Project Assistant

Portsmouth Hospitals University NHS Trust

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.)

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.

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 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

• Computer literate, including proficient in use of Excel.
• Excellent verbal and written communication and interpersonal skills.
• Knowledge of procurement mechanisms from tendering to completion of project, ideally in Healthcare.

Qualifications

• Educated to GCSE Level C and above (or equivalent).
• Project Management qualification obtained or working towards.

Experience

• 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.
• 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.

Employer name

Portsmouth Hospitals University NHS Trust