Car Park Assistant

We are an award winning organisation providing care at two main hospital sites—Chelsea and Westminster Hospital and West Middlesex University Hospital—and a number of community-based services across London, such as sexual health and HIV clinics.

With 6,700 members of staff, we are proud to care for a diverse population of one million people. We are committed to ensuring that our workforce is just as diverse with a strong mix of skills and abilities.

Our staff are at the very heart of our organisation and we recognise the valuable contribution that each and every person working at the Trust makes. One of our Trust priorities is to be an employer of choice—a place where people want to start their career and to grow with us through continued education, professional development and support .

The Estates and Facilities Management Team is responsible for delivering and monitoring a wide range of essential support services across the Trust, including estates, facilities, transport, telecommunications, capital projects and interpreting services. The post holder will act as the first point of contact for the department, providing comprehensive administrative support, managing enquiries from staff, suppliers and contractors, coordinating incoming work, and ensuring effective communication across internal and external stakeholders. The role also includes supporting financial reconciliation, performance monitoring, contract assurance and the day-to-day management of the Trust’s car parking services, ensuring compliance, accurate income collection and effective contractor oversight. This is an excellent opportunity for a motivated, organised and enthusiastic individual to gain valuable experience within a dynamic and innovative Estates and Facilities team.

Main duties of the job

This role provides comprehensive administrative support to the Estates and Facilities team, with responsibility for managing staff car parking permits across Trust sites, including processing new applications, renewals, amendments and cancellations, maintaining accurate permit records, and ensuring appropriate charging arrangements are applied. The post holder supports the administration of car parking services, room bookings, purchase orders and invoices, while ensuring deadlines are met and sensitive information is handled appropriately. Additional responsibilities include maintaining office supplies within budget, recording and reporting staff absence, attending relevant user group and committee meetings, and supporting departmental projects as required. The role also contributes to service improvement initiatives, sustainability objectives and Cost Improvement Plans (CIP). In relation to residential accommodation, the post holder arranges property viewings, processes deposits and rental payments in line with Trust financial procedures, and undertakes regular accommodation audits, including fire safety compliance checks. The position requires a flexible and proactive approach to support the efficient delivery of administrative services across the department.

Working for our organisation

Our Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites—Chelsea and Westminster Hospital and West Middlesex University Hospital—along with award-winning clinics across North West London.

Our nearly 7,500 staff care for a diverse population of 1.5m, providing full clinical services including maternity, A&E and children’s services, plus specialist HIV and sexual health care. The CQC rates us Good in safety, effectiveness, care and responsiveness, and Outstanding in leadership and resource use.

We continually invest in our facilities, including a £30m expansion of critical care at Chelsea and an £80m Ambulatory Diagnostic Centre at West Mid.

We are delivering sustainable healthcare through our Green Plan. In line with Greener NHS ambitions, we aim for net zero carbon emissions by 2045. Achieving this requires collective effort. We encourage staff to reduce their impact on carbon, waste and pollution wherever possible. Every action counts to create a healthier, more sustainable future.

We are committed to equal opportunities and believe diversity drives innovation and excellence. We welcome applications from the global majority, veterans and underrepresented communities, valuing the perspectives they bring.

Detailed job description and main responsibilities

This role provides comprehensive administrative, operational and financial support for the management of car parking services at the Chelsea and Westminster Hospital site, ensuring the efficient day-to-day operation of parking facilities and associated administrative functions. The post holder acts as the primary point of contact for staff, departments, contractors and visitors regarding car parking permits, charges, concessions, exemptions and parking-related enquiries, ensuring all queries are handled professionally, accurately and within agreed timescales. They provide high-quality administrative support to the Facilities Management team, including the preparation of sensitive correspondence, minute taking, data management, diary coordination, meeting arrangements, telephone enquiries and maintenance of confidential filing and record systems. The role is responsible for maintaining accurate records relating to permit allocations, parking occupancy, concessions and financial transactions, while supporting the development of improved processes and systems to enhance service delivery. The post holder also processes purchase orders, manages office administration activities and supports the smooth running of departmental operations.

A key responsibility of the role is the financial monitoring and reconciliation of staff car parking income, including Direct Debit and card payment transactions. This involves validating contractor-reported income against Trust records, investigating discrepancies, monitoring expenditure, undertaking monthly reconciliations and preparing financial reports for the Finance Department. The post holder analyses parking utilisation, permit allocation, financial and operational data to identify trends, improve service performance and support informed decision-making. Regular performance, management and financial reports are produced for stakeholders, ensuring information is accurate, timely and compliant with information governance requirements. The role also supports contract monitoring and service assurance activities by reviewing contractor performance, undertaking routine audits and inspections, monitoring compliance with Trust policies and contributing to governance and performance review processes. In addition, the post holder ensures parking charges, concessions and exemptions are applied consistently, works with managers and departments to validate eligibility and prevent misuse, maintains records for audit purposes and supports the fair and effective management of limited parking resources to balance the needs of staff, patients and visitors. The role requires strong organisational, analytical and communication skills, alongside a commitment to continuous improvement, customer service, financial accuracy, health and safety, infection prevention and Trust compliance standards, contributing to the safe, efficient and effective operation of car parking services at Chelsea and Westminster Hospital.

Person specification

Education & Qualifications

• Educated to GCSE Level or equivalent (Minimum C grade in English)
• Extensive knowledge of MS Office applications, particularly Outlook, Word, Excel, PowerPoint and Access
• Ability to answer enquiries within given timescale and collate data to deadlines.
• Diploma/BTEC or equivalent level of experience
• NHS experience, preferably within an estates/facilities related field

• Employment at the Trust is offered subject to successful completion of a six month probationary period.
• We operate a joint recruitment hub across the North West London Acute Provider Collaborative Group. As part of this, your application and personal data may be shared with partner trusts within the group for recruitment and workforce purposes, in line with General Data Protection Regulation (GDPR)

Right to work

If you need sponsorship to work in the UK, please visit the Home Office website for information on sponsorship and visa status before you fill in your application form. Due to recent changes in the UK immigration rules which affect Skilled Worker Visas, Global Business Mobility, Higher Skill Level and Increased Salary Thresholds, please ensure that you are able to meet the requirements to live and work in the UK before applying. Further information about eligibility is available on UK Visas and Immigration - GOV.UK

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

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