Projects Administrator

Job Purpose

The Projects Administrator provides project coordination, administrative and governance support to the Strategic Projects Manager and across the hospital’s portfolio of projects at Charter Medical Private Hospital (“CMPH”). The portfolio spans capital and estates developments, relocation and decant programmes, system implementations, clinical and corporate governance committees and service and facilities improvement initiatives.

The postholder is the central point of project support: keeping every project’s meetings, minutes, action logs, RAID logs, plans, budgets, risk registers and documents accurate, current and consistent, so that the Strategic Projects Manager, project leads and steering groups can focus on decisions and delivery.

Working closely with clinical, operational, estates, finance, IT and external stakeholders such as architects, contractors, consultants and suppliers, the postholder coordinates project activities, follows up actions, prepares reporting and supports stakeholder communications. The role requires the ability to manage several projects at different stages at the same time, work independently with minimal supervision, proactively identify and escalate risks or delays and maintain a high standard of accuracy under tight turnaround times.

All activities are undertaken in accordance with hospital policies, governance requirements, confidentiality obligations and relevant data protection legislation.

Key Responsibilities

Governance & Meeting Support

• Organise and coordinate steering groups, working groups, committees and project meetings across the portfolio, including scheduling recurring meetings, room and online bookings, agendas, meeting papers and attendee and apology lists.

• Take or work from meeting notes, recordings and transcripts to prepare accurate, concise minutes in the approved CMPH template within agreed timeframes, including decisions and an Actions Log with clear owners and due dates.

• Maintain action logs and decision registers for each project, avoid duplicate or lapsed actions, issue reminders and report overdue items to the Strategic Projects Manager before each meeting.

• Support the set-up of new groups and projects, including drafting and formatting terms of reference, membership lists, governance structures and reporting calendars for review by the Strategic Projects Manager.

Project Planning, Monitoring & Reporting

• Maintain project plans, programmes and Gantt charts, milestone trackers and schedules, updating them from programme documents, meeting outcomes and updates from project leads.

• Maintain RAID logs (Risks, Assumptions, Issues and Dependencies) for each project, keeping the Actions, Risks, Issues and Plan tabs consistent with the latest minutes and flagging new or escalating items.

• Support project leads and sponsors in monitoring deliverables, dependencies, risks, issues and milestones, escalating concerns and recommending corrective actions where appropriate.

• Prepare project status reports, highlight reports, dashboards, presentations and management information, including cross-project summaries for the Strategic Projects Manager and senior management.

• Support project initiation, handover and closure, maintaining clear audit trails and lessons-learned records.

Business Cases, Reports & Documents

• Collate information from minutes, plans, costings and stakeholders to support the preparation of business cases, capital proposals, board and senior management reports and briefing papers.

• Draft, format, proof-read and quality check documents to a professional standard, ensuring consistent branding, naming conventions, version numbers and plain-English summaries.

• Prepare briefing notes and meeting preparation packs for the Strategic Projects Manager, drawing together the latest actions, risks, decisions and open questions for each project.

Budget, Procurement & Contract Administration

• Support the tracking of project budgets, cost plans and contract sum analyses, maintaining trackers of costs, variations, approvals and forecast spend, and highlighting discrepancies for review.

• Support procurement and contract administration, including quotations, purchase requests, purchase orders, invoice tracking and the maintenance of associated records.

• Collect, log and track responses to queries from internal and external parties such as finance, funders and lenders, ensuring deadlines are met and responses are version controlled.

Document Control & Information Management

• Maintain document control systems so that project correspondence, drawings, layouts, reports, specifications, contracts and other key records are accurately named, stored, version controlled and readily accessible, and that superseded versions are clearly identified.

• Maintain project data sets and registers such as staff and room schedules, desk and space allocation lists, equipment lists and distribution lists, cross-checking them against drawings and plans as designs change.

• Support the collection and analysis of project data, key performance indicators and improvement measures, and the upload and organisation of content in relevant project and risk management systems.

Stakeholder Coordination & Communications

• Liaise with multidisciplinary teams, management, architects, contractors, consultants, suppliers and external partners to coordinate activities and obtain timely information.

• Coordinate workshops, site visits, review meetings and stakeholder engagements, ensuring notes, documentation and follow-up actions are completed.

• Draft and issue project update emails, service change notices and stakeholder briefings for approval, and maintain contact lists and communication logs.

• Provide day-to-day administrative support to the Strategic Projects Manager, including diary coordination, preparation for meetings, follow-up of outstanding items and prioritisation of requests from across the portfolio.

Quality, Risk & Governance

• Support project risk and issue registers, progress monitoring and escalation processes, and contribute to audit readiness and evaluation of project outcomes.

• Handle sensitive patient, staff, financial and organisational information discreetly and in accordance with GDPR, hospital policies and document-control procedures.

• Contribute to continuous improvement by identifying administrative efficiencies, standardising templates and trackers across projects and proposing practical solutions.

Learning & Education

• Maintain knowledge of relevant hospital systems and project coordination methods.

• Participate in mandatory training and appropriate professional development.

Essential Criteria

Knowledge / Experience

• Leaving Certificate (or equivalent); a further qualification in business administration, project management or a related discipline desirable.

• A minimum of two years’ relevant administrative or project coordination experience, including supporting projects or improvement initiatives.

• Demonstrable experience of preparing accurate minutes and agendas, maintaining action logs, monitoring deadlines and producing project documentation or progress reports.

• Strong proficiency in Microsoft Office, particularly Excel (trackers, filtering, formulas and formatted logs), Word (templates, styles and version control), PowerPoint and Outlook; familiarity with Microsoft Project, Planner, Teams and SharePoint or similar tools desirable.

• Excellent planning, prioritisation, written communication and stakeholder coordination skills, with the ability to support several projects at once.

• Ability to work independently, follow up actions, and identify and escalate delays, risks and inconsistencies.

• Strong attention to detail, discretion and commitment to confidentiality.

• Experience in healthcare, construction or capital projects, systems implementation, regulated environments or multidisciplinary project teams desirable.

• Formal project management training or certification (e.g. PRINCE2 Foundation or equivalent) advantageous but not essential.

Skills / Competencies

Project Management

Applies project planning and coordination techniques to support workplans, schedules, milestones and resources across multiple projects; monitors progress, maintains action and RAID logs and escalates delays.

Technical & Professional Expertise

Uses administrative systems, Microsoft Office and project tracking tools effectively; applies project procedures and maintains professional knowledge.

Communication & Interpersonal Skills

Communicates project updates clearly and appropriately; listens, clarifies requirements and follows up with clinical, operational and external stakeholders.

Analytical Skills

Collates and checks project data, budgets and plans, identifies trends or gaps and prepares accurate progress information to support decisions.

Attention to Detail

Maintains accurate project records, minutes, action trackers, data schedules and document version control; checks information before circulation.

Problem Solving & Decision Making

Identifies practical solutions to routine project issues, recognises when advice is needed and escalates risks within agreed responsibilities.

Results Driven & Accountable

Takes ownership of assigned actions, meets agreed deadlines and provides timely updates on delivery and outstanding tasks.

Building & Maintaining Relationships

Develops cooperative relationships across hospital departments and with relevant external parties to facilitate project delivery.

Teamwork

Works collaboratively with project teams, shares information and supports colleagues to achieve common project objectives.

Flexibility & Adaptability

Responds constructively to changing project requirements and reprioritises tasks while maintaining service standards.

What We Offer
Competitive salary
Sign-on bonus
Full time hours, permanent contract
Continuous professional development and training opportunities
Supportive, collaborative working environment
Employee Assistance Programme
Opportunities for career progression
Free on-site parking

At Charter Medical Private Hospital, diversity and inclusion are at the heart of our values. We welcome applications from individuals of all backgrounds and ensure equal opportunity in hiring and advancement. Apply for the above role by sending your CV to recruitment@cmph.ie including the job title in the subject.