Job overview
The post-holder will support the Capital Development and Property directorate in its delivery of all capital investment programmes of work, including providing the Project Management Office functions to programme subgroups, monthly joint Project Team/Programme Board meetings.
Prior to submission of your application for any internal secondment or fixed term post, please ensure that you have discussed this with your line manager to obtain their approval. If you do not have written approval from your current line manager to take this position if successful as an internal secondment opportunity, it would be offered as a fixed term position.
Main duties of the job
1. Identify key areas of need, effectively manage administration and other resources required to support the programme
2. Implement Programme Management Office procedures for the programme during the briefing, planning, design, construction, and operational commissioning and post project review stages
3. Manage the administrative systems for the planning and delivery of the programme.
4. Assist in recording and monitoring expenditure against the revenue and capital budgets and for programme, including recording and monitoring project fees, invoices and budget statements in relation to advisor’s costs.
5. Provide administrative support for formal reviews, including Gateway Reviews organised by the Office of Government
Commerce
6. Be a point of contact for Trust staff, members of the public and external contractors with regards to complaints and issues raised due to the building work.
7. Provide project PMO support functions to capital workstreams and subgroups
8. Ensure that subgroups, Project Team and Programme Boards and other subcommittees are properly constituted and supported appropriately, i.e. preparation of agendas, minutes of meetings, production and collation of papers. Preparing regular and ad hoc reports, briefing papers and other documents as required.
9. Participate in workshops, meetings and other events, including ensuring they are organised and delivered in as professional manner
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of staff networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 3) and a Veteran Aware Trust.
Candidate Pack
Detailed job description and main responsibilities
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.
If you are applying using a Graduate visa as your right to work, you must have a minimum of 18 months remaining on your visa at time of application.
Main Duties and Responsibilities
Communication
10. To foster effective and supportive relationships with operational teams and external stakeholder to enable delivery of agreed outcomes.
11. To develop strong and supportive working relationships with operational and corporate teams.
12. To be able to work with multi-disciplinary teams from across the Trust to deliver agreed outcomes.
Analytical and Judgemental skills
13. Analysis of projects through monitoring of various project and programme logs e.g. action log, risk log, benefits log to highlight performance and identify actions to rectify poor performance
14. Managing the Programme Director diary and Programme meeting schedule, making decisions about priorities and balancing conflicting requests.
15. Developing and maintaining effective and efficient office systems.
Planning and Organisational skills
16. To plan and prioritise own and project teams’ work.
17. To be able to manage competing and changing priorities to ensure Programme outcomes are achieved.
18. To identify and plan own professional development needs.
19. To undertake training to support continuous improvement and lean skills development.
20. To contribute to and ensure compliance with best practice project management.
21. To contribute to and ensure compliance with best practice project management.
22. Provide regular reports to the capital and projects committees.
23. Preparing reports and providing evidence of governance with regard to all activities undertaken.
24. To apply best practice project, change and workforce management to the PMO corporate projects programme.
25. Be an advocate for excellent project delivery.
26. Support and encourage innovation in the way services are delivered.
27. At all times, work towards improving the quality of service to the Trust.
People Management and Development
28. Contribute to the continued training of new members of staff within the department, as required.
Patient Care Delivery
29. Incidental patient contact
30. Carefully manage and phase capital projects in occupied areas were incidental conflict with patients occurs.
Learning and Development
31. Attend mandatory training updates as required.
32. Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process.
33. Achieve and demonstrate agreed standards of personal and professional development within
agreed timescales.
34. To maintain own knowledge of best practice and the current evidence base for practice.
35. Identify own learning needs and jointly plan training requirements with your line manager
36. Participate in the Trust’s appraisal process to discuss how your role will help deliver the best
possible care to our patients and help to deliver any changes in service.
Person specification
Qualifications
Essential criteria
37. Degree level or equivalent in office management and/or business administration or project management
38. Clear evidence of CPD
Desirable criteria
39. Experience of delivering training programmes.
Experience
Essential criteria
40. Experience of working within the NHS Experience of working independently, adhering to policies and defined procedures when managing both routine and non-routine activities to ensure decisions are made within defined parameters
41. Experience of providing administrative support to a team
42. Organisation and servicing meetings of a significant nature including the taking of and writing up of formal minutes
Desirable criteria
43. Experience of supporting a complex project or programme
Skills
Essential criteria
44. Knowledge & experience of analysing and interpreting statistical data & report writing
45. Excellent problem solving skills to ensure prompt and effective resolution of matters arising during projects or programmes of work
46. Excellent planning and organisational skills in order to manage and co-ordinate day-to-day property projects with the appointed contractors, consultants, design team etc.; communicating with key stakeholders, clients and other interested parties as part of that process.
Equality, Diversity, and Inclusion
Essential criteria
47. Evidence of having undertaken own development to improve understanding of equalities issues
48. Evidence of having championed diversity in previous roles (as appropriate to role).
Important information for applicants:
A Note on AI Use in Applications
We value the individuality and authenticity that each candidate brings to the application process. While AI tools are increasingly accessible, we strongly discourage their use in completing your application. Your responses should reflect your own voice, experiences, and motivations—elements that are essential to a fair and accurate evaluation.
Applications that rely heavily on AI-generated content may misrepresent your abilities and could result in your application being rejected. We encourage you to take the time to present your genuine self, as this helps us better understand your potential and ensures a transparent selection process.
Closing Adverts Early: In the event of exceptional interest, we may close adverts earlier than specified.
Some of our adverts are capped for a limited number of applications; therefore, the advert will close once the cap has been reached. We therefore encourage you to submit your application as soon as possible if you are interested in the position to prevent you from missing out on applying for the opportunity.
Flexible Working: If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager.
DBS Checks: As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check. We make offers in line with the Rehabilitation of Offenders Act 1975.
Skilled Worker Visa: Applications for Skilled Worker sponsorship are welcome for the roles that meet the Visa and Immigrations eligibility criteria. For further information please visit the gov.uk website searching for Skilled Worker. It is your responsibility as the applicant to ensure that you meet this criteria.
UHSussex reserves the right to close the role early if we receive a high volume of applications