Contract Support Officer (XN03)

Leeds Teaching Hospitals; Leeds; On-site; GBP 25,000 - 30,000; Full time

Job summary

A prominent teaching hospital trust in the United Kingdom is seeking a Contracts Support Officer to oversee medical equipment service contracts. The role involves coordinating maintenance, ensuring compliance with financial policies, and supporting the Clinical Engineering Contracts Team. Candidates should possess strong organizational and communication skills, with prior experience in administration or procurement. The position offers access to staff benefits like gym membership and discounts, and is primarily based at St James's Hospital.

Benefits

Subsidised gym access

Lease car schemes

Staff discount programmes

Qualifications

• Experience in administration, procurement or contract management, ideally in healthcare.
• Ability to maintain confidentiality and demonstrate integrity.
• Excellent telephone and written communication skills.

Responsibilities

• Coordinate and manage medical equipment maintenance and repair contracts.
• Ensure compliance with financial policies and procurement standards.
• Input data and maintain accurate records in the medical equipment database.

Skills

Interpersonal skills

Attention to detail

Organizational skills

Ability to work in a team

Commitment to quality services

Education

GCSE in English and Maths

Tools

Spreadsheet software

Word processing software

Job description

Thispost plays a vital role in supporting the effective management of medicalequipment service contracts across the Trust. The successful candidate willbe responsible for ensuring that all maintenance and repair contracts arerenewed promptly and in accordance with the latest Trust policies andnational financial regulations. Keyduties will include but not limited to coordinating and reporting medicalequipment breakdowns, procuring replacement parts, maintaining accurateinventory records and processing related financial transactions. The role iscentral to ensuring that medical equipment remains safe, reliable and fullyoperational to support patient care. TheClinical Engineering Contracts Team oversees the maintenance and repair ofmedical equipment by external providers across the Trust and is part of theDepartment of Medical Physics & Engineering here at Leeds TeachingHospitals NHS Trust. Thepost holder will be expected to work closely and effectively with othertechnical staff and the clinical staff in the specialist clinical areas forwhich the Clinical Engineering Teams are responsible, to ensure delivery of ahigh quality service. Experiencein administration, procurement or contract management is desirable, ideallywithin a healthcare or technical environment. A good understanding offinancial processes and attention to detail are essential.

Main duties of the job

Toprovide coordinating and administrative support to the Department of MedicalPhysics & Engineering.

Support the renewal and management of medical equipment maintenance andrepair contracts.

Ensure compliance with Trust financial policies and national procurementstandards.

Coordinate and report medical equipment breakdowns to ensure timelyresolution.

Liaise with suppliers and contractors to source parts and arrange repairs.

Data input and maintain accurate records within the Trusts medical equipmentdatabase.

Process orders, invoices and payments promptly and accurately.

Work closely with the Clinical Engineering Teams to ensure service continuityand equipment reliability.

Excellent telephone skills and support.

Provide where required direct administration, coordinating and schedulingsupport to specific contractors to help facilitate meeting key performancemeasures.

About us

TheLeeds Teaching Hospitals NHS Trust is one of the largest teaching hospitalTrusts in Europe and serves as a regional and national centre for specialisttreatment, research and education.

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

TheTrust operates across five main hospital sites: St Jamess UniversityHospital, Leeds General Infirmary, Chapel Allerton Hospital, SeacroftHospital and Wharfedale Hospital. The successful candidate will be primarilybased at St Jamess Hospital, with occasional travel required to the otherTrust sites.

Asa valued member of our team, you will have access to a range of staffbenefits and wellbeing initiatives including a subsidised gym, lease carschemes and staff discount programmes.

LeedsTeaching Hospitals is committed to our process of redeploying 'at risk'members of our existing workforce to new roles. As such, all our job advertsare subject to this policy and we reserve the right to close, delay or removeadverts while this process is completed. If you do experience a delay in theshortlisting stage of the recruitment cycle, please bear with us while thisprocess is completed, and contact the named contact if you have anyquestions.

Job responsibilities

TheClinical Engineering Contracts Team oversees the maintenance and repair ofmedical equipment by external providers across the Trust. This role willinvolve both administrative and coordinating support, whilst working withinthe Clinical Engineering Contracts Team, which is part of the Department ofMedical Physics & Engineering here at Leeds Teaching Hospitals NHS Trust.

TheContracts Support Officer will be responsible for ensuring and supporting therenewal and management of medical equipment maintenance and repair contracts.This will involve working with external contractors and clinical areas toensure maintenance and servicing is performed satisfactorily and in a timelymanner.

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

Thisrole requires a strong commitment to accuracy, accountability and reliabilitywhen handling data and contract information. The postholder is expected todemonstrate honesty and integrity in all communications, maintainconfidentiality at all times and show initiative in resolving issues.Collaboration, patience and professionalism are key to supporting bothinternal teams and external contractors in delivering a high-quality, safeand efficient service.

Person Specification

Skills & behaviours

• 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

Qualifications

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

Experience

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

Additional Requirements

• Competent in various Computing packages (including word processing & spread sheets)
• 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.