Job summary
This is an exciting opportunity to develop your career in the NHS. The role is a 12 month fixed term maternity cover position and will primarily be involved in delivering administration support within the organisation, but also offers the opportunity to develop key business skills dealing with a wide range of stakeholders.
The role of the Business Support team includes the provision of finance, customer services, administration and communications and marketing support to the NHSCS team. This is a varied role and you will work closely with your NHSCS business support, procurement and business intelligence colleagues. This may suit a new graduate looking to gain experience in business within the NHS, or an experienced administrator looking to develop their career.
You will be a team player, enjoy working collaboratively and in return you will be supported to enhance and develop your current knowledge and skills.
This role is office based in Dorking, Surrey.
Main duties of the job
To provide administration support to the organisation as part of the Business Support team ensuring management of own workload within the team. Providing administration support to other members of the NHSCS team as required. The post holder has an interest in finance administration and procurement and would like to support the organisation in this area.
Suitable for someone who can co-ordinate work effectively and provide support, motivation and guidance to other team members. Suitable for someone who is passionate about providing excellent business support service within NHSCS and our customer base.
About us
NHS Commercial Solutions (NHSCS) is a collaborative procurement NHS organisation providing strategic procurement services to NHS organisations within Kent, Hampshire, Surrey, Sussex and further afield. NHSCS has delivered savings in excess of £300 million working in partnership with trusts and with multiple stakeholders to deliver cash releasing savings, cost and quality improvements across a wide range of categories.
We are hosted by Surrey and Borders Partnership NHS Foundation Trust.
Surrey and Borders Partnership NHS Foundation Trust is the leading provider of health and social care services for people of all ages with mental ill-health and learning disabilities in Surrey and North East Hampshire.
We actively seek to engage people who use our services and our communities in improving the mental wellbeing of the local population. We work closely with other NHS and voluntary sector organisations who provide services and support people who use services and carers.
Please note that we reserve the right to close posts as soon as sufficient applications are received.
We look forward to receiving your application!
Job description
Job responsibilities
Job Overview To provide administration support to the organisation as part of the the Business Support team ensuring management of own workload within the team. Providing administration support to other members of the NHSCS team as required.
Suitable for someone who is able to co-ordinate, work effectively and provide support, motivation and guidance to other team members. Suitable for someone who is passionate about providing excellent administrative support within NHSCS and our customer base. This role is suitable for someone looking for a pathway into the NHS and a procurement role or may be working in supply chain, materials management and logistics or administration in the NHS already.
Key Responsibilities
Procurement Administration
- Spend time understanding the role of procurement and the various teams involved in ensuring the organisation provides the products and services needed, including working directly with trusts and customers.
- Support a number of tender processes and projects as required.
- Update logs and trackers where appropriate to ensure systems are up to date for category related projects.
- Help to maintain trust stakeholder and supplier engagement on category related initiatives, including supporting customer communication initiatives.
- Help and support the category teams to coordinate and respond to customer questions, arranging meetings, taking and circulating project meeting notes, chasing outstanding actions, drafting reports and presentation slide decks, analysing data, and coordinating and circulating customer communications.
- Overall offer support in the delivery of a robust procurement service.
Business Administration support
- Providing office and administration duties as required in the Business Support Team
- Responding to customers and suppliers queries, answering calls and relaying messages in a timely manner
- Take and transcribe meeting minutes in an accurate and timely manner
- Type up reports incorporating graphics and tables as required
- Type up letters dictated or provided by the team
- Monitor data quality of administrative input
- Creating requisitions for purchase orders and logging them, coding and approving invoices all on our Oracle finance system following process and procedures. Training will be provided.
- To understand and comply with the requirements of the Trusts Standing Financial Instructions
- Providing support for marketing and communications as and when required.
- Providing cover for the Business Support Team as required
Project support
- Providing support on benchmarking information/data in Microsoft Excel, analysing results of pricing by product and producing charts in a PowerPoint presentation
- To provide project management support for selected projects within NHSCS programmes of work.
- Administration and support with the newly developed NHSCS Helpdesk
HR/IT systems support
- Supporting the team in providing IT administration support and liaising with IT to resolve queries as required
- Support the Business Support Manager with recruitment process for vacancies
- Monitor annual leave requests and sickness absence for manager, as required
- Monitor appraisal and training reports from HR to ensure that staff keep records up to date.
Job description
Job responsibilities
Job Overview To provide administration support to the organisation as part of the the Business Support team ensuring management of own workload within the team. Providing administration support to other members of the NHSCS team as required.
Suitable for someone who is able to co-ordinate, work effectively and provide support, motivation and guidance to other team members. Suitable for someone who is passionate about providing excellent administrative support within NHSCS and our customer base. This role is suitable for someone looking for a pathway into the NHS and a procurement role or may be working in supply chain, materials management and logistics or administration in the NHS already.
Key Responsibilities
Procurement Administration
- Spend time understanding the role of procurement and the various teams involved in ensuring the organisation provides the products and services needed, including working directly with trusts and customers.
- Support a number of tender processes and projects as required.
- Update logs and trackers where appropriate to ensure systems are up to date for category related projects.
- Help to maintain trust stakeholder and supplier engagement on category related initiatives, including supporting customer communication initiatives.
- Help and support the category teams to coordinate and respond to customer questions, arranging meetings, taking and circulating project meeting notes, chasing outstanding actions, drafting reports and presentation slide decks, analysing data, and coordinating and circulating customer communications.
- Overall offer support in the delivery of a robust procurement service.
Business Administration support
- Providing office and administration duties as required in the Business Support Team
- Responding to customers and suppliers queries, answering calls and relaying messages in a timely manner
- Take and transcribe meeting minutes in an accurate and timely manner
- Type up reports incorporating graphics and tables as required
- Type up letters dictated or provided by the team
- Monitor data quality of administrative input
- Creating requisitions for purchase orders and logging them, coding and approving invoices all on our Oracle finance system following process and procedures. Training will be provided.
- To understand and comply with the requirements of the Trusts Standing Financial Instructions
- Providing support for marketing and communications as and when required.
- Providing cover for the Business Support Team as required
Project support
- Providing support on benchmarking information/data in Microsoft Excel, analysing results of pricing by product and producing charts in a PowerPoint presentation
- To provide project management support for selected projects within NHSCS programmes of work.
- Administration and support with the newly developed NHSCS Helpdesk
HR/IT systems support
- Supporting the team in providing IT administration support and liaising with IT to resolve queries as required
- Support the Business Support Manager with recruitment process for vacancies
- Monitor annual leave requests and sickness absence for manager, as required
- Monitor appraisal and training reports from HR to ensure that staff keep records up to date.
Person Specification
Qualifications
Essential
- oMaths and English GCSE (or equivalent)
- oDiploma/NVQ 3 or Apprenticeship Level 3 in Business Administration (or equivalent)
- oDemonstrable skills in Microsoft Office applications, including intermediate to advanced Excel.
Experience
Essential
- oMinimum 3 years experience including administrative work undertaken in a busy work environment or
- oExperience working with databases or spreadsheet applications including input, analysis of data and reporting or
- oMinimum 3 years experience in a customer/ user-facing environment
Desirable
- Experience in working in a procurement or supply chain team is desirable
Person Specification
Qualifications
Essential
- oMaths and English GCSE (or equivalent)
- oDiploma/NVQ 3 or Apprenticeship Level 3 in Business Administration (or equivalent)
- oDemonstrable skills in Microsoft Office applications, including intermediate to advanced Excel.
Experience
Essential
- oMinimum 3 years experience including administrative work undertaken in a busy work environment or
- oExperience working with databases or spreadsheet applications including input, analysis of data and reporting or
- oMinimum 3 years experience in a customer/ user-facing environment
Desirable
- Experience in working in a procurement or supply chain team is desirable
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.
