Job summary
QTS is looking for a Band 6 Assistant Project Manager supporting the Directors of QTS with external growth. We are looking for someone with experience of managing a diverse workload across a number of different aspects of commercial projects. The successful candidate must be able to demonstrate ability to work independently and at pace. The job includes working with the team to prepare Fee Proposals, administrative tasks such as servicing Board level and contract meetings, administering frameworks with external suppliers and preparing presentations. In addition, the postholder will be responsible for social media management, contributing to the wider marketing and communications functions.
The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.
Main duties of the job
- Project Delivery Support
- Resource Management Support
- External Business Support
- Fee Proposals
- Social Media
About us
Quality Trusted Solutions LLP (QTS)
QTS operates as a wholly owned subsidiary of Central and North West London NHS Foundation Trust (CNWL). Established in 2018, QTS provides a broad range of Estates and Facilities services, spanning strategic operational delivery through to estates maintenance and repairs, primarily within mental health and community healthcare settings.
Job description
Job responsibilities
Project Delivery Support
- Providing full project support to the Directors and Senior Management Team including diary management, minutes, occasional project team representation in forums and stakeholder meetings, preparation and dissemination of key project documents, day to day project and resource management monitoring
- Maintenance of risk registers, programmes, actions, issues and dependencies within project logs and preparation of regular status reports as required.
- Assist with preparation of Fee Proposals, tender and contract documentation for procurement of third party services, as well as other procurement and contract management support such as accurate management of purchase orders, invoices and billing.
- Support with selling the QTS frameworks to other organisations, including making sure the paperwork is in place and liaising with finance to obtain the levy fee.
- Producing quotes and maintaining records pertaining to margin percentages applied.
- Liaising with the Finance Team to ensure invoices for special/growth projects are aligned to the programme and overall cost of projects.
- Liaison with external contractors engaged in delivery of special/growth projects to obtain quotes, programmes, scope of works, costs to inform Fee Proposals.
- Produce and maintain a tracker of costs, Purchase Orders and Invoices relevant to projects for external clients.
- Provide administration support to the external project leads and the Directors in relation to special/growth projects
Resource Management Support
- Enforce information security controls for wider project team including stringent maintenance of an Approved Persons register
- Ensure accurate time reporting from all project resources and monitor against resource allocation in Fee Proposals.
- Primary point of contact for third party contract onboarding in line with QTS Policies & Procedures
- Day to day maintenance of financial and technical databases required for statutory and industry compliance and to inform the effective management of project resources and smooth delivery.
- Support Project Managers with specific tasks, for example national returns.
Job description
Job responsibilities
Project Delivery Support
- Providing full project support to the Directors and Senior Management Team including diary management, minutes, occasional project team representation in forums and stakeholder meetings, preparation and dissemination of key project documents, day to day project and resource management monitoring
- Maintenance of risk registers, programmes, actions, issues and dependencies within project logs and preparation of regular status reports as required.
- Assist with preparation of Fee Proposals, tender and contract documentation for procurement of third party services, as well as other procurement and contract management support such as accurate management of purchase orders, invoices and billing.
- Support with selling the QTS frameworks to other organisations, including making sure the paperwork is in place and liaising with finance to obtain the levy fee.
- Producing quotes and maintaining records pertaining to margin percentages applied.
- Liaising with the Finance Team to ensure invoices for special/growth projects are aligned to the programme and overall cost of projects.
- Liaison with external contractors engaged in delivery of special/growth projects to obtain quotes, programmes, scope of works, costs to inform Fee Proposals.
- Produce and maintain a tracker of costs, Purchase Orders and Invoices relevant to projects for external clients.
- Provide administration support to the external project leads and the Directors in relation to special/growth projects
Resource Management Support
- Enforce information security controls for wider project team including stringent maintenance of an Approved Persons register
- Ensure accurate time reporting from all project resources and monitor against resource allocation in Fee Proposals.
- Primary point of contact for third party contract onboarding in line with QTS Policies & Procedures
- Day to day maintenance of financial and technical databases required for statutory and industry compliance and to inform the effective management of project resources and smooth delivery.
- Support Project Managers with specific tasks, for example national returns.
Person Specification
Previous Experience
Essential
- A proven track-record of excellent project management support within a complex environment at a senior level.
- Experience working both in the public and private sector.
Desirable
- NHS experience of similar projects.
- Educated to A level standard
Skills & Knowledge
Essential
- Superb written and verbal communication skills with confidence in assisting the preparation of documentation appropriate for up to a Board-level audience
- experience of fostering relationships with external and internal stakeholders.
Desirable
- Ability to pick things up quickly and analyse complex information accurately and at pace.
- An ability to work within diverse and complex working environments.
Behaviours & Fit
Essential
- Excellent communication skills, across all mediums (e.g. face to face, written, social media etc.
- Innovative approach.
- Client centric approach
- Confident voicing opinions and ideas in an appropriate manner
- Team player
- Professional approach
- Able to work independently
Desirable
- Approachable
- Supportive of others at every level in the organisation;
- Adaptable
- Professional pride
Person Specification
Previous Experience
Essential
- A proven track-record of excellent project management support within a complex environment at a senior level.
- Experience working both in the public and private sector.
Desirable
- NHS experience of similar projects.
- Educated to A level standard
Skills & Knowledge
Essential
- Superb written and verbal communication skills with confidence in assisting the preparation of documentation appropriate for up to a Board-level audience
- experience of fostering relationships with external and internal stakeholders.
Desirable
- Ability to pick things up quickly and analyse complex information accurately and at pace.
- An ability to work within diverse and complex working environments.
Behaviours & Fit
Essential
- Excellent communication skills, across all mediums (e.g. face to face, written, social media etc.
- Innovative approach.
- Client centric approach
- Confident voicing opinions and ideas in an appropriate manner
- Team player
- Professional approach
- Able to work independently
Desirable
- Approachable
- Supportive of others at every level in the organisation;
- Adaptable
- Professional pride
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
