Contract Support Officer (XN03)

NHS; Leeds; On-site; GBP 24,000 - 27,000; Full time

Job summary

A leading healthcare provider in Leeds is seeking a Contracts Support Officer to provide administrative and coordinating support within the Clinical Engineering Contracts Team. The ideal candidate will be responsible for managing medical equipment service contracts, ensuring compliance with financial policies, and maintaining accurate records. Previous experience in administration and a commitment to confidentiality are essential for this full-time role.

Benefits

Subsidised gym

Lease car schemes

Staff discount programmes

Qualifications

• Experience in administration, procurement or contract management is desirable.
• Strong attention to detail is essential.
• Good understanding of financial processes required.

Responsibilities

• Provide coordinating and administrative support to the Department of Medical Physics & Engineering.
• Support the renewal and management of medical equipment maintenance and repair contracts.
• Ensure compliance with Trust financial policies.

Skills

Data inputting and spreadsheet knowledge

Good interpersonal skills

Well organized

Commitment to principles of equality and diversity

Education

GCSE in English and Maths

Tools

Microsoft Excel

Microsoft Word

Job description

Job Summary

This post plays a vital role in supporting the effective management of medical equipment service contracts across the Trust. The successful candidate will be responsible for ensuring that all maintenance and repair contracts are renewed promptly and in accordance with the latest Trust policies and national financial regulations.

Key duties will include but not limited to coordinating and reporting medical equipment breakdowns, procuring replacement parts, maintaining accurate inventory records and processing related financial transactions. The role is central to ensuring that medical equipment remains safe, reliable and fully operational to support patient care.

The Clinical Engineering Contracts Team oversees the maintenance and repair of medical equipment by external providers across the Trust and is part of the Department of Medical Physics & Engineering here at Leeds Teaching Hospitals NHS Trust.

The post holder will be expected to work closely and effectively with other technical staff and the clinical staff in the specialist clinical areas for which the Clinical Engineering Teams are responsible, to ensure delivery of a high quality service. Experience in administration, procurement or contract management is desirable, ideally within a healthcare or technical environment. A good understanding of financial processes and attention to detail are essential.

Expected Shortlisting Date 24/11/2025

Planned Interview Date 01/12/2025

Main Duties of the Job

• To provide coordinating and administrative support to the Department of Medical Physics & Engineering.
• Support the renewal and management of medical equipment maintenance and repair contracts.
• Ensure compliance with Trust financial policies and national procurement standards.
• Coordinate and report medical equipment breakdowns to ensure timely resolution.
• Liaise with suppliers and contractors to source parts and arrange repairs.
• Data input and maintain accurate records within the Trusts medical equipment database.
• Process orders, invoices and payments promptly and accurately.
• Work closely with the Clinical Engineering Teams to ensure service continuity and equipment reliability.
• Excellent telephone skills and support.
• Provide where required direct administration, coordinating and scheduling support to specific contractors to help facilitate meeting key performance measures.

About Us

The Leeds Teaching Hospitals NHS Trust is one of the largest teaching hospital Trusts in Europe and serves as a regional and national centre for specialist treatment, research and education.

Our shared values and behaviours are guided by The Leeds Way, which defines how we work together to provide outstanding care and support for our patients, staff and partners.

The Trust operates across five main hospital sites: St Jamess University Hospital, Leeds General Infirmary, Chapel Allerton Hospital, Seacroft Hospital and Wharfedale Hospital. The successful candidate will be primarily based at St Jamess Hospital, with occasional travel required to the other Trust sites.

As a valued member of our team, you will have access to a range of staff benefits and wellbeing initiatives including a subsidised gym, lease car schemes and staff discount programmes.

Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.

Details

Date posted: 03 November 2025

Pay scheme: Agenda for change

Band: Band 3

Salary: £24,937 to £26,598 a year

Contract: Permanent

Working pattern: Full-time, Flexible working

Reference number: C9298-ONC-0577

Job locations: St. James's University Hospital, Beckett Street, Leeds, LS9 7TF

Job Description & Responsibilities

The Clinical Engineering Contracts Team oversees the maintenance and repair of medical equipment by external providers across the Trust. This role will involve both administrative and coordinating support, whilst working within the Clinical Engineering Contracts Team, which is part of the Department of Medical Physics & Engineering here at Leeds Teaching Hospitals NHS Trust.

The Contracts Support Officer will be responsible for ensuring and supporting the renewal and management of medical equipment maintenance and repair contracts. This will involve working with external contractors and clinical areas to ensure maintenance and servicing is performed satisfactorily and in a timely manner.

Additional duties include but not limited to preparing contract documentation, telephone support and processing repair requests, data inputting, filing, invoicing, visitor registration, general administration and clerical support.

This role requires a strong commitment to accuracy, accountability and reliability when handling data and contract information. The postholder is expected to demonstrate honesty and integrity in all communications, maintain confidentiality at all times and show initiative in resolving issues. Collaboration, patience and professionalism are key to supporting both internal teams and external contractors in delivering a high-quality, safe and efficient service.

Person Specification

Qualifications (Essential)

• GCSE in English and Maths
• Training: Must be willing to attend internal/external relevant training courses

Experience (Essential)

• Data inputting and spreadsheet knowledge
• Knowledge of a wide range of administrative procedures
• A good awareness of and understanding of issues surrounding diversity and patient involvement
• Previous administrative/Clerical experience
• Capable of overseeing external contractors duties to ensure standards are met

Desirable Experience

• Knowledge of the NHS
• Work experience in a health or social care setting
• Awareness and understanding of medical devices repairs and servicing

Skills & Behaviours (Essential)

• Commitment to principles of equality and diversity
• Commitment to delivering quality services
• Importance of maintaining confidentiality
• Honesty and integrity
• Well organised, able to prioritise and to work on own initiative
• Able to work effectively as part of a small team & alongside clinical staff and external contractors
• Good interpersonal skills and able to relate effectively to a wide range of people
• Personable, patient, sensitive and flexible
• Willing to learn new skills

Desirable Skills & Behaviours

• Competent in various Computing packages (including word processing & spreadsheets)
• Good written and verbal communication skills
• Good command of spoken and written English
• Numerate
• Awareness of good contractor principles
• Means of Own Transport
• Must be willing to work within the Trusts policies e.g. confidentiality, data protection, health and safety etc
• Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary), including clearance on blood borne viruses in compliance with Trust Policy
• Able to flexibly respond to the workload

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.

Employer Details

Employer name: Leeds Teaching Hospitals

Address: St. James's University Hospital, Beckett Street, Leeds, LS9 7TF

Employer website: https://www.leedsth.nhs.uk/