and actions are prioritised and brought to the attention of the relevant member of the team with any supporting information.
• Administration duties, responding in a professional manner in line with data confidentiality procedures. Be able to work in a fast paced, busy environment.
• Set up and co-ordinating 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 distributing to members.
• Responsible for the preparation of correspondence, presentation, briefing, Board and complex papers, as directed by the PMO, ensuring papers are written, proofed for accuracy, completed and delivered within deadlines.
• Use word processing packages and Microsoft Office to produce various documents.

About us

Chelsea and Westminster Hospital NHS Foundation 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 1.5 million, providing full clinical services, including maternity, A&E, and children's services, plus 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.

We welcome applications for flexible working arrangements, accommodating requests where possible to support our 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.