Project Coordinator London, England
Job description
An exciting opportunity has arisen for an administrator with project experience to join the Nursing Development Team (NDT) at South West London and St George’s Mental Health NHS Trust.
The Band 4 post offers an opportunity for an administrator with experience of being involved in projects to step into a role in supporting with nurse education. The project co-ordinator will work closely with the development nurses in the team to support with the co-ordination of their projects. The post holder will work with the NDT, university mental health lecturer’s team, as well as Health Education England.
The role will involve liaising with relevant clinical areas and supporting our non-registered workforce and their supervisors. Reporting to the Development Nurse for Band 2-4 Workforce the post holder will work across the nursing clinical areas at SWLSTG and in partnership with Higher Education Institutions.
The post holder will play a pivotal role in project coordination, creating, sustaining and managing the administrative and communication support systems for Band 2-4 Workforce Development Portfolio, Preceptorship, Student Experience, Placement Coordination and Practice Development Projects.
The purpose of the job is to provide an effective and comprehensive range of project management, administrative services to support NDT work streams, senior NDT members and maintain the operational working.
There is reliance on the post holder to undertake a wide and varied number of duties to ensure that the projects and work of the NDT are managed as effectively and efficiently as possible.
To facilitate the smooth running of the office and timely completion of project coordination and administrative work. This includes day-to-day liaison with the senior NDT members and when necessary other administration team members.
We are Proud to Belong at South West London and St George’s Mental Health NHS Trust.
We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as ‘good’ - we aspire to be ‘outstanding’.
This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services.
We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do.
We offer flexible working, career development and a variety of benefits to enable a positive, welcoming environment in which our people and their careers can thrive.
About our locations:
Tolworth Hospital, Surbiton
To create the very best environment to care for our patients, this site’s layout will be transformed in 2026 to add a number of wards to the existing three. Tolworth has a canteen and is near shops, the A3, Tolworth station, and is a bus ride from Surbiton station, with fast connections to Clapham Junction and London Waterloo.
Key Result Areas
- To facilitate the smooth running of the office and timely completion of project coordination and administrative work. This includes day-to-day liaison with the senior NECS Team members and when necessary other administration team members.
- To manage diary appointments and organise new meetings as and when required.
- To oversee the reception of visitors to the department and deal with telephone calls in a responsive and professional manner to ensure a positive image at all times.
- To establish and maintain an office management and administrative system for the department.
- To ensure that the team are prioritising all incoming and outgoing correspondence, initiating responses where appropriate.
- To establish and maintain effective, accurate and where appropriate, confidential filing systems, ensuring files and specific information can be easily retrieved.
- To demonstrate a high level of discretion and confidentiality while ensuring that responses to deadlines are met.
- To ensure all invoices are authorised and processed correctly and in a timely manner.
- To maintain an electronic filing system for the team.
- To monitor the purchase and distribution of office supplies of stationery and equipment for the team.
- To ensure messages and information is passed to the appropriate person in a timely and effective manner.
- To co-ordinate the various agencies and consultancies supporting the department as appropriate.
- Maintain an up to date knowledge of policies including policies relating to administration and Health and Safety ensuring that all requirements are adhered to.
- To implement Trust and team policies/procedures and contribute to policy and service development in relation to own area.
- To lead or advise on the work of the department which includes developing templates, creating new protocols and reviewing existing office procedures.
- To co-ordinate weekly departmental meetings.
- To monitor the issuing of agenda and meeting papers as well as minute taking of meetings.
- To ensure formal preparations and minutes of meetings covered in Trust governance structure are accurate and produced as required, including preparing papers for meetings.
- Plan Team’s annual leave in accordance with the needs of the service.
- Maintain HR records including sickness and annual leave through the E-roster system.
- Ensure the designated Team members have regular PADRs, regular supervision and take an active role in this process.
- Plotting and coordinating student placements with senior NECS Team members.
- The post-holder will be required to work flexibly across the whole NECS Team as required.
- To update and adapt existing data collection and information systems to the needs of the service as necessary and to facilitate the sharing of data resources.
- To participate in the auditing of various aspects of the Service and the work of the team, support the gathering and interpretation of information.
- To be responsible for the department databases as required.
- To ensure the project leads are supported in receiving information in a timely fashion to meet deadlines for quarterly and annual reports.
- Plan own annual leave in accordance with the needs of the service.
- To undertake mandatory and statutory training as required by Trust policy.
- To contribute and commit to undertaking an annual Development Review/appraisal.
- To undertake personal development as identified in the Personal Development Plan (PDP).
- Undertake and achieve NVQ Business Administration Levels 3 or ECDL.
- This is not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the manager.
- This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.
- The post holder is expected to comply with all relevant Trust policies, procedures and guidelines, including those relating to Equal Opportunities and Confidentiality of Information.
- The post holder is responsible for ensuring that the work that they undertake is conducted in a manner which is safe to themselves and others, and for adhering to the advice and instructions on Health and Safety matters given by Manager(s). If post holders consider that a hazard to Health and Safety exists, it is their responsibility to report this to their manager(s).
- The post holder is expected to comply with the appropriate Code(s) of Conduct associated with this post, if applicable.
- South West London and St George’s Mental Health NHS Trust operates a no smoking policy. The Trust has been smoke-free since 01 January 2006.
- It is the responsibility of all staff to minimise the Trust’s environmental impact by recycling wherever possible, switching off lights, computer monitors and equipment when not in use, minimising water usage and reporting faults promptly.
