Job Description

The Capital Projects Administrative Assistant will be a member of Harrogate Integrated Facilities (HIF) Capital Projects team and will provide administrative support to Estates and Capital management colleagues. This is a pivotal role to ensure the smooth running of the essential administration duties within the Capital Projects Department ensuring effective coordination, documentation and communication throughout the lifecycle of capital projects, helping to maintain compliance with company policies, budget and regulatory requirements. The post holder must support the day to day administrative tasks for departmental colleagues based at 17 Wetherby Road offices.
Main duties of the job

• Provide day-to-day administrative support to the Capital Projects, including scheduling meetings, preparing agendas, taking minutes, distributing documentation, booking meeting rooms and managing appointments.
• Support the processing of invoices and payments, ensuring timely submission and resolution of queries in coordination with the Finance Team.
• Liaise with external stakeholders, including contractors and suppliers, to ensure invoices for completed projects are received and processed promptly to support month-end financial reporting.
• Keep the Capital financial tracker and other associated documents up to date, and in a presentable condition, supporting budget tracking, timelines, deliverables, milestones, risk management and derogation schedules.
• Manage internal and external communications related to capital projects, including drafting and distributing updates, notices, and correspondence.

About us
Harrogate Integrated Facilities (HIF) is a wholly owned subsidiary company of Harrogate and District Foundation Trust (HDFT). HIF supplies services to the hospital and community services with respect to Maintenance, Sterile Services, Portering, Catering, Equipment Library, Linen and Sewing Room, Security, Car Parking, General Office, Front Desk, Reception, Waste Management, Courier Services, Security Services and Domestics.
Our mission is to be an exceptional provider of integrated facilities for the benefit of our communities, our staff and our partners.
Please note:

• Due to high levels of interest, posts may close early if we reach a sufficient number of applications
• Visa sponsorship is only available for certain roles. Please ensure the role you are interested in meets the criteria for a visa before submitting your application.
• Please also be aware that the company does not offer relocation packages for Agenda for Change roles.
• All job offers are subject to satisfactory pre-employment checks.

Details
Date posted
13 October 2025
Pay scheme
Agenda for change
Band
Band 3
Salary
24,937 to 26,598 a year per annum, pro rata
Contract
Permanent
Working pattern
Full-time
Reference number
421-HIF-3383A
Job locations
17 Wetherby road
Harrogate
HG2 7RY
Job description
Job responsibilities
For further details, please see attached and Person Specification or contact Ruth Jamieson via ruth.jamieson3@nhs.net. Job description
Job responsibilities
For further details, please see attached and Person Specification or contact Ruth Jamieson via ruth.jamieson3@nhs.net.
Person Specification
Education
Essential

• o Good general education
• o NVQ level 2 Business Administration or equivalent experience

Desirable

• o NVQ level 3 Business Administration

Experience
Essential

• o Working with quality systems/record keeping
• o Office administration duties
• o Previous customer care experience

Desirable

• o Previous capital projects knowledge and experience.

Skills
Essential

• o Computer literate, with good keyboard/typing skills (Word, Excel etc)
• o Excellent verbal and written communication skills
• o Excellent interpersonal skills/ customer relations
• o Able to take minutes at meetings

Person Specification
Education
Essential

• o Good general education
• o NVQ level 2 Business Administration or equivalent experience

Desirable

• o NVQ level 3 Business Administration

Experience
Essential

• o Working with quality systems/record keeping
• o Office administration duties
• o Previous customer care experience

Desirable

• o Previous capital projects knowledge and experience.

Skills
Essential

• o Computer literate, with good keyboard/typing skills (Word, Excel etc)
• o Excellent verbal and written communication skills
• o Excellent interpersonal skills/ customer relations
• o Able to take minutes at meetings

Skills Required