Digital Asset, Software Licensing and Procurement officer

NHS Jobs; Whitmore; On-site; GBP 33,000 - 36,000; Full time

Job summary

South London and Maudsley NHS Foundation Trust is seeking a Digital Asset, Software Licensing and Procurement Officer to monitor ServiceNow requests, update asset and licence records, and support device administration for Trust staff.

You will coordinate procurement activities, raise requisitions, check records for accuracy, and assist with new starter equipment allocations. The role requires careful records management and adherence to information governance and financial procedures.

Responsibilities

• 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.

Job description

Digital Asset, Software Licensing and Procurement officer

Key Responsibilities: 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.

£33,262 - £36,027 Per Annum inclusive of HCAS

South London and Maudsley NHS Foundation Trust

Epsom and St Helier University Hospitals NHS Trust