Band 4 Estates Contract Lead Administrator

VanRath Search & Selection; Lisburn; On-site; GBP 27,000 - 31,000; Full time

Job summary

VanRath Search & Selection seeks a Band 4 Estates Contract Lead Administrator in Lisburn to support the Estates Contracts Manager with procurement and contract administration on a temporary basis.

The role covers filing, tender documentation, liaison with contractors, and keeping records updated in line with relevant standards. UK driving licence is required and experience at Band 3 or above is expected.

Qualifications

• Hold a HNC/D or equivalent/higher qualification in Administration/Business related subject.
• 1 year relevant post qualification experience working at Band 3 or equivalent level or above.
• Or NVQ3 or equivalent/higher qualification in Administration/Business related subject AND 2 years relevant post qualification experience working at Band 3* or equivalent level or above.
• 4 years relevant experience, 3 of which must be at Band 3* or equivalent level or above; driving licence valid for UK use and access to a car.

Responsibilities

• Set up and maintain robust filing systems for contract documentation and procurement records.
• Liaise with external service contractors regarding service and maintenance contracts; manage notifications and queries.
• Prepare tender documentation and update schedules, specifications, and contract records.
• Ensure contract equipment is linked to asset registers and updated with operational teams.

Skills

Excel

Word processing

Data entry

Data analysis

Stakeholder management

Education

HNC/D or equivalent

NVQ3 or equivalent

Tools

Microsoft Excel

Microsoft Word

Job description

Band 4 Estates Contract Lead Administrator (BBBH15744) Lisburn, Northern Ireland

Salary: GBP14.06 - GBP14.06 per hour

Vanrath are recruiting for a Band 4 Estates Contract Lead Administrator on behalf of a large public sector company in Lisburn on a temporary basis.

What’s in it for you?

• Full time Monday – Friday 9am to 5pm 37.5hrs with flexi time
• Temporary, 6-month maternity leave, with possible extension

About your next employer

The post holder will provide administration support to the Estates Contracts Manager and Officers in the procurement, administration of service and maintenance contracts.

What you’ll do

• Set up and maintain robust filing systems for contract documentation, keeping detailed records of all procurement processes and ensuring that the Contracts
• Register is updated in accordance with HSC(F) 11-2023 – DAO (Dof)
• Liaise with external specialist service contractors regarding service and maintenance contracts, sending out notifications of contract start dates, review meetings and terminations in a timely manner and manage queries
• Prepare tender documentation e.g. collect historical data regarding equipment maintenance and expenditure, update schedules, type up contract documentation, specifications, methodology and schedules, etc.
• Ensure all appropriate service contract equipment is linked to the asset registers and updated liaising with operational teams as necessary
• Collate all associated contract information such as tender returns, tender assessment and award criteria, tender analysis and outcomes
• Provide administration support regarding tender assessment criteria, marking systems, tender analysis, contract information, clarifications, certificates, Health & Safety documents, insurances, award and regret letters, Terms and Conditions etc.
• Issue all relevant contract details including award information to the contractor, contract administration staff and contract owners, including purchase order details etc.
• Set up and arrange CAG group meetings record and distribute associated minutes.
• Provide if requested diary management for the Estates Contracts Manager
• Review contractor payments, ensuring accuracy.
• Escalate any issues and provide feedback to the Estates Contracts Manager/Officers.
• Collate review information for audit, when requested, and yearly review of service and maintenance contracts.
• Upload review information on to database and produce reports for audit and compliance.
• Liaise with other staff, contractors, outside bodies and relevant stakeholders as necessary.
• Arrange annual contract review meetings sending meeting invites, booking meeting rooms, attending the meeting, recording and distributing of associated minutes.
• Manage statutory compliance reports LOLER associated with specific service contracts / equipment by accessing on-line portals on a weekly basis or as required

About you

Essential:

• Hold a HNC/D or equivalent/higher qualification in Administration/Business related subject

AND

• 1 year relevant post qualification experience working at Band 3 or equivalent level or above

Or

• An NVQ3 or equivalent/higher qualification in Administration/Business related subject AND
• 2 years relevant post qualification experience working at Band 3* or equivalent level or above

Or

• 4 years relevant experience, 3 of which must be working at Band 3* or equivalent level or above
• Hold a current full driving licence which is valid for use in the UK and have access to a car on appointment.

Experience:

• Working at Band 3* or equivalent level or above in: Working in a busy office environment with a detailed understanding of and responsibility for financial processing
• Practical experience of Microsoft Excel and Microsoft Word or equivalent including both setting up new and maintaining existing complex spread sheets and documents.
• Evidence of experience in data entry and data analysis using a computer based system
• Evidence of experience with dealing with queries from a wide range of stakeholders and an ability to ensure that these are immediately acted upon
• Experience of dealing with difficult and challenging situations