Assistant Project Manager - New QEH

Job overview

The New Hospital Programme (NHP) is the largest hospital improvement initiative in a generation, and at Queen Elizabeth Hospital (QEH), it presents a significant opportunity to rebuild our hospital. With the redevelopment valued at approximately £1.2bn, this also represents the biggest infrastructure development in Kings Lynn, in generations.

We strive to recruit the best people to deliver our services across QEH and help unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.

QEH encourages applications from individuals from all protected groups, especially those from BAME, Disabled, and LGBTQ+. We are committed to working with colleagues from diverse backgrounds and ensuring an inclusive and collaborative.

The Assistant Project Manager, will support the Senior Project Manager in the delivery of projects through effective planning, coordination, and execution. This role will assist in ensuring that robust monitoring and evaluation processes are in place throughout the project lifecycle.

Main duties of the job

Project Support

• Daily Task Management
• Process and Policy Development.
• Task Ownership

Construction and Design Support

• Site Coordination
• Documentation and Drawings Management
• Subcontractor Liaison
• Design Review Coordination
• Risk Management
• Project Closeout

Coordination and Communication

• Stakeholder Communication
• Milestone Tracking

Data Management and Reporting

• Documentation Management
• Data Analysis
• Report Preparation

Governance and Compliance

• Record Keeping
• Lesson Documentation
• Compliance Checks

Professional Development

• Training Participation
• Industry Updates

Detailed job description and main responsibilities

Project Support

• Daily Task Management: Assist in the day-to-day management of the project/programme lifecycle by coordinating specific tasks such as scheduling meetings, preparing agendas, and following up on action items. Ensure that all tasks are executed according to the project plan and within set timelines.
• Process and Policy Development: Collaborate with the Senior Project Manager to draft, revise, and implement project processes and policies. This includes updating existing documents and creating new templates or guidelines to support the project's needs.
• Task Ownership: Take ownership of assigned tasks within the project or programme, such as drafting project briefs, coordinating logistics for events, or managing specific workstreams. Ensure these tasks are completed on time, within budget, and meet quality standards.

Construction and Design Support

• Site Coordination: Assist in coordinating on-site activities with contractors, architects, and engineers. Schedule site visits, ensure safety protocols are followed, and report on-site progress to the Senior Project Manager.
• Documentation and Drawings Management: Manage the distribution and control of construction documents, drawings, and specifications. Ensure that all team members and contractors have access to the latest versions and track any changes or updates to these documents.
• Subcontractor Liaison: Act as a point of contact for subcontractors, ensuring they have the necessary information and support to carry out their tasks. Coordinate their activities with the overall project schedule and report any issues or delays to the Senior Project Manager.
• Design Review Coordination: Schedule and coordinate design review meetings with architects, engineers, and other stakeholders. Document and communicate feedback and revisions to the design team.
• Risk Management: Identify potential risks related to construction activities, such as delays in material deliveries, weather conditions, or site safety issues. Report these risks to the Senior Project Manager and assist in developing mitigation strategies.
• Project Closeout: Support the Senior Project Manager in the project closeout process, including compiling documentation, ensuring all punch list items are completed, and assisting in the handover of the completed project to the client.

Coordination and Communication

• Stakeholder Communication: Schedule and coordinate regular meetings with divisional managers, clinical leads, and external partners. Prepare and distribute meeting agendas, take minutes, and ensure that all stakeholders are kept informed of project progress and changes.
• Milestone Tracking: Monitor project milestones by creating and maintaining a project timeline. Update the timeline regularly, track deliverables, and report any delays or risks to the Senior Project Manager.

Data Management and Reporting

• Documentation Management: Organise and maintain all project documentation, including project briefs, initiation documents, and highlight reports. Ensure that all documents are stored securely, are easily accessible, and are updated regularly.
• Data Analysis: Collect and analyse project data, such as resource usage, budget expenditures, and progress against milestones. Prepare data summaries and visualisations to support decision-making by the Senior Project Manager.
• Report Preparation: Assist in preparing weekly and monthly progress reports for senior leadership. Compile data, write summaries, and format reports according to the organisation’s standards.

Governance and Compliance

• Record Keeping: Maintain accurate and up-to-date records for all aspects of the project. This includes ensuring that version control is maintained on all documents and that records are filed according to organisational standards.
• Lesson Documentation: Document lessons learned during the project lifecycle, including both successes and areas for improvement. Create reports or presentations summarising these lessons and share them with relevant teams.
• Compliance Checks: Regularly review project activities to ensure they comply with organisational policies and governance standards. Report any compliance issues to the Senior Project Manager and suggest corrective actions.

Professional Development

• Training Participation: Identify and participate in relevant training sessions or workshops to enhance your project management skills. Apply new knowledge to improve task execution and project support.
• Industry Updates: Regularly review industry publications, attend webinars, or join professional networks to stay informed about changes in healthcare project management. Share relevant insights with the project team.

Governance and Statutory Requirements

The post holder is expected to comply with the governance arrangements and policies and procedures of the organisation, available on the Trust intranet site.

For further information regarding this opportunity, please see attached Job Description and Person Specification.