Worcestershire Acute Hospitals NHS Trust

Capital Planning Project Co-ordinator

This job is now closed

Job summary

This is an opportunity to join our team, responsible for delivering a portfolio of Capital Projects across all three Worcester Hospitals sites. As a Capital Planning Project Coordinator, you will have the opportunity to improve services for patients and staff, ensuring buildings are delivered to the highest standards and that staff are able to care for patients in healing environments.

We manage a variety of projects from small refurbishments to multi-million pound developments. You will be central to the day to day management of projects by working closely with the Project Managers to develop and maintain project documentation, and ensure compliance with the Trust governance processes. You will become an expert in managing reports and papers through these processes.

You will have the opportunity to develop your project management skills by leading on your own projects, and managing work streams within a larger project. Support and training to formalise these skills will be offered

NHS Capital projects are more than construction, and require you to consider both clinical and operational impacts.This role will require a willingness and confidence to engage with clinical teams and support them through the construction process and any disruptions as a result of it.

The Trust has many ambitions to improve services. The work is fast moving and critical to the delivery of clinical services but you will always be supported by a caring and committed team.

Main duties of the job

You will be experienced and confident in the development and maintenance of project documentation.

You will be able to work autonomously to achieve outputs as specified by the Project Manager.

You will be process driven, with a strong focus on ensuring Trust Governance processes are followed. You will need to be confident to challenge more senior team members if you believe this is not happening.

The job is very varied, so you will have a 'can do' attitude and a willingness to support the team within the limits of your Job Description

This role will be predominantly on site, although there will be the opportunity to work form home according to the needs of the project. There will be a requirement to actively support wards during the disruption of construction works. This may be helping them to move, organising new phone lines or ordering equipment. You will be the central point of contact if they have concerns about noise or other construction activities.

Most projects will have a team of external consultants such as architects and cost manager to support you. You will be responsible for coordinating communications and information with them, ensuring requests are completed by deadlines, and that the payment mechanism runs smoothly.

About us

Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.

Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.

The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester

Our workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.

We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

Our objectives are simple:

Best services for local people
Best experience of care and best outcomes for our patients
Best use of resources
Best people

Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.

We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.

Date posted

14 November 2024

Pay scheme

Agenda for change

Band

Band 6

Salary

£37,338 to £44,962 a year

Contract

Permanent

Working pattern

Flexible working

Reference number

C9365-24-1277

Job locations

The Alexandra Hospital

Woodrow Drive

Redditch

Worcestershire

B98 7UB

Job description

Job responsibilities

WORCESTERSHIRE ACUTE HOSPITALS NHS TRUST

JOB DESCRIPTION

Post Title:Capital Planning Project Coordinator

Pay Band:6

Hours:37.5 hours per week

Contract:Permanent

Location / Department: Estates & Facilities Capital Planning Team

Accountable to:Deputy Director of Estates & Facilities (Strategic Estate)

Reports to:Head of Capital Planning

Job Purpose:

The purpose of the job is to provide Programme and Project Coordination to the Capital Planning Team by taking responsibility for the control and management of information. The post holder will use their project coordination and management skills to plan, manage and deliver projects on time, within budget and achieving the scope, as delegated by the Head of Capital Planning

Key Working Relationships:

Internal

Director of Estates and Facilities

Deputy Directors of Estates and Facilities

Head of Capital Planning

Capital Planning Team

Head of Estates

Estates Operational team

Facilities Operational team

Finance partners

PFI team

Divisional Management Teams

Corporate Management Teams

PMO

External

Consultants

Contractors

Other NHS bodies

KEY RESPONSIBILITIES:

The main responsibility of the role is to coordinate project and programme management information and processes across the Capital Planning Team to ensure the delivery of the Capital Plan. The role requires assertiveness, initiative, discretion, attention to detail and the ability to work to deadlines. The post holder will be responsible for ensuring all Trust Governance is followed in line with Trust Standing Financial Instructions, and for ensuring that Project Managers produce high quality information in line with Corporate timelines.

They will develop and maintain project controls, reporting mechanisms and assurance reports to facilitate effective and timely escalation and management of risks/ issues. The post holder will develop, maintain and monitor project plans as appropriate and lead on the coordination of specific projects as delegated by the programme/project Manager.

The role will require the ability to work in collaboration with senior colleagues, clinicians, technical subject matter experts, frontline staff and engage with a range of colleagues from partner organisations, commissioners, voluntary and community sector organisations. The post holder will use their interpersonal, organisational and project coordination and management skills to drive forward the delivery of the Capital Plan in support of Trust priorities, and the delivery of person centred, safe and effective care.

Specific tasks include:

Communication & Relationships

1.Identify stakeholders and be responsible for producing and maintaining a Project Directory and Communication Plan for all projects

2.Develop and maintain effective working relationships with all stakeholders

3.Gain support for projects from key stakeholders.

4.Manage the provision and communication of complex, sensitive and highly contentious information to key stakeholders.

5.To use mature report writing skills to prepare reports and presentations in conjunction with Project/Programme Leads to share with stakeholders, staff and project boards

6.Prepare and present reports to Project Boards for individual projects

7.Use persuasive and negotiating skills to improve understanding when dealing with stakeholders.

8.Use interpersonal skills to overcome all barriers, which can sometimes be very significant, to ensure successful outcomes.

9.Adopt a supportive, facilitative approach to ensure the continued momentum of the project/programme is maintained, with the ability to be clear with the team regarding deadlines to be met in order to keep the project on track

Analytical & Judgement

1.Analyse and interpret information and data and make comparisons to identify potential options, corrective or appropriate action.

2.To use own creativity and ingenuity to contribute ideas to projects and improvement initiatives

3.Identification and management of risk and issues independently and in conjunction with the Project Managers

4.Provide appropriate financial and activity information as required to generate reports for Board committees.

5.Provide appropriate budget and spend information to accurately monitor monthly and yearly spend in accordance with the agreed yearly Capital Plan

6.Coordinate and produce information required for any audits and external returns, including to NHSE, and ensure response submitted by deadlines

Project Coordination/Project Management

1.Manage and control the production and assurance of information in line with agreed project processes and Trust policies.

2.Responsible for understanding in detail Trust Governance processes and requirements, and be able to provide advice and support for team members to ensure they are followed

3.Coordinate and provide support for Programme/ Project Boards and Work stream meetings, including developing and managing Terms of Reference/ Agendas/ Risk and Issues logs

4.Monitor, track and submit funding and approval requests through CAGs/ POs and DAFs, ensuring correct governance is followed and requests are produced and submitted in accordance with governance timescales and Trust SFIs

5.Production of documentation relating to the projects/programmes, e.g., risk logs, action logs, project plans.

6.Develop and maintain Project and Programme trackers, ensuring up to date information is available for Senior E&F management and Project Boards

7.Co-ordinate and provide support for other project meetings.

8.Lead on managing project audits and Post Project Evaluations with support from the Project Manager

9.To plan, deliver and manage minor projects through the full lifecycle in line with the Trusts Delivery Framework.

10.Ensure the correct information is assembled and signed off by the appropriate Authorising Engineer to allow compliant handover of buildings to the operational estates team

11.Other project duties as and when required.

Staff Management

1.Line management of administrative team members.

2.Management of Capital Team and Project Managers to ensure report/ submissions are completed in a timely manner, allowing time for review and approval

3.To act as role model to staff in the team.

4.Promote a satisfying and challenging environment for staff to work in.

5.Aim to build a climate in which staff are valued and developed to their full potential.

6.Recognise and reward the contribution of each member of staff.

7.To ensure all permanent and temporary staff are appropriately inducted and have the resources, knowledge, skills, and support to perform their role.

8.To influence colleagues from across the organisation, coaching on the importance of milestone management in projects.

9.Demonstrate effective leadership at all times.

10.Demonstrate supervisory skills for new junior and support staff.

11.Utilise Trusts Policies, Procedures and Guidelines, actively contributing to their development.

Human Resources

1.Facilitate recruitment of staff, including raising of Authorisations to Recruit, cases for need and arrangement of job interviews.

2.Maintain appropriate records, adhering to national, local and Trust guidelines on record keeping.

3.Ensure attendance of staff at mandatory training for compliance

General

1.Be responsible for prioritising own workload.

2.Participate in WAHTs supervision, performance, and appraisal framework as required.

3.To undertake all mandatory training requirements.

4.To represent WAHT in line with Trust policies and to present a positive approach at all times

See attached Job Description for General Information