Job summary
The Admin & Procurement Manager is responsible for the efficient management of IT assets, procurement processes, and administrative support across the Trust's Digital, Technology & Insights (DTI) services. The role ensures compliance, cost-effectiveness, and high standards of service delivery, supporting both operational and strategic objectives.
Main duties of the job
- Oversee the proactive day-to-day management of software and hardware assets and contracts, ensuring compliance with licensing, patch management, and security requirements. Maintain accurate asset databases, coordinate audits, and manage disposals and acquisition
- Lead the admin team, manage supplier relationships, and ensure procurement activities deliver value for money. Administer contracts, monitor SLAs, and resolve quality or delivery issues with suppliers
- Supervise and coordinate admin staff, ensuring efficient administrative support for Countywide IT Services (CITS), DTI, and senior leadership teams. Manage recruitment, induction, absence, and performance processes for admin staff
- Support governance activities, ensure adherence to Trust policies and procedures, and maintain confidentiality and data quality standards. Prepare reports and presentations for senior management and ensure compliance with statutory and organisational requirements
- Provide clear direction, coaching, and mentoring to staff. Foster a motivated, high-performing team culture and contribute to continuous improvement and change management initiatives
- Monitor and authorise expenditure for IT assets, office equipment, and contracted services. Ensure accurate record-keeping and timely payment authorisations
- Coordinate health and safety and risk management activities for the service. Promote safe working practices and compliance with Trust policies
About us
We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.
With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one or both of our innovative hospitals.
As well as generous annual leave allowance, you will have access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.
Job description
Job responsibilities
Management and Leadership
- Lead and supervise DTI admin staff, ensuring high standards of service and efficient team operations
- Allocate work, manage leave, and coordinate cover for absences, ensuring seamless service delivery
- Conduct staff recruitment, induction, appraisals, performance management, and resolve conflicts or disagreements within the team
- Mentor, coach, and support the professional development of team members, fostering a motivated and high-performing culture
- Develop, implement, and monitor local policies and procedures to optimise administrative, asset, and procurement processes
- Ensure compliance with Trust policies, statutory requirements, and organisational targets.
- Oversee health and safety and risk management activities for the service, promoting safe working practices
- Support with supplier relationship management and contract administration, ensuring value for money and adherence to service level agreements (SLAs)
- Support governance activities and business support for CITS, DTI, and senior leadership teams
- Collate performance reports, assist with management of exceptions, and support preparation of reports and presentations for senior management
- Promote and manage change initiatives to secure continuous improvements in processes and service delivery
- Encourage innovation, adaptability, and a culture of excellence within the team
- Monitor and authorise expenditure for IT assets, office equipment, and contracted services, ensuring accurate record-keeping and timely payments
- Ensure efficient procurement and distribution of goods and services, resolving any issues with suppliers
Planning and Organisation
- Ability to organise, prioritise, and productively undertake allocated workload in a logical and efficient manner, often under pressure and with competing demands
- Skilled in managing resources and information, including coordinating leave, cover for absences, and ensuring the right equipment and assets are available for service delivery
- Capable of developing, implementing, and monitoring local policies, procedures, and systems to optimise administrative, asset, and procurement processes
- Maintain accurate records, databases, and filing systems, ensuring data quality and compliance with organisational standards
- Experience in project monitoring, reporting, and assisting with management of exceptions and performance reports for senior management
- Able to react to interruptions, adapt to unpredictable work patterns, and respond flexibly to changing priorities and requirements
- Methodical, accurate, and thorough approach to work, ensuring compliance and high standards in all organisational activities
- Proactively seek efficiencies, cost savings, and process improvements, and promote change to secure continuous improvements.
Job description
Job responsibilities
Management and Leadership
- Lead and supervise DTI admin staff, ensuring high standards of service and efficient team operations
- Allocate work, manage leave, and coordinate cover for absences, ensuring seamless service delivery
- Conduct staff recruitment, induction, appraisals, performance management, and resolve conflicts or disagreements within the team
- Mentor, coach, and support the professional development of team members, fostering a motivated and high-performing culture
- Develop, implement, and monitor local policies and procedures to optimise administrative, asset, and procurement processes
- Ensure compliance with Trust policies, statutory requirements, and organisational targets.
- Oversee health and safety and risk management activities for the service, promoting safe working practices
- Support with supplier relationship management and contract administration, ensuring value for money and adherence to service level agreements (SLAs)
- Support governance activities and business support for CITS, DTI, and senior leadership teams
- Collate performance reports, assist with management of exceptions, and support preparation of reports and presentations for senior management
- Promote and manage change initiatives to secure continuous improvements in processes and service delivery
- Encourage innovation, adaptability, and a culture of excellence within the team
- Monitor and authorise expenditure for IT assets, office equipment, and contracted services, ensuring accurate record-keeping and timely payments
- Ensure efficient procurement and distribution of goods and services, resolving any issues with suppliers
Planning and Organisation
- Ability to organise, prioritise, and productively undertake allocated workload in a logical and efficient manner, often under pressure and with competing demands
- Skilled in managing resources and information, including coordinating leave, cover for absences, and ensuring the right equipment and assets are available for service delivery
- Capable of developing, implementing, and monitoring local policies, procedures, and systems to optimise administrative, asset, and procurement processes
- Maintain accurate records, databases, and filing systems, ensuring data quality and compliance with organisational standards
- Experience in project monitoring, reporting, and assisting with management of exceptions and performance reports for senior management
- Able to react to interruptions, adapt to unpredictable work patterns, and respond flexibly to changing priorities and requirements
- Methodical, accurate, and thorough approach to work, ensuring compliance and high standards in all organisational activities
- Proactively seek efficiencies, cost savings, and process improvements, and promote change to secure continuous improvements.
Person Specification
Qualifications and Training
Essential
- GCSE (or equivalent) in Maths and English
- ITIL Certification (Foundation or V4)
Desirable
- Educated to a degree level or equivalent experience in a specialist area
- Other relevant professional qualification
Experience
Essential
- Senior Admin/Business Support
- People Management
- Knowledge of Hardware and Asset Management
- Experience handling audits, dealing with auditors and regulatory bodies
Desirable
- Warehouse/stock management experience
- Experience of drafting briefing papers and correspondence at SM level
Person Specification
Qualifications and Training
Essential
- GCSE (or equivalent) in Maths and English
- ITIL Certification (Foundation or V4)
Desirable
- Educated to a degree level or equivalent experience in a specialist area
- Other relevant professional qualification
Experience
Essential
- Senior Admin/Business Support
- People Management
- Knowledge of Hardware and Asset Management
- Experience handling audits, dealing with auditors and regulatory bodies
Desirable
- Warehouse/stock management experience
- Experience of drafting briefing papers and correspondence at SM level
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.
