Job overview
****** THIS POSITION IS ONLY OPEN TO CURRENT UNIVERSITY HOSPITALS NHS FOUNDATION TRUST EMPLOYEES ******
The Capital Development and Property department is responsible for the successful delivery of the Trust’s annual operational capital plan and its property services function, including property transactions, leases, space management, the estate strategy, business rates, property returns to NHSEI, and service level agreements with other Trusts and organisations.
As part of the Business Operations team the post holder will be responsible to the Business Operations Manager to provide business operations functions to support this complex programme of work. This will ensure that the administrative processes within the department are organised and managed efficiently and effectively.
Main duties of the job
Main Duties -
·Identify key areas of need, effectively manage administration and other resources required to support the department and the use of modern office techniques and practices.
·Will utilise excellent communication skills and administration support to the internal and external team members and external stakeholders.
·Implement procedures for the delivery of the capital plan.
·Manage the administrative systems for the planning and delivery of the capital plan, including: quality, risk management, change requests, reviewable design data, filing, progress reports, meetings and minutes.
·Manage the interface between the Trust and external consultants and contractors through the establishment and maintenance of robust systems.
·Assist in recording and monitoring expenditure against the departmental revenue budget and capital plan, including recording and monitoring project fees, invoices and budget statements in relation to advisor’s costs.
·Provide administrative support for informal and formal reviews.
·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 connected to capital works.
·Ensure governance and reporting processes are organised and managed to be as efficient and effective as possible..
·Ensure that divisional meetings, subgroups, and other subcommittees are supported appropriately.
Working for our organisation
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.
Communication
·To foster effective and supportive relationships with operational teams and external stakeholder to enable delivery of agreed outcomes.
·To develop strong and supportive working relationships with operational and corporate teams.
·To be able to work with multi-disciplinary teams from across the Trust to deliver agreed outcomes.
Analytical and Judgement Skills
·To analyse and interpret sensitive and highly complex information and figures and take appropriate action and provide appropriate advice that fits with the strategic aims and ensure achievement of performance targets.
·Managing the departmental manager’s calendars and programme meeting schedule, making decisions about priorities and balancing conflicting requests.
·Developing and maintaining effective and efficient office systems.
·To develop, maintain and report on a “Capital book” and “property book” (terrier) to record ownership, transactional details for all property in use across the Trust.
·To produce and process requisitions orders, receipts and invoices ensuring cash flow, transaction, commitment and expenditure reports are available to team members throughout the month.
·To work with the Business Operations Manager to ensure that the year-end capital forecast outturn figure is delivered with all required reports, accruals and receipting schedules provided at the appropriate time.
People management and development
·Contribute to the continued training of new members of staff within the department, as required.
Skills
·To plan and prioritise own and departmental managers work.
·To be able to manage competing and changing priorities to ensure outcomes are achieved.
·To identify and plan own professional development needs.
·To undertake training to support continuous improvement and lean skills development.
·To contribute to and ensure compliance with best practice project management.
·Provide regular reports to Boards and Committees.
·Preparing reports and providing evidence of governance with regard to all activities undertaken.
·To apply best practice project, change and workforce management to projects and programme.
·Be an advocate for excellent project delivery.
·Support and encourage innovation in the way services are delivered.
·At all times, work towards improving the quality of service to the Trust.
Person specification
Qualifications
Essential criteria
1. Degree level or equivalent in office management and/or business administration
2. GCSE Mathematics and English
3. RSA III or equivalent typing qualifications
Desirable criteria
4. Membership of a recognised professional institute
Experience
Essential criteria
5. Experience of providing administrative support to a team
6. Organisation and servicing meetings of a significant nature including the taking of and writing up of formal minutes
Desirable criteria
7. An understanding of the basic principles and terminology of financial management
Specific Requirements
Essential criteria
8. Proven ability to prioritise own and others diverse and busy workload, without supervision, in order to meet deadlines.
9. Ability to work under pressure
Equality, Diversity, and Inclusion
Essential criteria
10. Evidence of having championed diversity in previous roles (as appropriate to role)
11. Evidence of having undertaken own development to improve understanding of equalities issues
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