Project Assistant

Portsmouth Hospitals University NHS Trust; Portsmouth; On-site; GBP 29,000 - 37,000

Job description

Company Description

Our vision for Single Corporate Services
Isle 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
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.

Role Overview:
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.

Key Responsibilities:

1. 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.
2. Project Coordination:
   
   • Monitor the Projects inbox, log new project and space 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.

For Further Details, Please Refer To The Job Description
As part of this role you will be required to travel between both hospital sites and also other campus sites.

If you’re a motivated individual with a passion for construction and healthcare and want the chance to be part of projects that make a meaningful impact on healthcare facilities and patient care we’d love to hear from you!

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.

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.

Additional Information
The health and wellbeing of our staff is at the forefront of everything we do. We are proud to be able to offer our staff some fantastic benefits including our on-site Nursery, access to our free Beach Hut for those long summer days, our on-site Wellness Centre including a gym and a swimming pool, access to our fantastic staff networks including LGBTQ, Race Equality and DisAbility, and awards ceremonies to recognise your achievements. We believe we can offer support to all of our staff when they need it the most.

Please note your application may be transferred to the Isle of Wight Applicant Tracking System (ATS) if you are selected for an interview.
We welcome the unique contributions that you can bring in terms of your education, opinions, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, colour, religion, disability, sexual orientation, and beliefs.