Job responsibilities
Job Summary
To provide a full range of administrative and project support duties to the Capital Team, to assisting with the project planning stages of capital & revenue Schemes. Liaise with other departments on both internal and external basis to organise meetings and assist with workload management. To act as the first point of contact for enquires and to deal with as appropriate, for the Capital Team. Plan and organise own time using initiative in order to manage and prioritise workload to meet necessary deadlines. To provide and maintain a project library and database for all of the Capital Schemes (Paper and Electronic).
- Main duties & responsibilities
- To assist or to carry out minor schemes, to ascertain with the user, requirements/specifications, to communicate instructions or requirements to supplier, this could be constantly changing programme i.e. full signage review for both sites, and to ensure that the requirements are carried out to Trust Policies, as instructed and directed by Capital Project Managers
- Estates Return Information Collection (ERIC)/ Premises Assurance Model (PAM)
Assist in the submission in of annual the Estates Return Information Collection (ERIC) figures for the Trust as directed by Head of Estates, Capital & Health & Safety. Work closely with the Facilities Compliance Officer and Capital Project Managers to ensure that the requirements of PAM are met and maintained in respect of the capital management elements.
Facilitate surveys and audits (e.g. plant & building services) collating data and information as directed by the Capital Project Managers.
Assist with surveys regarding land sales, escort various groups around properties/sites and communicate up to date complex information to various other concerned parties.
Keep records of surveys and ensure various groups i.e. planning authorities are made aware of any variations.
To have a basic knowledge of the AutoCAD drawing system. To plot various sizes of plans and drawing in advance of meetings and also for individual requests using the AutoCAD drawing system.
To acquire an understanding and knowledge of the drawing library system and to be able to print different sizes of plans and to use knowledge in explaining drawing layouts to people that are not familiar with drawing layouts.
To prepare relevant various documents and drawings ready for meetings and/or to send out to various organisations i.e. Trust legal Advisors.
Provide any technical support to other departments, with drawings and plans; this involves providing detailed plans etc. to various directorates and to explain detailed plans layouts and information.
Assist in the monitoring of capital schemes escalating risk of slippage to Capital Project Managers.
Support the Capital Team in maintaining core working relationships with both internal and external stakeholders.
To provide and receive complex information regarding scheme projects and to articulate details of changing processes, and places to users both internal and outside the Trust.
To maintain a paper and electronic filing system for the Capital Schemes, and organising a library of documents. Ensure contractual and statutory documentation is appropriately is managed and kept up to date.
Check reports and scheme contracts, business cases and other documents associated with the Capital team work.
To prepare reports and support the Capital Team in executing core tasks and information exchanges required at each stage for various schemes in line with the RIBA Plan of Work e.g. Project Initiation Document, Feasibility Studies, Project Cost Estimations, Project Programmes.
To provide relevant Estates Capital information and data to support the submission of mandatory collections for the Estates Return Information Collection (ERIC) and Property Assurance Model (PAM).
To assist in the production and maintenance of a range of procedures relating to the delivery of Capital schemes and management of within the Trust.
To arrange in advance meetings (e.g. Project Board, Technical Meetings and User Groups), and associated documentation (e.g. Design, Technical, Pre Contract and Project Managers reports, agendas) and providing administrative support including taking and transcribing minutes and responsibility for producing and circulating papers as appropriate.
To deal with incoming and outgoing emails, taking appropriate action were appropriate.
To maintain electronic diary appointments for the Capital Team, re-arranging and prioritising as required. To type and distribute letters, surveys, reports, circulars, spreadsheets, policies, statements, presentations etc. as and when required.
Responsibility for taking appropriate action in the absence of Senior Managers in relation to complaints, press enquiries etc. using initiative and discretion as required.
Responsibility for dealing with highly confidential and sensitive information and using discretion as required.
To assist the Capital Team in the management of their day-to-day workload, operating flexibly within the role, providing all necessary support.
To ensure that all annual leave and sickness absence is recorded for the team onto the ESR system.
To provide general clerical duties, including photocopying and faxing.
Responsibility for maintaining stationary supplies by ordering and replenishing stock for the team as required via the NHS Logistics online ordering system.
Responsibility for placing invoicing orders onto the NHS Logistics online ordering system, and communicating the process to others.
Liaison with Senior Staff across the NHS and other organisations.
Use Trust intranet website and internet for research purposes.
Use of all Microsoft/Excel Office Packages.
To undertake all other appropriate duties consistent with the post.
To provide support and information in the design, specification and paperwork involved in the tender process of schemes up to one million pounds, and keeping track of the financial position; this includes supporting the Capital Team in following the quotation process.
To provide support and information in the design, specification and paperwork involved in the quotation process of schemes and keeping track of the financial position.;
Raise orders for works and capital schemes as directed by Capital Project Managers.
Receipt orders and filing of invoices.
Assist the Facilities Manager in his QEP Requirements.
Assist in the monitor and control of all expenditure associated with the delivery of schemes escalating potential over spends.
Has an understanding of Trust Standing Financial instructions and how they pertain to Capital Projects.
1.10 Risk and compliance
Ensure compliance with the HBN (Health Building Notes) and ensure immediate action is taken to control risk.
Ensure that risk assessments and RAMS are in place for all schemes as appropriate.
Update and maintain the Capital Team risk register.
Ensure actions arising from meetings and audits are tracked escalating items that are outstanding.
Works closely with the Facilities Compliance Officer to ensure that all mandatory and statutory requirements are being met escalating when this is not the case to Capital Project Managers and Head of Estates & Capital as appropriate.
1.11 Quality
Assist with the management of schemes to ensure they are delivered on time and on budget.
Assist with compliance management of all contractual, statutory and mandatory undertakings associated with the delivery of schemes.
Assist with ensuring that the Capital team provides a level of quality acceptable to the users specification and requirements.
1.12 Human Resources
Support colleagues in the Estates & Facilities department including the design team with the delivery of schemes.
1.13 Training
Design, develop and keep up-to-date record of all training and apply for courses for the members of the team.
