Job summary
Sheffield Health & Social Care is a small trust with a passion for delivering excellent patient care. After some challenging years, the contracts and tender management team (part of the finance team) is on a strong trajectory of improvement with a mission to become one of the best in the city. We are determined to develop our staff and ensure that what we do improves the lives of our patients.
The Assistant Contracts Manager and Tender Advisor is an ideal role for an individual with experience in a senior administrative position, strong IT skills (e.g. Microsoft packages) and knowledge of contract management, service specification writing and reviewing and/or tender management processes who wants to take the next step in their career.
We are committed to your success, and you would be joining a busy, dynamic and supportive team environment.
This role offers an attractive career, with opportunities for training and progression. It also provides an excellent pension scheme, a good level of paid holidays and flexible working options. The trust is committed to inclusive working practices and offers hybrid home working and flexible working.
Main duties of the job
The full details of the role are contained within the person spec and job description, attached. In line with our commitment to building a diverse team, we also welcome applicants from outside the NHS. For all candidates, we are particularly interested in your attitude, aptitude and proven ability to learn.
If successful, you would be responsible for supporting the effective management of income contracts including leading on several designated contracts with commissioners for SHSC's clinical and corporate services, supporting the preparation, production and submission of tenders/bids including horizon scanning for new business opportunities; and providing advice and guidance to staff on contractual, financial and patient queries.
In addition, we are starting to adopt business partnering approaches with our internal and external stakeholders to provide a pro-active, customer-focused and value-added service.
This role is based in the Contracts and Tender Management Team and relates to the management of income contracts. It is not a procurement focused role, although people with transferrable skills are welcome to apply.
About us
We are passionate about providing the very best care to the people we support, and we're looking for amazing people who share this passion to join us. What is it that makes our Trust such a special place to work? Well, it's all about the people. Our staff, service users, carers and families all come from such diverse backgrounds and all have expertise and stories to share. It's important that you feel supported in your role, that the people who you work with are as passionate as you are and that your health and wellbeing is taken care of. If you're interested in developing your career, you'll have access to a range of training and education opportunities, including apprenticeships, work experience and placements, as well as the chance to get involved in research. We are all very proud of the difference we make to people's lives each and every day and if that's something that you'd like to be part of we'd love to have you with us. "
Job description
Job responsibilities
Contract Management
- To support the Head of Contracts and Tender Management by managing and where appropriate leading on a number of allocated contracts for the Trust, and to support and advise other Directors/Managers with contract negotiations, discussions and implementation involving, where appropriate, other NHS Communities/Agencies. This includes highlighting areas of risk or concern for the Trust.
- Liaise with Service/Clinical Directors and their teams to ensure the viability and continuity of contracts, taking into account contract currencies, outcome measures, risk analysis and financial implications.
- Participate or Lead meetings with other NHS Trusts/Agencies in relation to monitoring and reviewing contractual arrangements and performance.
- Provide advice to staff on patient queries related to contractual or financial guidance to reduce unfunded activity/lost income (e.g., overseas visitors, who pays guidance, patient choice).
- Ensure that the Service/Clinical Directors of the Trust are aware of the terms and conditions contained within contracts/agreements and advise on appropriate action to be taken to mitigate commercial risk.
- Advise the Service/Clinical Directors and their teams on information reporting requirements and targets for any new contracts/developments within the Trust by working closely with the Performance and Informatics Team
- Participate, and where appropriate, lead on the training and development of staff within the Trust to raise awareness of contract management and service agreement issues.
- Support, and where appropriate, Lead on the development of specifications for services provided/commissioned by the Trust and in liaison with Directorate Heads, monitor and manage contractual compliance of those specifications.
- Participate as part of relevant Trust working groups, supporting the Head of Contracts and Tender Management in providing contract management information including dashboards and reports to commissioners (e.g. SYICB), as well as other external agencies.
- Deal with commercially sensitive information, understanding the impact that this may have in relation to the Trust and dealing with in it in an appropriate manner. For instance, this could be in relation to the contract management process, procurement for competitive tenders and/ or in response to Freedom for Information requests (FOI).
Bid Management
- Advise the Trust on the preparation, production and submission of commercial bids.
- To lead on the production of bid plans through careful planning, ensuring timetables are in place for collating the relevant information, in order to inform Directorate/Service leads of their responsibilities, ensuring these are delivered upon and deadlines are achieved.
- To lead on the completion of all documentation (e.g. Supplier Selection Questionnaires) and ensure that it is submitted in accordance with required timescales.
- Ensure that a business partnering approach is adopted as part of the post in developing professional relationships with internal and external stakeholders.
- Support the Head of Contracts and Tender Management in the clarification and negotiation processes as and when required, as part of any bid submission, consulting with colleagues as appropriate.
- Attend appropriate seminars / events in relation to opportunities / bid management to establish the commercial requirements and resources required to produce an acceptable bid.
- To manage the system of horizon scanning for potential bid opportunities.
Financial Resources
- Contribute to Directorate Budget Planning by reviewing systems and departmental structures to identify efficiencies and to support the achievement of financial balance and targets.
- Ensure compliance with Standing Orders, Standing Financial Instructions and other relevant guidelines or requirements.
Human Resources
- Contribute to the workforce planning process for the Contract and Tender Management Team, being proactive in identifying opportunities for succession planning, service change and other longer term needs.
Communications and Working Relationships
- The post holder will be responsible to the Contracts and Tender Manager and will deputise in their absence.
- The post holder will be a member of the Contracts and Tender Management Team and attend meetings as and when required.
- The duties will involve using business partnering techniques with Service and Clinical leads, internally and externally and their respective teams, Information providers, Commissioners and other Agencies who procure services from the Trust.
This job description may be reviewed from time to time and amended subject to consultation with the post holder.
This is not an exhaustive list of duties and responsibilities and in discussion with the manager the post holder may be required to undertake other duties which fall within the Banding of the post. The job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.
Job description
Job responsibilities
Contract Management
- To support the Head of Contracts and Tender Management by managing and where appropriate leading on a number of allocated contracts for the Trust, and to support and advise other Directors/Managers with contract negotiations, discussions and implementation involving, where appropriate, other NHS Communities/Agencies. This includes highlighting areas of risk or concern for the Trust.
- Liaise with Service/Clinical Directors and their teams to ensure the viability and continuity of contracts, taking into account contract currencies, outcome measures, risk analysis and financial implications.
- Participate or Lead meetings with other NHS Trusts/Agencies in relation to monitoring and reviewing contractual arrangements and performance.
- Provide advice to staff on patient queries related to contractual or financial guidance to reduce unfunded activity/lost income (e.g., overseas visitors, who pays guidance, patient choice).
- Ensure that the Service/Clinical Directors of the Trust are aware of the terms and conditions contained within contracts/agreements and advise on appropriate action to be taken to mitigate commercial risk.
- Advise the Service/Clinical Directors and their teams on information reporting requirements and targets for any new contracts/developments within the Trust by working closely with the Performance and Informatics Team
- Participate, and where appropriate, lead on the training and development of staff within the Trust to raise awareness of contract management and service agreement issues.
- Support, and where appropriate, Lead on the development of specifications for services provided/commissioned by the Trust and in liaison with Directorate Heads, monitor and manage contractual compliance of those specifications.
- Participate as part of relevant Trust working groups, supporting the Head of Contracts and Tender Management in providing contract management information including dashboards and reports to commissioners (e.g. SYICB), as well as other external agencies.
- Deal with commercially sensitive information, understanding the impact that this may have in relation to the Trust and dealing with in it in an appropriate manner. For instance, this could be in relation to the contract management process, procurement for competitive tenders and/ or in response to Freedom for Information requests (FOI).
Bid Management
- Advise the Trust on the preparation, production and submission of commercial bids.
- To lead on the production of bid plans through careful planning, ensuring timetables are in place for collating the relevant information, in order to inform Directorate/Service leads of their responsibilities, ensuring these are delivered upon and deadlines are achieved.
- To lead on the completion of all documentation (e.g. Supplier Selection Questionnaires) and ensure that it is submitted in accordance with required timescales.
- Ensure that a business partnering approach is adopted as part of the post in developing professional relationships with internal and external stakeholders.
- Support the Head of Contracts and Tender Management in the clarification and negotiation processes as and when required, as part of any bid submission, consulting with colleagues as appropriate.
- Attend appropriate seminars / events in relation to opportunities / bid management to establish the commercial requirements and resources required to produce an acceptable bid.
- To manage the system of horizon scanning for potential bid opportunities.
Financial Resources
- Contribute to Directorate Budget Planning by reviewing systems and departmental structures to identify efficiencies and to support the achievement of financial balance and targets.
- Ensure compliance with Standing Orders, Standing Financial Instructions and other relevant guidelines or requirements.
Human Resources
- Contribute to the workforce planning process for the Contract and Tender Management Team, being proactive in identifying opportunities for succession planning, service change and other longer term needs.
Communications and Working Relationships
- The post holder will be responsible to the Contracts and Tender Manager and will deputise in their absence.
- The post holder will be a member of the Contracts and Tender Management Team and attend meetings as and when required.
- The duties will involve using business partnering techniques with Service and Clinical leads, internally and externally and their respective teams, Information providers, Commissioners and other Agencies who procure services from the Trust.
This job description may be reviewed from time to time and amended subject to consultation with the post holder.
This is not an exhaustive list of duties and responsibilities and in discussion with the manager the post holder may be required to undertake other duties which fall within the Banding of the post. The job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.
Person Specification
Experience
Essential
- Experience in contract management and service specification writing
Desirable
- Finance experience to understand contract management
Negotiation skills
Essential
Desirable
- contract negotiation skills
Service specification writing
Essential
- experience of service specification writing
Experience of working in NHS
Essential
- Experience of working in NHS
Desirable
- contracting experience of working in NHS
Person Specification
Experience
Essential
- Experience in contract management and service specification writing
Desirable
- Finance experience to understand contract management
Negotiation skills
Essential
Desirable
- contract negotiation skills
Service specification writing
Essential
- experience of service specification writing
Experience of working in NHS
Essential
- Experience of working in NHS
Desirable
- contracting experience of working in NHS
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).
