Gateway, RIBA project stage checklist sign offs, permits to work, for Audit and Assurance by undertaking ongoing correction and updating of all the project governance documentation, working with the Estates Development Compliance Manager.
To provide high-quality financial support for the department, ensuring data is entered to a high standard and in-line with RBFT Finance Guidelines, ensuring effective financial reporting with up-to-date accounts available to support project finances, forecasts and programme reporting.
Proficient with MS Suite software and preferable Trust's Facilities software, Concerto, E-proc, E-financials, MS Project, and Trac.
Provide support guidance for Estates Project Managers to update project management tools with document control & orders, governance processes and gateways.
Provide and receive complex, sometimes sensitive information to document within the department project management system. Ability to understand procedural issues and communicate to others.
Main duties of the job
1. Manage and store Governance documentation on the department project management system. Ensure that all content within the process stages is accurately kept up to date to assist with reporting.
2. Analyse, investigate and resolve complex queries relating to project governance.
3. Support audit enquiries providing correct documentation, run internal audit checks and reconciliation to ensure availability and correct record of the governance documentation.
4. Analyse and interpret complex facts or situations relating to Governance Document Control, comparing across a range of options.
About us
Royal Berkshire NHS Foundation Trust employs over 7,500 staff across six sites which serve a population of around 1,000,000 people. The majority of staff live in areas surrounding our sites which include Reading, West Berkshire, Wokingham, Bracknell and South Oxfordshire. We are proud to be rated as the top acute trust to work for in South-East England according to the NHS Staff Survey 2023. We are invested in the well being, and development of all our staff.
Job description
Job responsibilities
1. To support project managers, in progressing documentation through correct procurement route for each project order received and maintaining accurate capital order record, to track finances.
2. Plan and organise tasks and activities to a variable workload. Initiate plans and modify as required to suit work programme requirements such as training, new software systems or reporting systems.
3. Reconcile invoices, valuations, instruction documents and ensure correct and timely receipt and payment processed to the suppliers/contractors.
4. Participate in project management staff timesheet and ensure fees per project are up to date in the project management tool, such as Concerto and finance tool, to ensure accurate finance reporting.
5. Have advanced keyboard skills with the ability to interpret and present data in varied forms as requested by Line Manager/ Head of Projects.
6. Propose and assist with changes to either departmental policy or work where relevant due to new working practices, legislative changes, or new reporting processes.
7. Deliver core training to other staff groups and contractors on the safe and compliant use of the capital projects system/software and other specialist project software where necessary (i.e., Concerto, MS Projects) where necessary.
8. Regular requirement to develop and generate reports and documents. Responsible for maintaining more than one information system and adapting information from these systems to meet the specifications of others.
9. Undertake Health and Safety work permit log management for hot works/Fire/Water/Asbestos, etc. as requested.
10. Consult with Health and Safety officer and building managers to ensure timely issue of permit to work.
11. Experience of using HR databases to manage recruitment admin process for the Department.
Person Specification
Experience and Training
Essential
* Specialist knowledge underpinned by theory and appropriate experience.
Desirable
* Membership of a Professional Construction/Engineering institution/body Prince 2 Project Management qualification Diploma in Project Management and/or construction related diploma.
Knowledge
Essential
* Demonstrable experience in the development and running of a successful projects/programme team. Knowledge of Construction Projects, planning, delivery, programming from inception to close. An understanding of capital funding and financing. Experience of a similar role within an NHS or related organisation.
Desirable
* More widely IT literate with knowledge of bespoke presentation packages. Experience across organisational boundaries. Experience of NHS Frameworks.
Employer details
Employer name
Royal Berkshire NHS Foundation Trust
Address
Royal Berkshire Hospital
Reading
RG1 5AN
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