Contracts Administrator

Southern Health NHS Foundation Trust

This job is now closed

Job summary

We are looking for two enthusiastic and driven Administrators to join our established Estate Services Contracts Team. Our team manage a Trust Wide portfolio of contracts ranging from waste, linen, security, cleaning, grounds and gardens to boilers, fire alarms, lifts and automatic doors. The post holders will be responsible for providing secretarial and administrational support.

Do you have a minimum of two years' experience working in an office environment? We are looking for someone who can demonstrate effective secretarial and communication skills, be organised and possess' excellent IT skills; and proficient in the use of Microsoft packages including Excel, Outlook and Word. The role requires the ability to produce quality and accurate documentation to support the contract teams objectives including taking minutes, e-mail correspondence, database entry and spreadsheet reviews and updates.

As a team player, you will need to be enthusiastic, organised and flexible, be able to prioritise your work in order to meet deadlines. Previous experience of working within a contract environment or the NHS is desirable but not essential, as full training provided.

We are recruiting to two full-time (37.5 hours per week over 5 days) roles. An office base(s) will be agreed with the successful candidates and will include minimal travel to other bases for occasional team meetings.

If you are the person we are looking for and are interested in joining our team, we look forward to receiving your application.

Main duties of the job

To provide competent administration and secretarial support to the Estate Services Contract team who manage a range of contracting and support services Trust wide. This will include, arranging meetings and taking minutes, liaison with other departments and external organisations, maintaining records with a high level of detail, updating financial and contract data, data entry, and filing. Assist with drafting documents and correspondence.

Support the teams by maintaining regular contact with contract providers, colleagues and Estate Services, acting as first point of contact for the Trust where necessary and assisting the contract managers by actioning incoming mail to the team e-mails.

Manage and maintain the contract teams central emails, approved contractor database and updating the Estate Service Central Aided Facilities Management (CAFM) system ensuring responses and work is undertaken according to requirements and timescales.

About us

Southern Health is one of the largest NHS Foundation Trusts in the UK, specialising in mental health and learning disabilities, as well as offering physical health community-based services.

With a workforce of more than 7000 and a footprint that spans more than 200 sites across Hampshire, we're wholeheartedly committed to providing the best possible healthcare, reaching a range of diverse communities, whilst placing patients and staff at the forefront of all our endeavours.

We are currently working closely with other NHS Trusts to integrate all our collective community, mental health, and learning disability services. Our new organisation, to be known as Hampshire and Isle of Wight NHS Foundation Trust, is set to launch in July 2024.

The transformation will happen in staggered stages; Hampshire CAMHS, part of Sussex Partnership NHS Foundation Trust joined Southern Health in February 2024, with Isle of Wight NHS Trust mental health and community services transitioning in early May 2024. The final combination of Southern Health and Solent Trusts is anticipated to occur in July 2024, when the new organisation will be formed.

Our new Trust will continue to cater to the unique needs of different communities, making healthcare across the county more accessible, as well as offering staff more opportunities for career development, training and partnership working.

Join us as we embark on this exciting journey to shape the future of healthcare in Hampshire.

Date posted

24 June 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year based on full time hours

Contract

Permanent

Working pattern

Full-time

Reference number

348-FM-4588

Job locations

Tatchbury Mount

Calmore

Southampton

Hampshire

SO40 2RZ

Job description

Job responsibilities

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.

Job description

Job responsibilities

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.

Person Specification

Qualifications

Essential

Educated to GCSE standard to include English language and mathematics grade C or above or equivalent

Desirable

RSA II or equivalent
Minute taking/shorthand qualification
NVQ II Business administration

Experience

Essential

Knowledge of office procedures
Diary Management
Excellent working knowledge of Microsoft office programmes including outlook, word and excel
Excellent communication skills and telephone manner

Desirable

Knowledge of one or more computer systems, hardware or software procedures

Additional Criteria

Essential

Ability to communicate effectively at all levels
Will have worked as part of a team and under own supervision
Arranging and supporting meetings of varying sizes and importance
Advanced keyboard skills with touch typing
Uses DSE equipment for a significant proportion of the day as most tasks computer based
Flexible attitude to duties
Ability to meet tight deadlines and multitask
Ability to work calmly under pressure and to short timescales
Inputting and manipulating data information into computer databases
Frequent concentration, adaptable to work or pattern changes

Person Specification

Qualifications

Essential

Educated to GCSE standard to include English language and mathematics grade C or above or equivalent

Desirable

RSA II or equivalent
Minute taking/shorthand qualification
NVQ II Business administration

Experience

Essential

Knowledge of office procedures
Diary Management
Excellent working knowledge of Microsoft office programmes including outlook, word and excel
Excellent communication skills and telephone manner

Desirable

Knowledge of one or more computer systems, hardware or software procedures

Additional Criteria

Essential

Ability to communicate effectively at all levels
Will have worked as part of a team and under own supervision
Arranging and supporting meetings of varying sizes and importance
Advanced keyboard skills with touch typing
Uses DSE equipment for a significant proportion of the day as most tasks computer based
Flexible attitude to duties
Ability to meet tight deadlines and multitask
Ability to work calmly under pressure and to short timescales
Inputting and manipulating data information into computer databases
Frequent concentration, adaptable to work or pattern changes

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.