Project Coordinator

Job Overview

As part of the Estates & Facilities (E&F) Capital Development Team, the Project Coordinator will provide high-level project support, assisting in the planning and delivery of projects, work packages, or products. This role involves planning, managing, and coordinating activities and projects to high standards and strict deadlines. The Project Coordinator will be responsible for developing and maintaining the project library, databases, and associated resource lists.

You will coordinate all aspects of projects, monitoring all stages of design development and building contracts for compliance with project requirements. Effective control and communication of relevant project information are also key responsibilities.

Main Duties of the Job

• Coordination support for multifaceted, large-scale construction programs and associated business cases.
• Provide administrative support for projects, including Executive Administration support to the Programme Board and Steering Group, chaired by the Deputy CEO and Hospital Director respectively.
• Coordinate clinical user and key stakeholder design groups.
• Provide administrative support to the planning submission process.
• Support the Communications strategy and public/patient consultation events.
• Assist in the preparation of key materials for workshops, meetings, and events (FIC).

Further responsibilities include:

• Processing departmental purchasing and supplier invoices.
• Maintaining project governance documentation.
• Developing and maintaining a project directory for consultants, suppliers, and contractors.
• Supporting the procurement process for large-scale contracts (e.g., equipping, main construction tender).
• Providing secretarial support to the team and ad hoc cover/support for the E&F administrative team.
• Managing, reporting, and updating the project folder.
• Coordinating ADC Programme Board Meetings and associated documentation.
• Coordinating Steering Group documentation.
• Supporting administration related to tender processes, including processing purchase orders, payments, invoices, chasing tender returns, and tracking procurement packages.
• Coordinating clinical user group and key stakeholder workshops.
• Liaising with architects to arrange design development workshops and manage program amendments.
• Supporting sustainability and BREEAM workstreams, coordinating meetings and information with the project support manager.
• Administering workshops as required.
• Proactively liaising with Divisions to ensure appropriate attendance at workshops.

Working for Our Organisation

Midlands and Lancashire Commissioning Support Unit is part of one of England's top-performing and safest trusts. We operate two main acute hospital sites—Chelsea and Westminster Hospital and West Middlesex University Hospital—along with award-winning clinics across North West London.

Our nearly 7,500 staff care for a diverse population of 1.5 million, providing full clinical services including maternity, A&E, and children’s services, plus specialist HIV and sexual health care. The CQC rates us Good in safety, effectiveness, care, and responsiveness, and Outstanding in leadership and resource use.

We continually invest in our facilities, including a £30 million expansion of critical care at Chelsea and an £80 million Ambulatory Diagnostic Centre at West Mid.

We are delivering sustainable healthcare through our Green Plan, aiming for net-zero carbon emissions by 2045 in line with Greener NHS ambitions. Achieving this requires collective effort, and staff are encouraged to reduce their impact on carbon, waste, and pollution wherever possible.

We are committed to equal opportunities and believe diversity drives innovation and excellence. We welcome applications from the global majority, veterans, and underrepresented communities, valuing the perspectives they bring.

If you haven’t heard from us within three weeks of the closing date, your application was likely unsuccessful. Employment is subject to a six-month probation. Some roles may require weekend shifts at multiple sites.

Person Specification

Education

Essential Criteria

• First degree or equivalent.

Desirable Criteria

• NHS work experience.

Key Skills/Competency

• Project Coordination
• Administrative Support
• Stakeholder Management
• Procurement Processes
• Governance Documentation
• Communication Skills
• Planning & Organisation
• Time Management
• Database Management
• Construction Project Support