Contracts Assistant

Devon Partnership Trust; Exeter; Hybrid; GBP 21,000 - 26,000; Full time

Job summary

Devon Partnership Trust is seeking a proactive Contracts Assistant to join the Finance team. You will provide administrative support for development, management and monitoring of healthcare contracts, working closely with the Senior Contracts Manager.

The role involves maintaining contract documentation, registers, coordinating information, supporting meetings and NHS returns within timescales, with a focus on accuracy, confidentiality and timely delivery.

Qualifications

• Excellent interpersonal and communication skills.
• Experience in healthcare or contract administration is desirable.
• Ability to manage multiple priorities with accuracy and confidentiality.

Responsibilities

• Provide administrative support for contract development, management and monitoring.
• Maintain contract documentation, registers and schedules.
• Coordinate information requests, reports and NHS returns.
• Support contract and performance review meetings and service managers.
• Ensure timely submission of external returns and compliance with statutory requirements.

Skills

Interpersonal skills

Organisational skills

Attention to detail

IT skills

Communication

Education

Business Administration Level 3 / T Level in Management & Administration

Tools

Microsoft Office

Job description

An exciting opportunity has arisen for a proactive,highly organised and motivated Contracts Assistant to join our Finance team.Working closely with the Senior Contracts Manager, you will providecomprehensive administrative support for the development, management and monitoring of the Trust's healthcare contracts.

In this varied role you will require be requiredto help maintain accurate contract documentation and registers, coordinateinformation and reporting requirements, support contract and performance review meetings, and assist with the completion of NHS returns within requiredtimescales. You will work with colleagues across the Trust and with Commissioners,helping to ensure that information is accurate, up to date and provided by agreed deadlines.

The successful candidate will haveexcellent organisational, communication and IT skills, with strong attention to detail and theability to manage competing priorities. You will be comfortable working bothindependently and as part of a team in a busy environment where accuracy, confidentiality and timely delivery are essential.

Main duties of the job

Provide administrative and contract management support.

Assist with developing and maintaining contract documentation.

Support contract monitoring and performance review meetings.

Maintain the directory of services, contract register and external returns log.

Coordinate responses to information requests, reports and returns.

Communicate requirements and deadlines to Service Managers.

Support Trust teams with contract documentation as required.

Assist Finance with completing NHS returns within required timescales and legal requirements.

Support the Senior Contracts Manager and work towards agreed objectives within relevant professional policies.

About us

We provide mental health, learning disability and neurodiversity services, as well as a range of specialist & secure services for the wider south west region & nationally. We are passionate about promoting good mental health & wellbeing. We strive to use the expertise & resources within our organisation, and through our partnerships, to deliver high quality services that are safe & focused on people's recovery.

We are committed to developing a culture of coproduction, involving patients, families & carers in everything we do

Our values

We not only recruit based on qualifications & experience - we recruit individuals who possess & demonstrate the behaviours which underpin our Trusts core values. These include such attributes as showing a commitment to quality of care, improving lives of others, giving respect, dignity & compassion. We can bring those values to life in our everyday tasks by giving a smile; making time for people; challenging ourselves & others, & being open to new ideas.

We are committed to being an inclusive employer & applications are encouraged & welcomed from all sections of the community, regardless of any protected characteristics as governed by the Equality Act 2010. Part time & flexible working applications will be considered & supported, where possible. We particularly encourage applicants with lived experience of mental health conditions, neurodiversity or learning disabilities. We are a Disability Confident Leader.

Job responsibilities

The post holderwill -

Providecomprehensive administrative support, working as a member of the finance team, assistingthe Senior Contracts Manager with the development and management of the TrustsHealthcare Contracts;

Assist inthe development of contract documentation throughout the contracting process, ensuringthat contract documentation is kept up to date, including a record of thestatus of all contracts and contract schedules via the contracts register;

Supportthe Senior Contracts Manager in putting in place appropriate arrangements formeeting the monitoring requirements of the contracts, including the compilationof periodic reports ready for sign-off by Senior Managers;

Supportthe Senior Contracts Manager in facilitating contract and performance reviewmeetings to include ensuring the necessary reports are completed anddisseminated in preparation for meetings;

Assist inthe maintenance of the directory of services;

Supportthe Senior Contracts Manager with co-ordinating and collating the responses toad hoc requests for information, reports and returns;

Keep theelectronic contract register and external returns log updated and ensure ServiceManagers are aware of requirements and deadlines;

Supportany other areas within the Trust on contract documentation as and when required;

Supportthe Finance Department with the preparation and completion of NHS returnswithin predetermined timescales and legal requirements;

Providesupport to the Senior Contracts Manager as required; and

Worktowards agreed objectives operating within broad professional policies.

Duties and Responsibilities

Communication and Working Relationships Skills

The post-holder will help develop and maintain excellentrelationships between the Trust, its Directorate and Service Managers andthe Commissioners of its services, as well as the wider finance team.

Disseminate contract regulations and NHS rules to relevantparties

To provide and receive routine factual information andreports relating to the contracting service, requiring tact and persuasiveskills to overcome communication barriers, influence stakeholders to providetimely information, and support the achievement of agreed deadlines.

Analytical and Judgemental Skills

Supportthe development and maintenance of contractual information for the Trust,highlighting potential areas for escalating concerns or issues to seniorcolleagues where appropriate.

Assistin identifying and investigating issues relating to contracts, using astructured approach to problem solving and escalating complex matters to the SeniorContracts Manager.

Planning and Organisational Skills

Be able to prioritise processes in times of pressure.

Plan own workload to ensure weekly, monthly,quarterly and annual external returns are received and recorded on the externalreturns log.

Assist withthe submission of external returns as required.

Responsibility for Patient/Client Care, Treatment and Therapy

Limited or incidental contact with patients andclients.

Responsibility for Policy and Service Development Implementation

Support the department in the development and improvement of contracting procedures,systems and processes.

Assist the Senior Contracts Manager withensuring that Senior Managers are made aware of any changes to reportingrequirements arising from contractual arrangements.

Responsibility for Finance, Equipment and Other Resources

Be responsiblefor systems, processes and procedures for relevant finance functions inaccordance with Trust policies.

Monitorand contribute to the maintaining of the financial external returns logensuring all statutory returns recorded.

Responsible for systems, processes and proceduresfor relevant finance contractingfunction in accordance with Trust policies.

Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management

Undertake training and participate in regularsupervisions as required.

Responsibility for Information Resources and Administrative Duties

Input financial/contractual data intocomputerised and paper databases/systems; create relevant reports andupload and down load from systems such as Lark.

Undertake relevant contract functionprocesses and procedures in line with internal control procedures.

Responsibility for Research and Development

Contribute to any proposed changes in the design of contractualsystems and processes to enhance the performance of the team and the Trust.

Freedom to Act

Work within Trust policies and procedures.

Any Other Specific Tasks Required

n/a

Person Specification

Skills and Abilities

• Excellent interpersonal and communication skills both written and verbal.
• Ability to present information in a manner that is understandable to a wide audience.
• Willingness to embrace new ways of working/changes.
• Understanding and respect of confidentiality in the workplace.
• Excellent analytical skills.
• Ability to exercise initiative operating within procedural guideline.
• Ability to work without direct supervision on a day to day basis.
• Excellent organisational skills.
• Ability to prioritise own tasks, exercising a degree of independence, initiative and judgement without direct supervision.
• Self motivated and able to work individually or as part of a team.
• Ability to deliver to tight timescales under pressure.
• Ability to respond quickly to changes in work priorities at short notice.
• Able to work in an office environment.
• Able to concentrate for long periods of time whilst dealing with interruptions and switch tasks quickly.
• The post requires developed physical skills to fulfil duties where there is a specific requirement for speed or accuracy particularly when compiling contractual returns.
• Adaptable in continuous change and able to learn quickly.
• Advanced keyboard skills.

Experience

• Previous experience of working within an administrative team.
• Experience of dealing with confidential and complex information.
• Previous experience of working in a Healthcare or Social Care administrative setting.
• Experience of the management and administration of contracts.
• Experience of developing effective relationships and contract arrangements in an environment challenged by limited funding.
• Experience within the Finance or Contracting function of the NHS.

Qualifications

• Business Administration Level 3/ T Level qualification in Management and Administration, or equivalent experience.
• GCSE English or equivalent.
• Experience in a range of settings, both NHS and other.

Knowledge

• Intermediate IT skills in Microsoft Office Packages, i.e. Word, Excel, PowerPoint and Outlook.
• Demonstrate good numeracy and literacy skills.
• Working knowledge of a range of administrative procedures including diary management and arranging meetings.
• Electronic data base management.
• Ability to manage diverse workload whilst dealing with frequent interruptions.
• Ability to meet deadlines and to work under pressure.
• Exceptional organisational skills and ability to prioritise.
• Ability to work both independently and as part of a team.
• Understanding of NHS targets, and the processes through which they are delivered.
• Understanding of the legal/NHS/Foundation Trust framework for Healthcare contracts.
• Understanding of information systems and processes required to support contract administration.