Capital Project Co-ordinator

7 months ago

Isleworth, United Kingdom Chelsea and Westminster Hospital NHS Foundation Trust Full time

Support the Communications strategy and public/patient consultation events Support in the preparation of key materials for workshops, meetings and events (FIC) Processing departmental purchasing and suppliers invoices. Maintain project governance documentation Develop and maintain project directory for consultants, suppliers and contractors. Support the procurement process on the project side for large scale contracts e.g. equipping, main construction tender Provide secretarial support to the team.

Provide absence ad hoc cover/support if required for the E&F administrative team. Managing/reporting and updating the project folder Provide administrative support to the team, including: o Coordinating the ADC Programme Board Meeting and associated documentation o Coordinating the Steering Group documentation o Supporting with the administration associated with tender processes o Processing/raising purchase orders o Processing payments and invoices o Chasing tender returns and tracking procurement packages Coordinate clinical user group and key stakeholder workshops o Liaise with the architect to ensure design development workshops are arranged as per stakeholder programme, coordinating and responding to any amendments in programme o Support the sustainability and BREEAM work stream, coordinating meetings and information required in conjunction with the project support manager o Support the administration of workshops, where required o Proactively liaise with Divisions to ensure appropriate attendance at workshops Maintain project governance documentation: o Maintain and update Datix as directed by the project team, providing extracts and updates as required o Support the governance process for derogations, ensuring documentation is provided and appropriately recorded across E&F and Project governance groups o Maintain electronic version control of key project documentation e.g. design team drawings issued, programmer, formal reports, business cases, fire strategy o Support the Project and Project Support Manager with obtaining and maintaining the project IRS (information required Schedule) Linked business case support o Coordinate and minute the MRI Transition group leading on obtaining information to support the activities, as appropriate o Support the project activities associated with the enabling packages of works o Provide administrative support to the equipping case and activities Provide project communications support o Assist the project support manager with key internal messaging, relating to project activities i.e. site impact, road closures o Maintain the project monthly messages and website activities o Support the project comms lead in the production of materials for internal and external events including face to face, on line, leafleting etc o Coordinate the project response to engagement events and feedback Provide general office support: o Maintain electronic filing systems o Maintaining project files o Coordinating diaries and arranging meetings o Minute taking and following up on the actions o Maintain management tools and processes for the department o Research information about clients and contractors o Manage the department stationery requirements o Maintain details of team absence and training records Other Responsibilities Comply with the relevant policies.

Support with third party data analysis and request e.g. ERIC Return Contribute and support with the department Sustainability plan Contribute to the Cost Improvement Plan CIP

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