Job summary
We are looking for a conscientious, motivated and well-organised Contract Management Administration Officer to join our Commercial Services Team. The successful candidate will work as part of a team to support the organisation in delivering its objectives and will ultimately play a hand in making a difference to the lives of NHS employees, patients and the wider public.
You will help the Team provide professional and comprehensive Commercial Services by providing administrative support to the NHSBSA Contract Managers in relation to a diverse portfolio of contracts which service our Digital Data and Technology (DDaT), Primary Care Services and Workforce Services Directorates. You may also be required to support other Commercial colleagues with administrative actions, outside of direct Contract Management.
What do we offer?
- 27 days leave (increasing with length of service) plus 8 bank holidays
- Flexible working (we are happy to discuss options such as compressed hours)
- Flexi time
- Hybrid working model (we are currently working largely remotely)
- Career development
- Active wellbeing and inclusion networks
- Excellent pension
- NHS Car lease scheme
- Access to a wide range of benefits and high street discounts!
Main duties of the job
As part of the Commercial Services Team you will be required to work closely with colleagues to ensure that an efficient administrative support is provided. The post holder will have contact with NHSBSA senior managers, external suppliers and NHS customers and must therefore be able to deal with important and confidential information with professionalism.
About us
Here at the NHS Business Services Authority (NHSBSA), what we do matters.
We manage the NHS Pension scheme, process prescription payments and much more. Our services are used by NHS organisations, contractors and the public: we take pride in being part of something so meaningful, that touches millions of lives.
Just as we design our services around the needs of our customers, we place our people at the heart of our organisation. That's why when you join us, you'll be empowered and given the right support to help your career grow.
As one of the UK's Best Big Companies to work for, we're all connected to our values: Collaborative, Adventurous, Reliable and Energetic. We care about our people, our purpose, and your progress.
We strive to offer a fantastic colleague experience, where every voice is heard, and every colleague is supported and respected. Wellbeing, diversity and inclusion is at the centre of this, so when you join us, you can connect with our Lived Experience Networks who help us to bring our authentic selves to work.
We welcome applications from people of all backgrounds and circumstances. We are committed and proud to be a flexible employer and will endeavour to offer a working pattern that suits you wherever possible, whether that be hybrid working, flexible hours, job sharing and more.
Ready to join us on our journey to be a catalyst for better health? Apply today and see where the NHSBSA can take you.
We are people connected to care.
Job description
Job responsibilities
In this role you are accountable for:
- Answering and responding to telephone and email enquiries appropriately. Dealing with enquiries from internal and external contacts appropriately which may contain sensitive and commercially confidential information.
- Assisting the Contract Manager(s) in obtaining supplier information to ensure suppliers meet their contractual obligations. This may include supplier performance information against Service Levels or Key Performance Indicators, evidence of accreditations or contract deliverables, insurances and financial information.
- Undertaking the preparation of documents as requested including Procurement Notices, letters, reports, web documents and email correspondence, some of which may include commercially confidential information.
- Updating the NHSBSA Procurement and Contract Management System and collating information in the production of MI dashboards.
- Planning, arranging and attending meetings and events as requested. This includes agenda co-ordination, minute taking and distribution of agendas and minutes, ensuring action points are recorded, tracked and followed up.
- Booking of travel, accommodation and ordering of refreshments for meetings and reception of external visitors as appropriate.
- General office duties such as photocopying and preparing information utilising relevant software applications, where required, and circulating documents.
- Acting independently, monitoring own workload and prioritising activities and take responsibility for self-management and to identify personal development needs to the benefit of the business.
- Contributing to a culture of continuous improvement and service excellence by adhering to agreed procedures and making suggestions for improvements.
- Adopting the Authority Values and Behaviours and exhibiting these in working practices
- Using the development ORO system to facilitate the identification, delivery and evaluation of personal training and development activities.
Job description
Job responsibilities
In this role you are accountable for:
- Answering and responding to telephone and email enquiries appropriately. Dealing with enquiries from internal and external contacts appropriately which may contain sensitive and commercially confidential information.
- Assisting the Contract Manager(s) in obtaining supplier information to ensure suppliers meet their contractual obligations. This may include supplier performance information against Service Levels or Key Performance Indicators, evidence of accreditations or contract deliverables, insurances and financial information.
- Undertaking the preparation of documents as requested including Procurement Notices, letters, reports, web documents and email correspondence, some of which may include commercially confidential information.
- Updating the NHSBSA Procurement and Contract Management System and collating information in the production of MI dashboards.
- Planning, arranging and attending meetings and events as requested. This includes agenda co-ordination, minute taking and distribution of agendas and minutes, ensuring action points are recorded, tracked and followed up.
- Booking of travel, accommodation and ordering of refreshments for meetings and reception of external visitors as appropriate.
- General office duties such as photocopying and preparing information utilising relevant software applications, where required, and circulating documents.
- Acting independently, monitoring own workload and prioritising activities and take responsibility for self-management and to identify personal development needs to the benefit of the business.
- Contributing to a culture of continuous improvement and service excellence by adhering to agreed procedures and making suggestions for improvements.
- Adopting the Authority Values and Behaviours and exhibiting these in working practices
- Using the development ORO system to facilitate the identification, delivery and evaluation of personal training and development activities.
Person Specification
Qualifications
Essential
- Minimum 5 GCSE's Grade C (or equivalent) including English & Maths.
Desirable
- Administration qualification, i.e. NVQ level 3 or equivalent,
- ECDL
Personal Qualities, Knowledge and Skills
Essential
- Good standard of computer literacy literacy including:- E-mail, Databases, Experience of using Word and Excel, Experience of using office equipment, Good understanding of computerised office systems.
- Able to continually prioritise workload
- Able to produce accurate work at a high volume
- Able to work on own initiative
- Flexible approach to work
- Able to communicate at all levels.
- Team worker, friendly.
- Excellent telephone/written manner.
- Discreet, confidential, organised.
Desirable
- Experience of using other software packages (i.e. PowerPoint, MS BI, Adobe Pro, Procurement Systems)
- Ability to multi-task.
- Ability to work to tight deadlines.
Experience
Essential
- Administration experience in a busy office environment.
- Experience of working within deadlines in a pressured environment.
Desirable
- Experience of taking minutes and producing relevant documents.
- Experience of arranging meetings and events.
Person Specification
Qualifications
Essential
- Minimum 5 GCSE's Grade C (or equivalent) including English & Maths.
Desirable
- Administration qualification, i.e. NVQ level 3 or equivalent,
- ECDL
Personal Qualities, Knowledge and Skills
Essential
- Good standard of computer literacy literacy including:- E-mail, Databases, Experience of using Word and Excel, Experience of using office equipment, Good understanding of computerised office systems.
- Able to continually prioritise workload
- Able to produce accurate work at a high volume
- Able to work on own initiative
- Flexible approach to work
- Able to communicate at all levels.
- Team worker, friendly.
- Excellent telephone/written manner.
- Discreet, confidential, organised.
Desirable
- Experience of using other software packages (i.e. PowerPoint, MS BI, Adobe Pro, Procurement Systems)
- Ability to multi-task.
- Ability to work to tight deadlines.
Experience
Essential
- Administration experience in a busy office environment.
- Experience of working within deadlines in a pressured environment.
Desirable
- Experience of taking minutes and producing relevant documents.
- Experience of arranging meetings and events.
Additional information
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).
