PFI Administrator

Posting date:	10 October 2025
Salary:	£27,485.00 to £30,162.00 per year
Additional salary information:	£27485.00 - £30162.00 a year
Hours:	Full time
Closing date:	26 October 2025
Location:	Worcester, WR5 1DD
Company:	NHS Jobs
Job type:	Permanent
Job reference:	C9365-25-0886

Summary

To provide effective administrative support to the team across the full range of its duties and responsibilities, covering for other administrative colleagues in their absence. This will cover all departments within the division, including servicing meetings, report collation, data reporting and all other general administrative tasks. To act as the first point of contact to any member of staff wishing to access estates and facilities services. To act as first point of contact to any member of staff with regard to the PFI contract; providing an advisory service for on-site operational activities and signposting to other service providers as necessary. To provide support to the car parking administration team, answering queries, responding to emails, issuing of car parking permits and upkeep of management systems. Dealing with any contentious issues arising from permit issues and mediating with staff to ensure they understand the Trusts policy with regard to on-site and off-site parking permit rules. There may be a need to cover full duties in times of absence. To provide support to the team managing the departments DATIX and risk register. Monitor related incidents, assist with collation of information, reports and ensure accurately recorded information is input onto the system. Ensuring deadlines for responses are met and incidents are closed out. To support the process of collating, preparing and inputting information with regard to statutory returns. This will include gathering information, verifying data and submitting reports with regard to regulatory returns, including but not limited to, NHS Premises Assurance Model (PAM), Estates Returns Information Collection (ERIC), NHS Surplus Land. To assist with gathering and preparation of presentations/reports on behalf of senior team members for senior management meetings, including Divisional Managers Board (DMB) and Board papers/reports. To support with the review of monthly service provider reports in line with contract service level agreements/concessionary agreement and flag up potential areas for concern and failures in service to the appropriate managers for action. Manage action tracker with regard to failures and performance reports. This will require a level of knowledge of the PFI contract and what KPIs and SLAs in place to track performance delivery failures. To process invoices, checking the validity and that the necessary back up information that supports the invoice is supplied. Identifying potential areas of overcharge, credits, service failures and ensuring presented invoices are in line with the services received. Ensure invoices are authorised and payments made within set timescale. Provide a detailed account of all expenditure for all budgets within the department and produce reports. Maintaining expenditure records and budgets are monitored. Ensure waivers are completed as necessary and comply with the Trusts Standing Financial Instructions (SFIs). Invoices received total around £7m per month. Manage the central information system (Sharepoint) for PFI contract variations. Receive requests from staff requesting variations to the PFI contract, review requests, liaise with department over scope of works/requests. Submit requests to the PFI partner, receive costs, ensure correspondence between parties is accurate, as expected and fully recorded. Attend meetings with PFI partners to discuss the information system and variation priorities along with expectancy of completion of works. To attend site walkrounds with IPC, clinical colleagues and service providers to review patient environment. Carry out regular checks of information published on the divisions intranet pages ensuring it is accurate and relevant. Identify new information needs and arrange for publication/updates. To manage the administration of the divisions Cost Productivity and Improvement Programme (CPIP) collating all information, providing action trackers, meeting with responsible persons, chasing information and preparing documents for financial scrutiny and director sign off. To support in monitoring performance and services provided by WHSPC and its subcontractors. Challenging levels of service received if not up to standard, with the ability to negotiate solutions and outcomes of any contentious issues. To carry out audits (to include: all service providers and their respective services) and take responsibility to ensure any issues are actioned in a timely manner. Audits will follow checks of key performance indicators (KPIs) and variation agreements, checking levels of services required are being provided in line with variation agreement. To liaise with WHSPC and the Service Providers on daily operational issues and site management issues as required. Identifying gaps in service provision and requesting variations to contract, where appropriate. To work flexibly and provide full cover across the rest of the administration team, in times of annual leave, sickness and peak work flows. Any other duties as may be agreed in the course of undertaking this role, in accordance with the grade and nature of the post. Change