Detailed job description
and main responsibilities
Main Purpose
To provide effective business and financial support to the NHS Capital Estates Team, ensuring robust project administration, accurate financial tracking, and timely processing of purchase orders and payments. The role supports the Project Scheduling Manager and wider team in maintaining governance, compliance, and operational efficiency across capital projects.
Key Responsibilities
1. Raise and receipt purchase orders through relevant finance systems; liaise with Finance and Suppliers to resolve payment and order queries.
2. Support tender and quotation preparation; monitor capital project spend and maintain detailed financial spreadsheets.
3. Maintain up-to-date project files and databases (manual and electronic); ensure full audit trail for capital projects.
4. Provide administrative support: schedule meetings, draft agendas, compile reports, take minutes, and manage diaries.
5. Act as a communication point for project-related financial queries, liaising with contractors, consultants, and internal departments.
6. Ensure project documentation complies with Estates Capital Quality Management System and Trust Standing Financial Instructions (SFIs).
7. Coordinate monthly financial returns including staff time recording for capital projects.
8. Assist in the induction and training of new team members and maintain relevant contact databases.
9. Carry out internal audits on project documentation and processes; propose improvements where appropriate.
10. Support VAT recovery activities in coordination with consultants and Finance.
11. Participate in service development, maintaining quality office systems and suggesting improvements to procedures.
12. Prepare documentation for monthly management meetings and coordinate follow-up actions.
13. Ensure effective communication with staff, service users, and external contacts, responding to queries promptly and professionally.
14. Maintain confidentiality and adhere to Trust policies and procedures at all times.
Skills and Attributes Required
15. Proficiency in Microsoft Office (Excel essential) and use of finance systems (e.g., Efin, PIM, Powergate).
16. Strong organisational, prioritisation, and time-management skills.
17. Excellent interpersonal and written communication skills, including minute-taking.
18. Ability to work under pressure, manage competing demands, and meet deadlines.
19. Familiarity with financial processes, VAT handling, and construction industry terminology.
20. Attention to detail and ability to identify and act on discrepancies or inefficiencies.
Working Environment and Expectations
21. Work is primarily desk-based, requiring extended periods of concentration and use of spreadsheets/finance systems.
22. Regular interaction with staff, contractors, and public; occasional exposure to sensitive situations.
23. The role requires proactive workload management with minimal supervision, in a dynamic and fast-paced team.
24. Must attend mandatory training, maintain professional knowledge, and undertake any duties appropriate to the role as needed.
Person specification
Qualifications
Essential criteria
25. Educated to NVQ level 4/diploma in higher education in a relevant subject or equivalent level of qualification or proven experience in a similar role.
26. Knowledge of administrative procedures including specialised IT systems, the majority of which are non-routine, such as raising orders and processing invoices on specific procurement systems for resolving invoice related queries.
27. Ability to work within a structured quality management system such as BSI.
28. High level of numeracy and written and spoken English.
Desirable criteria
29. Experience of using Powergate / Efin or PIMS systems.
30. Healthcare experience.
31. ECDL
32. Building terminology experience.
Experience
Essential criteria
33. Working in a busy administrative environment
Desirable criteria
34. Previous experience working in a project, construction of similar environment.
Technical Skills Competencies
Essential criteria
35. Excellent IT skills in Word and Excel – including ability to create basic functions.
36. Ability to undertake data collection and data entry into complex spreadsheet and documents Numerate.
37. Produce accurate work consistently.
38. Demonstrate ability to use initiative effectively.
39. Ability to prioritise and meet deadlines
40. Able to communicate effectively at all levels
Desirable criteria
41. Experience in the work Tender process
Knowledge
Essential criteria
42. Good knowledge of MS Office – specifically Excel
43. Input and access data to and from computer systems.
Desirable criteria
44. Experience of using Powergate / Efin or PIMS systems.
Personal Attributes
Essential criteria
45. Ability to work with minimal supervision. Able to work to deadlines.
46. Excellent organisational skills
47. Enthusiastic
48. Diplomacy and tact. Polite and friendly approach.
49. Ability to concentrate for document/finance checking
50. Ability to respond to sudden unexpected demands
51. Good team player.
Language requirement
Essential criteria
52. Be able to speak English as necessary to undertake the role