Job summary
An exciting opportunity has arisen for part time administrative support to the Procurement & Supplies team at the University Hospitals of Northamptonshire. This post covers both Kettering General Hosptial NHS Foundation Trust, and Northampton General Hospital NHS Trust and as such, has flexibility of site location. The role is for 25 hours per week, over 4 or 5 days and working times can be flexible within normal office hours.
The post holder will provide comprehensive and confidential administrative and clerical support to meet the needs of the service.
This is a busy and varied rolewhich requires excellent organisational skills and an enthusiastic, self-motivated individual. If you are interested in joining our friendly and busy team, then please submit your application via the requested route.
Main duties of the job
Supporting the Procurement and Supplies Team across UHN, offering a comprehensive and confidential all round administrative and clerical support to meet the needs of the service, in accordance with Departmental, Group and national standards, policies and procedures.
This includes, but is not limited to;
- General telephone and face to face enquiries
- Using a range of office equipment including photocopier and scanner
- Maintaining both manual and electronic filing systems, as required by the department, ensuring all documents are appropriately and accurately archived.
- Use relevant IT packages, e.g. word, excel, databases, outlook, internet, to record, obtain and /or produce basic data/correspondence/information in a timely and accurate manner.
- Analyse basic pricing information from suppliers with the use of excel and the Trust's reporting tool.
- Note taking from meetings, including action logs.
- Update procurement pages on Trust Intranet site as required.
- Transfer information to relevant templates as and when required via use of electronic systems
- Update procurement systems with relevant information and documentation i.e. uploading documents to the Trust's Contracts Database, adding and amending data in the system and publishing contracts notices
- Disseminate relevant information to internal departments/external bodes as required, for example, e-mails, agendas/notes of meetings, letters
- Organizing meetings and booking rooms
About us
Kettering General Hospital NHS Foundation Trust is one of the largest employers in the area and we are on an exciting journey. Our mission is to provide safe, compassionate, and clinically excellent patient care, by being an outstanding employer for our people. We have entered into a Group Model with neighbouring Northampton General Hospital and have become University Hospitals of Northamptonshire. Our Excellence Values: Compassion Respect Integrity Courageous Accountable
Job description
Job responsibilities
Receive and sort post, ensuring it is distributed in a confidential and timely manner to the appropriate individuals.- Receive telephone or face to face enquiries, taking accurate messages, dealing with the enquiry where appropriate or forwarding to the appropriate person, in accordance with departmental policy- Make telephone calls to obtain information, where necessary using an agreed list of questions, and accurately recording responses.- Use a range of office equipment including photocopier and scanner to produce documents to a high standard.- Maintain both manual and electronic filing systems, as required by the department, ensuring all documents are appropriately and accurately archived.- Use relevant IT packages, e.g. word, excel, databases, outlook, internet, to record, obtain and /or produce basic data/correspondence/information in a timely and accurate manner.- Analyse basic pricing information from suppliers with the use of excel and the Trusts reporting tool.- Note taking from meetings, including action logs.- Update procurement pages on Trust Intranet site as required.- Transfer information to relevant templates as and when required- Update procurement systems with relevant information and documentation i.e. uploading documents to the Trusts Contracts Database, adding and amending data in the systemand publishing contracts notices. This involves being able to correctly interpret the relevantinformation that needs to be input into these systems, and involves the handling of legal contract documentation and updating national systems -Disseminate relevant information to internal departments/external bodes as required, for example, e-mails, agendas/notes of meetings, letters- Prioritize duties allocated to meet all required deadlines, obtaining clarification from the Senior procurement team when necessary.- Calendar and email management for senior procurement team where required.- Organizing meetings and booking rooms
Job description
Job responsibilities
Receive and sort post, ensuring it is distributed in a confidential and timely manner to the appropriate individuals.- Receive telephone or face to face enquiries, taking accurate messages, dealing with the enquiry where appropriate or forwarding to the appropriate person, in accordance with departmental policy- Make telephone calls to obtain information, where necessary using an agreed list of questions, and accurately recording responses.- Use a range of office equipment including photocopier and scanner to produce documents to a high standard.- Maintain both manual and electronic filing systems, as required by the department, ensuring all documents are appropriately and accurately archived.- Use relevant IT packages, e.g. word, excel, databases, outlook, internet, to record, obtain and /or produce basic data/correspondence/information in a timely and accurate manner.- Analyse basic pricing information from suppliers with the use of excel and the Trusts reporting tool.- Note taking from meetings, including action logs.- Update procurement pages on Trust Intranet site as required.- Transfer information to relevant templates as and when required- Update procurement systems with relevant information and documentation i.e. uploading documents to the Trusts Contracts Database, adding and amending data in the systemand publishing contracts notices. This involves being able to correctly interpret the relevantinformation that needs to be input into these systems, and involves the handling of legal contract documentation and updating national systems -Disseminate relevant information to internal departments/external bodes as required, for example, e-mails, agendas/notes of meetings, letters- Prioritize duties allocated to meet all required deadlines, obtaining clarification from the Senior procurement team when necessary.- Calendar and email management for senior procurement team where required.- Organizing meetings and booking rooms
Person Specification
Education, Training & Qualifications
Essential
- GCSE's or equivalent in English and Maths
- Good general education
Knowledge & Experience
Essential
- Adminstration experience
- Good working knowledge of all MS Office packages
Desirable
- General Procurement process experience
Key Competencies
Essential
- Advanced keyboard skills
- General I.T. skills
- Organisation/time management skills
- Excellent written and verbal communication skills
Person Specification
Education, Training & Qualifications
Essential
- GCSE's or equivalent in English and Maths
- Good general education
Knowledge & Experience
Essential
- Adminstration experience
- Good working knowledge of all MS Office packages
Desirable
- General Procurement process experience
Key Competencies
Essential
- Advanced keyboard skills
- General I.T. skills
- Organisation/time management skills
- Excellent written and verbal communication skills
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
