Contracts and Business Support Officer

Royal Surrey NHS Foundation Trust; Guildford; On-site; GBP 28,000 - 32,000; Full time

Job summary

A leading healthcare provider in Guildford is looking for a Contracts and Business Support Assistant to support contract management and office administration. The role involves maintaining accurate records, engaging with stakeholders, and creating communications. Ideal candidates will have A levels, experience in administration, and knowledge of Microsoft tools. This position offers a salary between £28,859 and £31,670 annually and contributes to the healthcare system.

Qualifications

• Good knowledge in a category management or administrative role.
• Demonstrable experience with Microsoft packages, especially Excel.
• Ability to negotiate with staff at all levels.

Responsibilities

• Support the Head of Contracts and Engagement with contract reviews.
• Maintain accurate records and systems for contract management.
• Create and manage internal and external communications.

Skills

Administration Support

Contract Management

Microsoft Excel

Communication Skills

Social Media Knowledge

Education

A level standard

Continued Professional Development

Tools

Canva

Microsoft Word

PowerPoint

Job description

Join Healthcare Partners - an innovative partner private company Established in 2018 as a wholly owned subsidiary of Royal Surrey NHS Foundation Trust, Healthcare Partners are focused on attracting, retaining, developing and advancing our workforce. We are proud to be an equal opportunity workplace and an affirmative action employer, inclusion and diversity are key to the success of our company.

If you are looking to join a dynamic company with ambitious growth plans over the next ten years, look no further. This is a rewarding and challenging role in our partnership, and you will have the opportunity to shape your career within an organisation where talent is recognised and where we will empower you to learn and develop. We aren't about putting people into boxes - we want people to break the mould and the boundaries to fulfil their potential. Our team here at Healthcare Partners know that everything they do makes a difference to patients' lives. This isn't just a job - it's a real career, a way of making a difference every single day. We are a true team of diverse, incredible people, all pulling together to fulfil our vision of enabling our clinicians to provide the ultimate care - using the latest innovations to achieve the best outcome for their patients.

If you meet the requirements for this role and are looking to join an organisation that partners with a Healthcare Trust rated Outstanding by the CQC, apply today. This could be the start of your new and rewarding career.

Main duties of the job

• Support the Head of Contracts and Engagement and Contracts Manager in the ongoing review of a defined portfolio of contracts, including:

  Arranging, scheduling and attending contract review meetings with suppliers and stakeholders.

  Taking accurate notes, preparing and distributing minutes and action logs, and monitoring action log progress to ensure conformance to deadlines.

• Maintain files and systems, including digital records, contract variations, extensions and renewals.
• Assist in the drafting and formatting of contract documents, contract and transparency notices, and supplier communications in line with the Procurement Act 2023 requirements, under supervision.
• Update and maintain the contracts database and associated trackers, ensuring all information is accurate, timely and complete.
• Be first point of call for all office management, including supporting Finance and Purchasing Teams to manage services contracts with building owners, arranging maintenance and repairs, ordering all office supplies, full reception duties, and keeping detailed records of employee contact lists, key holder lists, emergency contacts.
• Manage the production of all communications using Canva, Powerpoint, Word, Teams, and Web Builder and others as required, investigating new technologies and processes to improve efficiencies and create savings.

About us

Established in 2018, Healthcare Partners Ltd (HPL) is a wholly-owned subsidiary of the Royal Surrey NHS Foundation Trust.

We offer a consultative, collaborative approach -- based on a genuine desire to make healthcare provision outstanding, and respecting the opinions and skills of our fellow clinical professionals to produce exceptional outcomes.

We are a substantial company in our own right, with an annual turnover of around £50m and over 80 staff. We partner with other healthcare providers throughout the UK in both the public and private sectors, reinvesting our profits and savings back into the NHS.

At Healthcare Partners Ltd, the patient is at the heart of all we do. We're proud to be part of the NHS, helping to make healthcare better.

Job responsibilities

Please see the attached Job Description and Person Specification

The Contracts and Business Support Assistant position will have a pivotal role within the Procurement and Contracts Department.

• Assist in the maintenance and review of contracts in line with statutory obligations under the Procurement Act 2023 and NHS Provider Selection regime.
• Support the organisation’s approach to contract performance monitoring, compliance tracking, sustainability reporting and procurement governance.
• Maintain up-to-date records, documentation and logs relating to contract agreements, meetings, supplier communications and regulatory reporting.
• Engage with internal stakeholders and suppliers to support timely and effective delivery of contractual obligations, including scheduling of reviews and monitoring supplier performance against agreed KPIs.
• Be first point of call for all office management, supporting Finance and Purchasing Teams to manage services contracts with building owners, arranging maintenance and repairs, ordering all office supplies, full reception duties, and keeping detailed records including employee contact lists, key holder lists, emergency contacts.
• Create and manage all internal and external communications using Canva, Powerpoint, Word, Teams, Social Media platforms, Web Builder and others as required, investigating new technologies and processes to improve efficiencies and create savings.
• Work under the supervision of the Head of Contracts and Engagement and contribute to achieving value for money, compliance, and continuous improvement in office and contract management across a range of non-clinical and clinical support goods and services.

Person Specification

Qualifications

• Educated to A level standard.
• Evidence of Continued Professional Development.
• Evidence of having undertaken courses on: Admin Support, Contract Management, Systems Training.

Knowledge

• Good knowledge in a category management or administrative role with experience relevant to the areas outlined in the job description.
• Good understanding of the technical requirements of public sector procurement and best practice guidance to a range of project-based procurement and marketing activities.
• Demonstrable experience of knowledge of Microsoft packages, especially Excel, Word, Powerpoint.
• Knowledge of marketing including social media, website management and development.
• Knowledge of market areas related to specific work categories.
• Meeting support including scheduling, minute taking, creating and maintaining action plans and risk registers.
• Experience of supporting complex projects to time and on budget.
• Evidence of ability to plan, develop and implement initiatives without direct supervision.
• Evidence of ability to effectively time manage and multi-task in a dynamic, high-pressured environment.
• Ability to negotiate with staff at all levels.
• To be seen as a credible and knowledgeable contracts and admin support person both within the organisation and externally.
• Experience of using publishing software such as Canva.
• Experience of office management including procuring supplies, reception duties, supplier and services liaison.

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.

£28,859 to £31,670 a year (pro rata)