Job summary
The Contracts and Procurement team are looking for a competent, efficient member of the team to provide coordination of team activities and administration for the contracts and procurement functions within the organisation. Some knowledge of NHS funding and payments would be an advantage, but training will be available for the most suitable candidate.
This is a complex developmental role, with the potential to learn business critical aspects within the organisation encompassing contract management and basic Contract Law knowledge, financial function, commercial negotiation and horizon scanning. Within the procurement functions of the organisation this will entail processing requests for procurement, sourcing the best available products within budget and ensuring that medical devices are purchased within current policy limitations, such as setting up the Virtual Panel meetings to approve various items of medical equipment.
The team also liaise with external legal advice on a regular basis and process claims to NHS Resolution on behalf of the organisation. This is a busy role and the hours could have some flexibility. We are a close team with a highly motivated work ethic and would welcome a person with drive and enthusiasm to develop this interesting and challenging role.
Under current UK immigration rules, this role does not meet the eligibility requirements for sponsorship under either the Health and Care Worker visa or the Skilled Worker visa routes.
Main duties of the job
To proactively support the Contracts and Procurement team to administer Contracts and Procurement activities across the ECCH group
To work To use skills to support planning, organising and delivery of procurement and contract projects
Proactively chase progress against action logs arising from contract management meetings with suppliers and providers
Support effective risk management within specific programmes of work and ensure effective communication with all stakeholders, producing update information as necessary
Ensure reporting of any supplier issues or performance concerns are recorded accurately
Facilitate Procurement Virtual Panel meetings and Contract Management meetings, internal and external stakeholder meetings as necessary
To create Purchase Orders, raise Invoices, and receive goods on the Access Finance system
Using a range of software programmes to produce, maintain and distribute documents, including reports, spreadsheets, agendas and presentations, accurately and to specified deadlines
To take minutes of meetings where necessary, typing and distribution of electronic minutes, action plans and any supporting papers
Use analytical skills and judgement to assess opportunities and potential solutions and make appropriate recommendations
To manage and prioritise incoming emails, initiating responses (where appropriate) using own initiative and judgement whilst ensuring accurate and timely communication to other parts of the organisation
About us
ECCH is well established health care provider and has been successfully delivering NHS care within the community since 2011. We provide a range of NHS, community health and social care services predominantly across the easterly region of the Norfolk/Suffolk borders.
We are aligned to NHS terms and conditions, and offer many employee benefits, to find out more about us visit our website - www.ecch.org. We are a social enterprise and staff owned organisation which means staff can opt to be shareholders and have a real say in how ECCH is run and evolves to deliver healthcare for the future.
At the heart of our ambition, we work in partnership with and for the community to become the provider and employer of choice for community healthcare.
We encourage you to apply as early as possible as this job may close earlier than the advertised closing date once enough applications have been received.
We recognise that AI tools are increasingly used in
professional settings. While we encourage strong applications, we value
authenticity and an accurate reflection of skills and experience.
Applicants must declare if AI has been used to complete their
application, including responses that are directly copied or significantly
shaped by AI tools.
By submitting this application, you confirm that all
information provided is a true and accurate representation of your own skills,
knowledge, and experience.
This role is 22.5 hours per week.
Job description
Job responsibilities
To
use skills to support planning, organising and delivery of procurement and
contract projects
Proactively
chase progress against action logs arising from contract management meetings
with suppliers and providers
Support
effective risk management within specific programmes of work and ensure
effective communication with all stakeholders, producing update information as
necessary
Ensure
reporting of any supplier issues or performance concerns are recorded
accurately
Facilitate
Procurement Virtual Panel meetings and Contract Management meetings, internal
and external stakeholder meetings as necessary
To
create Purchase Orders, raise Invoices, and receive goods on the Access Finance
system
Using
a range of software programmes to produce, maintain and distribute documents,
including reports, spreadsheets, agendas and presentations, accurately and to specified
deadlines
To
take minutes of meetings where necessary, typing and distribution of electronic
minutes, action plans and any supporting papers
Use
analytical skills and judgement to assess opportunities and potential solutions
and make appropriate recommendations
To
manage and prioritise incoming emails, initiating responses (where appropriate)
using own initiative and judgement whilst ensuring accurate and timely
communication to other parts of the organisation
Photocopying,
scanning, distributing, filing and organising letters, reports and other
documents
Monitoring
and responding to queries from the contracting email inbox
Maintain
Contract & Procurement management policies and procedures
Setting
up and maintaining comprehensive, confidential records and filing systems,
ensuring that all records are kept up-to-date and filing is carried out in a
timely manner
Opening,
sorting and actioning incoming mail, and ensuring that outgoing post is sent in
a timely manner
To
maintain schedules and diaries and organise and service meetings which may
involve travel to and from other venues. This will include issuing meeting
invitations, formulating
agendas, distributing papers, making room bookings, arranging meeting room
layout, equipment, hospitality, greeting visitors and taking formal minutes or
notes at meetings
To
demonstrate a high level of discretion and confidentiality
To
perform tasks that require frequent periods concentration to ensure accuracy,
including use of computers, planning and preparing documents
Comply
with the provision of ECCH policies on Health & Safety at work and Risk
assessment, reporting hazards within the working environment and completing
accident and untoward incident documentation as necessary
Undertake
any other duties in line with the role as directed by the Head of Contracts
& Procurement
Attend
all statutory training as dictated by the organisation
To
participate in the staff appraisal scheme and Personal Development Programme
All roles within East Coast Community
Healthcare CIC (ECCH) require staff to demonstrate our Values and Signature Behaviours
in the care and service they provide to patients, service users, stakeholders
and colleagues. All members of staff should consider these as an essential part
of their job role.
Our Values outline the core behaviours that we
can all achieve and are summarised as an acronym within the word CARE. These stand for: Compassion, Action, Respect and Everyone.
Underpinning our Values are our Signature
Behaviours which highlight by taking the right actions we continue to build a
strong culture. Our four Signature
Behaviours are: Compassion - We Listen, We Learn,
We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together.
Job description
Job responsibilities
To
use skills to support planning, organising and delivery of procurement and
contract projects
Proactively
chase progress against action logs arising from contract management meetings
with suppliers and providers
Support
effective risk management within specific programmes of work and ensure
effective communication with all stakeholders, producing update information as
necessary
Ensure
reporting of any supplier issues or performance concerns are recorded
accurately
Facilitate
Procurement Virtual Panel meetings and Contract Management meetings, internal
and external stakeholder meetings as necessary
To
create Purchase Orders, raise Invoices, and receive goods on the Access Finance
system
Using
a range of software programmes to produce, maintain and distribute documents,
including reports, spreadsheets, agendas and presentations, accurately and to specified
deadlines
To
take minutes of meetings where necessary, typing and distribution of electronic
minutes, action plans and any supporting papers
Use
analytical skills and judgement to assess opportunities and potential solutions
and make appropriate recommendations
To
manage and prioritise incoming emails, initiating responses (where appropriate)
using own initiative and judgement whilst ensuring accurate and timely
communication to other parts of the organisation
Photocopying,
scanning, distributing, filing and organising letters, reports and other
documents
Monitoring
and responding to queries from the contracting email inbox
Maintain
Contract & Procurement management policies and procedures
Setting
up and maintaining comprehensive, confidential records and filing systems,
ensuring that all records are kept up-to-date and filing is carried out in a
timely manner
Opening,
sorting and actioning incoming mail, and ensuring that outgoing post is sent in
a timely manner
To
maintain schedules and diaries and organise and service meetings which may
involve travel to and from other venues. This will include issuing meeting
invitations, formulating
agendas, distributing papers, making room bookings, arranging meeting room
layout, equipment, hospitality, greeting visitors and taking formal minutes or
notes at meetings
To
demonstrate a high level of discretion and confidentiality
To
perform tasks that require frequent periods concentration to ensure accuracy,
including use of computers, planning and preparing documents
Comply
with the provision of ECCH policies on Health & Safety at work and Risk
assessment, reporting hazards within the working environment and completing
accident and untoward incident documentation as necessary
Undertake
any other duties in line with the role as directed by the Head of Contracts
& Procurement
Attend
all statutory training as dictated by the organisation
To
participate in the staff appraisal scheme and Personal Development Programme
All roles within East Coast Community
Healthcare CIC (ECCH) require staff to demonstrate our Values and Signature Behaviours
in the care and service they provide to patients, service users, stakeholders
and colleagues. All members of staff should consider these as an essential part
of their job role.
Our Values outline the core behaviours that we
can all achieve and are summarised as an acronym within the word CARE. These stand for: Compassion, Action, Respect and Everyone.
Underpinning our Values are our Signature
Behaviours which highlight by taking the right actions we continue to build a
strong culture. Our four Signature
Behaviours are: Compassion - We Listen, We Learn,
We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together.
Person Specification
Skills and Knowledge
Essential
- Knowledge of and proficient in the use of Microsoft software including MS Word, Excel, Power point, Outlook and Teams
- Excellent written and verbal communication skills
- Basic understanding of Contracts and Procurement processes
- Good organisational skills
- Ability to prioritise work
- Able to adopt a diplomatic approach
- Problem solving
- Aware of data protection and confidentiality
Desirable
- Knowledge of Finance Systems
- Knowledge of NHS Procurement processes
- Experience of NHS Contracts
- Experience of corporate insurance
- Willingness to undertake additional training appropriate to the role
Qualifications
Essential
- Educated to NVQ level 3 or equivalent level of work experience and knowledge
- Recognised Project Management qualification e.g. Prince2 Foundation or equivalent experience of change management programmes
Desirable
- ECDL, or equivalent IT qualification
- Evidence of Continuous Professional Development in addition to mandatory courses
Personal Attributes
Essential
- Good interpersonal skills which build long-term relationships with stakeholders
- Physical / mental capacity to concentrate for long periods
- Physical and mental capacity to deal with frequent interruptions
- Exceptional communication and presentation skills
- Ability to liaise with colleagues / partners / suppliers / commissioners from all levels of the hierarchy in a professional manner
- Able to operate in a group environment with complex social interactions
- Self-motivated with the ability to see a job through to completion
- Able to plan and prioritise own workload
- Willingness to adapt personal role to the needs of the organisation
- Excellent planning and organisational skills
- Able to work under pressure and to deadlines
- Professional and Discreet
- Able to deal with difficult conversations and conflict management
- Ability to embrace our Culture, Values and Signature Behaviours:
- (Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together).
Desirable
- Willingness and ability to work across different sites and travel to alternative sites and across the community as required
Experience
Essential
- Experience of coordinating multiple streams of work or activity using a mixture of digital, face to face and telephony
- Experience of managing conflicting demands
- Experience of organising meetings and minute -taking
- Experience of working as a team member and working on own initiative, prioritising and managing own workload
Desirable
- Experience of working with Finance documents and data
- Previous experience of
- statistical analysis
- Mixture of secondary care / primary care experience within employment history
- Experience of working with stakeholders at different levels of the organisation
- Experience of managing successful change processes
Person Specification
Skills and Knowledge
Essential
- Knowledge of and proficient in the use of Microsoft software including MS Word, Excel, Power point, Outlook and Teams
- Excellent written and verbal communication skills
- Basic understanding of Contracts and Procurement processes
- Good organisational skills
- Ability to prioritise work
- Able to adopt a diplomatic approach
- Problem solving
- Aware of data protection and confidentiality
Desirable
- Knowledge of Finance Systems
- Knowledge of NHS Procurement processes
- Experience of NHS Contracts
- Experience of corporate insurance
- Willingness to undertake additional training appropriate to the role
Qualifications
Essential
- Educated to NVQ level 3 or equivalent level of work experience and knowledge
- Recognised Project Management qualification e.g. Prince2 Foundation or equivalent experience of change management programmes
Desirable
- ECDL, or equivalent IT qualification
- Evidence of Continuous Professional Development in addition to mandatory courses
Personal Attributes
Essential
- Good interpersonal skills which build long-term relationships with stakeholders
- Physical / mental capacity to concentrate for long periods
- Physical and mental capacity to deal with frequent interruptions
- Exceptional communication and presentation skills
- Ability to liaise with colleagues / partners / suppliers / commissioners from all levels of the hierarchy in a professional manner
- Able to operate in a group environment with complex social interactions
- Self-motivated with the ability to see a job through to completion
- Able to plan and prioritise own workload
- Willingness to adapt personal role to the needs of the organisation
- Excellent planning and organisational skills
- Able to work under pressure and to deadlines
- Professional and Discreet
- Able to deal with difficult conversations and conflict management
- Ability to embrace our Culture, Values and Signature Behaviours:
- (Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together).
Desirable
- Willingness and ability to work across different sites and travel to alternative sites and across the community as required
Experience
Essential
- Experience of coordinating multiple streams of work or activity using a mixture of digital, face to face and telephony
- Experience of managing conflicting demands
- Experience of organising meetings and minute -taking
- Experience of working as a team member and working on own initiative, prioritising and managing own workload
Desirable
- Experience of working with Finance documents and data
- Previous experience of
- statistical analysis
- Mixture of secondary care / primary care experience within employment history
- Experience of working with stakeholders at different levels of the organisation
- Experience of managing successful change processes
