Assistant Project Manager

Job overview

An exciting opportunity has arisen for an Assistant Capital Project Manager to join our Capital Project Team in our Estates & Facilitates Department

To be responsible for the delivery and project support using a variety of tools and techniques across varying projects or a major programme in accordance with the project management process.

Organising programme/project data, developing, and managing processes as required to meet the Trusts standards enabling a smooth running of all capital projects.

The Assistant project manager provides practical project management support to the project managers and other key team leaders, ensuring delivery of these programmes.

Main duties of the job

• They will be expected to provide support on complex projects and be directly responsible for project management of various less complex projects, to ensure that they are given the opportunity to develop and hone their skills and interests.
• The postholder will liaise with all relevant stakeholders and undertake analysis and data work, this is a demanding and rewarding role requiring a high degree of organisational skills, demonstrating a high level of accuracy and an ability to prioritise and manager their own work loads, meet project deadlines and deal with competing priorities and deadlines.
• Applicants will require excellent communication skills, accuracy, and attention to detail, they will also be required to work well in high pressure situations and make critical decisions under the directing of the project manager.
• The applicant will be required to use CAD programmes and therefore should have a good working knowledge of the software.
• They will also be required to record financial expenditure and cashflows using Excel and have a good knowledge of all Microsoft programmes such as Word and Projects.
• The applicant may be asked to carryout project administration tasks such as taking minutes and setting up meeting with the wider project team.

Detailed job description and main responsibilities

• The management of minor projects under the supervision of the project managers and senior Project manager
• Assisting with the management of major capital schemes up to £3M in value.
• Responsible for the financial tracking of all their projects on Excel.
• Setting up project cash flows for a variety of projects, this will involve communicating with the Trust finance Team and external contractors.
• Supplying as-fitted drawings and CAD plans to external consultants and managing the development of project feasibility studies.
• Update the drawings library following project completion to ensure an accurate drawings index is maintained
• Carryout project administration duties including setting up meeting with stakeholders, taking meeting minutes, ordering office supplies, raising order and tracking expenditure
• Designing and plotting new schemes on CAD and completing specifications for Tendering purposes.
• Taking responsibility for the management and updating of the Trust standard specification document and communicating with the inhouse Estates team on product changes.
• Agreeing project final accounts along with the project managers
• Tracking project changes requests and negotiating with contractors to obtain best value for money.
• Ensure project Tender and award follows the Trust SFI’s and financial requirements including the setting up of framework agreements and contracts.
• Carrying out snagging and create snagging reports as instructed by the project managers ensuring all actions are complete and signed off.

Human Resource/Workforce

• Support colleagues in the Estates & Facilities department including the design team with the delivery of schemes.
• Issuing tasks to the team CAD technicians and administration staff.
• Completing all mandatory Trust training.

Finance and Resources

• To provide support and information in the design, specification and paperwork involved in the tender process of schemes exceeding one million pounds, and keeping track of the financial position: this includes supporting the Capital Project Managers in following the quotation process and ensuring all Trust SFI’s re followed.
• Managing and instructing the Capital admin team to raise orders for works and capital schemes as directed by Capital Project Managers.
• Assist in the monitor and control of all expenditure associated with the delivery of schemes escalating potential over spends and implementing control measures.
• Understands Trust Standing Financial instructions and how they pertain to Capital Projects

Communication and workplace relationships

• Foster good communication and effective team working with all disciplines of staff to ensure support and collaboration with all capital projects and programmes.
• Present data and information in reports formats and presentation as required by the Head of Hard FM, Head of Capital Projects, and the Project Managers. This will include analysis and delivery of sensitive information.
• Ensure efficient partnerships with department directors and leads, professional groups and supplies/contractors.
• Develop excellent relationships with staff of all levels including the executive team and corporate colleagues.
• Represent the team, directorate and/or Trust at internal and external meetings, presenting information effectively through presentations and written reports

Risk and Compliance

• Ensure compliance with the HBN (Health Building Notes) and ensure immediate action is taken to control risk.
• Ensure plans are signed off by the appropriate stakeholders and AE’s and filed in the correct project file location.
• Ensure plans are issued to the fire officer and all fire related concerns are addressed.
• Ensure that risk assessments and RAMS are in place and to the correct standard for all schemes as appropriate.
• Update and maintain the Capital Team risk register and chair risk meeting relating to managed projects.
• Ensure actions arising from meetings and audits are tracked escalating items that are outstanding.
• Works closely with the Facilities Compliance Officer to ensure that all mandatory and statutory requirements are being met escalating when this is not the case to Capital Project Managers and Head of Estates & Capital as appropriate.

Mental and Physical Effort

• Frequent sitting at desk in front of VDU for long periods of time that requires high level of concentration when checking highly complex and technical information and answering queries from staff and contractors.
• Rare exposure to emotional circumstances within the workplace.
• Physical effort required for site surveys including carrying ladders, using ladders and prolonged period of walking.
• Access to roof voids and plant rooms and occasional exposure to loud noises and heat.
• External surveys required which could result in exposure to rain and low temperatures.

Analytical and Judgemental Skills

• Most of the job is of a technical nature therefore the post holder must be capable of analysing information and judgements made by others on a range of design information.
• The post holder is required to solve problems on some software packages, recommending the best course of action.

The ability to assess and recommend appropriate solutions and technical demands, for example:

• Design Details
• Input into service development/New Works
• Interpret technical drawings and specifications

Planning and Organisational Skills

• The applicant must be able to plan their own work and prioritise tasks with conflicting demands
• Able to plan tasks and activities which may require adjustment due to variable workload and or interruptions.