Humber and North Yorkshire Integrated Care Board (857)

Contracts Support Officer

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Job summary

We are seeking an efficient and effective administrator to join our team as a Contracts Support Officer. The role will provide administrative support assistance for a range of contracts within a portfolio which support the delivery of health and care across Humber and North Yorkshire.

To be the successful candidate you will be highly organised, clear communicator with excellent writing skills, competent with technology, and required to handle sensitive documentation.

As Contracts Support Officer you will support and assist with primarily non-healthcare and digital services contracts and work closely with colleagues from all parts of the organisation. The role will align and will be responsible to the Strategic Procurement Lead.

You will co-ordinate, support and ensure contractual processes are in place, across a range of providers, working as part of a multi-disciplinary team.

As part of the wider Finance Directorate, the role of Contracts Support Officer will be busy and rewarding and offer you opportunities for personal growth and development.

Main duties of the job

The postholder will be a proficient administrator and will provide support to ensure contractual documentation and processes are followed, kept up to date and comply with organisational requirements.

The postholder will be required to liaise and co-ordinate internal and external meetings to support the contract management function, this will include producing supporting documentation and action notes pre- and post-meetings.

The postholder will preferably have some knowledge and experience of contracting in the public sector.

About us

NHS Humber and North Yorkshire Integrated Care Board (ICB) is responsible for planning and arranging the provision of NHS services to meet the diverse health needs of a population of 1.7 million people. Our area reaches over 1,500 square miles and includes the cities of Hull and York and the large rural areas across East Yorkshire, North Yorkshire and Northern Lincolnshire.

The ICB is part of the Humber and North Yorkshire Health and Care Partnership, one of 42 Integrated Care Systems (ICS) across England to meet health and care needs, coordinate services and plan in a way that improves population health and reduces inequality between groups. The Health and Care Partnership comprises of NHS organisations, local councils, health and care providers and voluntary, community and social enterprise (VCSE) organisations.

Date posted

09 May 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£23,949 to £26,282 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

D9857-23-0007

Job locations

East Riding Place

Health House

Willerby

HU10 6DT

Job description

Job responsibilities

The postholder will provide efficient and effective administrative support service to the Procurement and Contracting team. The role will ensure co-ordinated and effective management of all contract meetings and documentation.

The postholder will be responsible for ensuring the team is able to function in an effective and coordinated way and that all deadlines for both internal and external reporting submissions, timetables and meetings are complied with. The postholder will provide administrative support for the team.

Core Functions

Deliver a range of functions to support the contractual processes for the contracts within the portfolio to ensure that the quality of contracted services is of a consistently high standard. This includes but is not limited to:

Coordinating contract and performance management internal and external meetings and events;

Ensuring relevant managers produce reports on time and to ICB prescribed format;

Ensuring external meetings are effective by drafting and issuing meeting agendas and taking minutes;

Maintaining an effective and consistent action log from meetings, ensuring actions are completed within the appropriate timescale by those responsible;

Co-ordinate and keep up to date the Contract Register;

Being responsible for a library of contract documents including ICB policies, NHS contract national guidance and NHSE issued templates;

Contributing to the organisation and recording of routine statistical information as required;

Validating invoices on the finance systems to support contract management;

Ensuring all internal and external stakeholder relationships are maintained to the highest standard;

Quality assurance work to a variety of contract documents;

Liaising with relevant teams within the ICB to ensure that the contract management process is robust (e.g. commissioning, finance, quality);

Use of a range of communication skills in order to achieve the required objectives (including email, telephone, face to face meetings and correspondence);

Develop day-to-day working relationships with providers and with key staff in ICB;

Input to the development and improvement of contract management processes, working with other functions and stakeholders;

Support the systematic review, analysis and report on contracts meeting ICB requirements;

Support the agreement of robust plans with providers to recover off track performance and assist with monitoring and managing recovery in line with agreed plans;

Support delivery of the agreed process to negotiate new contracts and re-negotiate existing contracts relevant to the portfolio so that ICB priorities are met and contracts are agreed in accordance with Department of Health and Social Care / NHS England guidance;

Maintain the contract governance processes for contracts within the portfolio including ensuring that the contract registers and contract documentation is up to date and complies with national requirements;

Monitoring contract budgets to ensure that they are consistent with guidelines and a fall within expectations, raising issue to senior colleagues where necessary;

Deputise for the senior colleagues as a point of contact for the ICBs for contract delivery issues for contracts within the portfolio, ensuring that issues are escalated as appropriate and resolved;

Input to the gathering of soft provider intelligence to the ICBs;

Provide contract support to procurement exercises;

Support ad-hoc reviews of specific contracted services;

Administrate Contract meetings, to include meeting arrangement and scheduling, Agenda and minute taking;

Manage the Contract Inbox and incoming contract data, reports and Freedom of Information Requests.