Job vacancy: Contract Management Administration Officer, NHS Business Services Authority, Newcastle Upon Tyne

Job summary

Main area: Administration
Grade: NHS AfC: Band 3
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 914-BSA4589

Employer: NHS Business Services Authority
Employer type: NHS
Site: Stella House
Town: Newcastle Upon Tyne
Salary: £22,816 - £24,336 Per annum
Salary period: Yearly
Closing: 27/05/2024 23:59

Contract Management Administration Officer

NHS AfC: Band 3

Detailed job description and main 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 criteria

Minimum 5 GCSE’s Grade C (or equivalent) including English & Maths.

Desirable criteria

Administration qualification, i.e. NVQ level 3 or equivalent,
ECDL

Personal Qualities, Knowledge and Skills

Essential criteria

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 criteria

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 criteria

Administration experience in a busy office environment.
Experience of working within deadlines in a pressured environment.

Desirable criteria

Experience of taking minutes and producing relevant documents.
Experience of arranging meetings and events.

The NHSBSA is passionate about creating a diverse and inclusive organisation, which is a great place to work and truly reflects the diversity of our customers. We welcome applications from talented people of diverse characteristics including age, disability, gender identity and expression, race or ethnicity, religion or belief, sexual orientation, or any marginalised group. We also welcome applications from all those in the Armed Forces Community.

At the NHSBSA we pride ourselves on being a Disability Confident Leader, Stonewall Top 100 employer and we’ve recently been awarded the Employers Network for Equality and Inclusion Gold Standard benchmark.

We offer an invitation to the first stage of the selection process for people with disabilities that wish to be considered under the Disability Confident scheme, and for members of the Armed Forces Community, where all of the essential criteria in the person specification are met.

Certificate of Sponsorship

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).

A copy of our Privacy Notice is available to view at the link below:

NHSBSA Privacy Notice