Job summary
Estates Contracts Administrator
Department: Estates Department
Band: 5 £29,970 - £36,483 Per annum
Hours: 37.5 hours per week, Monday to Friday 08.30 - 16.30 hrs
All MKUH roles will be considered for flexible working
We have an exciting opportunity to appoint an Estates Contracts Administrator.
You will ensure all necessary Estates contracts are in place for the maintenance of the premises and plant across multiple buildings on multiple sites. You will maintain records whilst obtaining best value and support the Estates Officers with procurement activities.
You will ensure all planned preventative maintenance activities are identified for new properties as well as validating for existing properties where necessary. Prepare reports for support contracts operated on behalf of third parties.
You will represent the Trust at contract meetings, liaising with contractors ensuring all contract queries are responded to as well as raise orders, receipt invoices and manage invoice queries.
This is a new role working within the busy Estates Department where your support is vital to the team.
Interview dates: 12th and 13th March 2025
Main duties of the job
To manage the out-sourced estates contracts, maintain compliance records, obtain best value.
To support the Estates Officers with procurement activities including preparing tenders and obtaining quotations.
To provide cross cover arrangements with the PA to Facilities Managers during periods of absence
About us
You can expect a warm welcome at Milton Keynes University Hospital, our staff are friendly and welcoming. We listen to each other and work together to embed our Trusts values and behaviours. At MKUH we appreciate our staff and reward them with an outstanding benefits package including:
Free on-site parkingFree tea and coffeeGreat flexible workingopportunitiesDiscounted gym membershipGenerous annual leave and pension schemeOn site nursery (chargeable)Extensive staff health and well-being programme
Milton Keynes University Hospital NHS Foundation Trust, in partnership with the University of Buckingham, is a University Teaching Hospital; we conduct research and teaching on site to improve the care of our patients The hospital is undergoing significant investment and development including a new surgical ward.
Job description
Job responsibilities
Financial Duties
Maintain the estates contracts database Validate that all compliance information from sub-contracted services has been received and is electronically filed.
Contract Duties (Service Level Agreements)
Support the department in the management of third-party contracts and maintain and update Service Level Agreements Represent the Trust at contract meetings, ensuring that all contract queries, often of a highly technical nature, are responded to and that all requests are followed up.
General Duties
Support the general administration of the office. Cover the duties of other team members in times of absence.
Please refer to the Job Description for further details
Please note that this post is subject to an initial probationary period of six months, extendable up to a period of 12 months. A DBS check may be required for new employees. MKUH promotes an inclusive workforce and are committed to equal opportunities, we proactively welcome applications from underrepresented groups in our community. Thank you for your interest in our Hospital. We reserve the right to close posts early if we receive a sufficient volume of applications. Milton Keynes is the fastest growing and most successful city in the country (visit http://www.destinationmiltonkeynes.co.uk/) for which we provide Emergency Medicine (including Paediatrics) from minor injury to major trauma, Critical Care, Cancer Services, General Surgery & Medicine, Womens & Children Services (including Maternity, Paediatrics & Neonatal) and Renal Services.
Job description
Job responsibilities
Financial Duties
Maintain the estates contracts database Validate that all compliance information from sub-contracted services has been received and is electronically filed.
Contract Duties (Service Level Agreements)
Support the department in the management of third-party contracts and maintain and update Service Level Agreements Represent the Trust at contract meetings, ensuring that all contract queries, often of a highly technical nature, are responded to and that all requests are followed up.
General Duties
Support the general administration of the office. Cover the duties of other team members in times of absence.
Please refer to the Job Description for further details
Please note that this post is subject to an initial probationary period of six months, extendable up to a period of 12 months. A DBS check may be required for new employees. MKUH promotes an inclusive workforce and are committed to equal opportunities, we proactively welcome applications from underrepresented groups in our community. Thank you for your interest in our Hospital. We reserve the right to close posts early if we receive a sufficient volume of applications. Milton Keynes is the fastest growing and most successful city in the country (visit http://www.destinationmiltonkeynes.co.uk/) for which we provide Emergency Medicine (including Paediatrics) from minor injury to major trauma, Critical Care, Cancer Services, General Surgery & Medicine, Womens & Children Services (including Maternity, Paediatrics & Neonatal) and Renal Services.
Person Specification
Qualifications and knowledge
Essential
- Degree or equivalent in business or another related subject.
- Experience of commercial negotiation and influencing others with an intermediate level of commercial and contractual acumen.
Desirable
- Level 4 Chartered Institute of Purchasing and Supply and studying for full professional accreditation.
- Knowledge of Engineering & Building Mechanical & Electrical Systems, sub-contracted services, Service Level Agreements.
- Knowledge of relevant Trust Policies / Procedures
Experience
Essential
- Experience of using a wide range of IT packages including or equivalent to Microsoft Excel, Microsoft Word, Microsoft Outlook.
Desirable
- MS Excel Advanced user
- Previous NHS experience
- Previous experience of working in a building services environment
Skills
Essential
- Ability to work within clearly defined occupational policies and work independently most of the time, only referring to a supervisor when necessary
- Excellent interpersonal skills
- Good relationship management skills
- Ability to work under pressure
Personal and people development
Essential
- Confident when challenged, not easily phased.
- Flexible approach
- Commitment to personal development
- Polite and courteous manner
Communication
Essential
- Able to communicate with internal and external stakeholders with confidence
- Communicating specialist information within the areas of contracts and service level agreements with technical & non-technical staff groups and companies.
Person Specification
Qualifications and knowledge
Essential
- Degree or equivalent in business or another related subject.
- Experience of commercial negotiation and influencing others with an intermediate level of commercial and contractual acumen.
Desirable
- Level 4 Chartered Institute of Purchasing and Supply and studying for full professional accreditation.
- Knowledge of Engineering & Building Mechanical & Electrical Systems, sub-contracted services, Service Level Agreements.
- Knowledge of relevant Trust Policies / Procedures
Experience
Essential
- Experience of using a wide range of IT packages including or equivalent to Microsoft Excel, Microsoft Word, Microsoft Outlook.
Desirable
- MS Excel Advanced user
- Previous NHS experience
- Previous experience of working in a building services environment
Skills
Essential
- Ability to work within clearly defined occupational policies and work independently most of the time, only referring to a supervisor when necessary
- Excellent interpersonal skills
- Good relationship management skills
- Ability to work under pressure
Personal and people development
Essential
- Confident when challenged, not easily phased.
- Flexible approach
- Commitment to personal development
- Polite and courteous manner
Communication
Essential
- Able to communicate with internal and external stakeholders with confidence
- Communicating specialist information within the areas of contracts and service level agreements with technical & non-technical staff groups and companies.
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.