Digital Asset, Software Licensing and Procurement officer

South London and Maudsley NHS Foundation Trust; Greater London; On-site; GBP 26,000 - 32,000; Full time

Job summary

South London and Maudsley NHS Foundation Trust is seeking a Digital Services Admin role to support asset and software licence management and procurement activities. You will maintain accurate asset records, process approved requests and help coordinate equipment for new starters, movers and leavers.

The role operates within the Digital Services Assurance function, aligning with ITIL Service Management and governance standards across multiple sites including St Paul’s House and the Trust HQ at

Responsibilities

• Provide day-to-day administrative support for management of the Trust's digital assets and software licences.
• Assist in governance across Digital Services Administration following ITIL standards for Service Management.
• Monitor and progress routine ServiceNow requests relating to digital assets and licences.
• Maintain asset records throughout equipment lifecycle including receipt, allocation, transfer, stock checks, repair, replacement, disposal.
• Coordinate equipment and access requirements for new starters, movers and leavers.

Job description

At South London and Maudsley NHS Foundation Trust, we believe in providing excellent care which is delivered with pride and compassion. Everything we do is to improve the lives of the people and communities we serve and to promote mental health and wellbeing for all.

The post holder will be responsible for the provision of a robust Digital Services Assurance function meeting the needs of Digital Service Users and Digital Services Analysts in line with provisions of the Digital Services Service Level Agreement (SLA).

The post holder will provide day-to-day administrative support for the management of the Trust's digital assets and software licences. Working within agreed procedures and under the direction of the Digital Services Admin Supervisor, they will maintain accurate records, process approved procurement requests and help coordinate equipment and access requirements for new starters, movers and leavers.

The post holder will assist in the provision of customer support, interfacing and maintaining business and supplier relationships.

Career progression

We are committed to get the very best out of our staff and support staff in their career aspirations. We have career pathways available, where you will be able to develop your skills and build on your experience to progress into other roles across different specialties. In addition, we offer ongoing training and development in conjunction with the BCS membership.

The post holder will provide assistance in the governance across Digital Services Administration team ensuring successful delivery of the Digital Services Administration Service following the ITIL standards for Service Management, empowering technology and process to ensure the users have the best possible experience and outcomes, both internally to Digital Services and all Service Users within the Trust.

Monitor and progress routine ServiceNow requests relating to digital assets, software licences, procurement and user requirements, ensuring records are complete and referring delays or exceptions to the appropriate team or manager.

Update and maintain accurate asset records throughout the equipment lifecycle, including receipt, allocation, transfer, stock checks, recovery, repair, replacement, secure disposal and decommissioning.

Carry out routine administration for Trust devices, including laptops, desktops, monitors, mobile phones, SIM cards, peripherals and other digital equipment, ensuring ownership, location and status are recorded correctly.

Flexible working:

As one of the few Trusts in London we are proud to offer flexible working as part of our new ways of working, and we are happy to talk flexible working at the interview stage. In this role you will be able to work Monday to Friday in the time frames from 8amto 6pm,giving you the very best of good work life balance., The Digital Assurance team are based across the various sites - this role is predominately based at St Pauls House., Monitor and progress routine ServiceNow requests relating to digital assets, software licences, procurement and user requirements, ensuring records are complete and referring delays or exceptions to the appropriate team or manager.

Update and maintain accurate asset records throughout the equipment lifecycle, including receipt, allocation, transfer, stock checks, recovery, repair, replacement, secure disposal and decommissioning.

Carry out routine administration for Trust devices, including laptops, desktops, monitors, mobile phones, SIM cards, peripherals and other digital equipment, ensuring ownership, location and status are recorded correctly.

Maintain software licence records, including allocations, renewal dates, usage and available licences, and assist with the recovery and reassignment of licences in line with agreed processes.

Process approved hardware and software requests in accordance with Trust policies and established information governance, cyber security, technical assurance and financial approval processes.

Support procurement activity by requesting quotations, raising and tracking requisitions and purchase orders, receipting goods, maintaining supporting documentation and following up routine delivery or invoice queries.

Check that purchasing records are complete and correctly coded, approved, receipted and, where applicable, recharged, referring discrepancies in accordance with Trust financial procedures.

Liaise with recruiting managers and relevant Digital Services teams to confirm and progress standard equipment, software and access requirements for new starters, movers and leavers.

Support the Digital Services induction process by preparing equipment and access checklists, arranging asset handover, providing standard user information and completing allocation and acceptance records.

Complete routine stock, asset and licence checks; investigate straightforward discrepancies; and refer unresolved issues, expiring licences, low stock or potential compliance concerns to the appropriate manager.

Assist with recording and progressing reports of lost, stolen or unaccounted-for devices, including updating relevant records and following agreed security and replacement procedures.

Prepare routine reports and information on assets, stock, software licences, procurement activity and outstanding requests for review by the supervisor or relevant manager.

Digital Assurance falls within the Digital Services Service umbrella, which follows the ITIL standard of Service Management, empowering technology and process to ensure the customers have the best possible end result., Our Trust headquarters is located at Denmark Hill less than 5 minutes from the train station (zone 2) and is within walking distance from the beautiful green spaces of Ruskin park and the vibrant high-street that offers great shopping opportunities and with a wide range restaurants.

St Pauls

St Pauls is located within the Bromley area and is less than 10 minutes from the train stations (Bromley South, Bromley North and Shortlands) It iswithin walking distance from the beautiful green spaces of Bromley Park and the vibrant high-street that offers great shopping opportunities and with a wide range restaurants.

Bethlem Royal Hospital

Bethlem Royal Hospital is based in a beautiful setting in over 200 acres of green space in the London Borough of Bromley, South East London. The hospital has easy access to nearby main roads and have offers free parking. The site is within walking distance from of Eden Park and West Wickham overland stations.