Senior Business Support Officer

Cambridgeshire and Peterborough NHS Foundation Trust (CPFT); Huntingdon; On-site; GBP 29,000 - 37,000; Full time

Job summary

Join a dedicated health and social care organization as a Business Support Administrator. This role is pivotal in managing supplier relationships, team finances, and internal processes, ensuring efficient operations within the Business Technology team. You'll have the opportunity to actively shape your role while supporting a multi-disciplinary team in delivering high-quality care. With a focus on data analysis, communication, and organizational skills, this position offers a dynamic work environment where your contributions will directly impact the services provided to the community. If you're proactive, tenacious, and ready to make a difference, this is the role for you.

Benefits

Flexible working

Professional development opportunities

Health and wellbeing programs

Qualifications

• Extensive administrative experience with a focus on data analysis and supplier management.
• Ability to work independently and manage multiple tasks effectively.

Responsibilities

• Manage supplier relationships and ensure contract compliance.
• Provide administrative support to the Associate Director and organize team meetings.

Skills

Data Analysis

Communication

Organizational Skills

Attention to Detail

Independent Work

Education

University Degree

Business Admin/Management Qualification

MS Office Qualifications

Tools

Oracle

Team Asset Manager (TAM)

Job description

Main area Administration Business Support Grade Band 5 Contract Permanent Hours

• Full time
• Flexible working

37.5 hours per week (Attendance at base site will be expected a minimum of 1 day per week and when required by the business)

Job ref 310-MCORP-6948938

Site Kingfisher House, Huntingdon Town Huntingdon

Salary £29,970 - £36,483 per annum pro rata Salary period Yearly Closing 26/02/2025 23:59

Job overview

This role is central to the functioning of the Business Technology team. You will be responsible for managing the day to day supplier relationships, team finances, team meetings and events. You will be responsible for managing the internal IT ordering system and maintaining stock levels, processing orders and dreaming up improvements and future developments for the system. You will be involved in all aspects of the team. You have the opportunity to actively shape your role once you have mastered the key requirements.

Main duties of the job

This role is varied and covers a broad spectrum of requirements, it is not your standard administrator role.

We are looking for someone who is independent, proactive and tenacious. We are a very busy team covering a broad scope. You will need to pick things up quickly and not be afraid to speak up to ask for help or make suggestions.

You will be liaising with suppliers, supporting with their management and ensure they are delivering what they are contractually obliged to whilst making sure their invoices are coded and approved on time.

The role whilst delivering admin support to the Associate Director will also control the team meetings, manage the agenda, papers etc.

Part of managing the suppliers will involve reviewing invoices and service levels, ensuring we are receiving best value. Working with colleagues to identify gaps and holding both internal and external parties to account.

Attention to detail, communication and tenacity are key to fulfilling this role. As mentioned you will need to be able to work independently. Everyone in the team has their own remit, there are cross overs, but you will predominantly be working and managing your own work load.

Working for our organisation

Cambridgeshire and Peterborough NHS Foundation Trust is a health and social care organisation dedicated to providing high-quality care with compassion to improve the health and wellbeing of the people we care for, as well as supporting and empowering them to lead a fulfilling life.

Our clinical teams deliver many NHS services, not only via inpatient and primary care settings, but also within the community. These services include children's, adult and older people's mental health, forensic and specialist mental health, learning disabilities, primary care and liaison psychiatry, substance misuse, social care, research and development.

To achieve our goal, we look to recruit high-calibre candidates who share our vision and values. As an equal opportunities employer, we encourage applications from all sectors of the community, particularly from under-represented groups including people with long term conditions and members of our ethnic minority and LGBTQ+ communities.

Please be advised we reserve the right to close adverts earlier than the closing date should we receive sufficient applications.

Regrettably, we cannot offer sponsorship for all our job roles. If you apply for a role that we cannot offer sponsorship for, unfortunately, your application form will be rejected from the process.

For further information on CPFT, please visit our website at www.cpft.nhs.uk

Detailed job description and main responsibilities

Please refer to the attached job description and person specification for full details of responsibilities.

1. Analyse and present reporting data provided by external providers. Identify trends, and possible financial savings because of complex analysis.
2. Identify current processes and make recommendations for improvements. This includes processes that apply to Business Technology and Trust wide.
3. Create processes where identified they are missing. Assessment of complex processes and systems and break down into a clear process that can be followed and repeated.
4. Providing a single point of contact for all queries, service reviews, invoicing etc for suppliers.
5. Serve as a liaison between internal and external parties during contract development and negotiation stages.
6. Support leads within the Business Technology team with the negotiation of terms, conditions, and pricing, ensuring they are accurately executed and satisfied.
7. Follow up to guarantee contractual payments have been made.
8. Central point for raising and management of all team purchase orders and requisitions.
9. Responsible for coding of invoices and any functions relating to invoicing within Oracle.
10. Ensure excellent customer service by providing a professional and effective interface between the suppliers, CPFT staff and the Business Technology team.
11. Correspond with the internal CPFT communications team to provide updates and draft informational pieces on matters/projects within the Business Technology remit, in such a way that the information is understandable, non-technical (where appropriate) and can be distributed to Trust staff.
12. Act as a liaison for our external procurement services; ensuring our contractual obligations to suppliers are met, being involved in arranging preferred suppliers for certain equipment and updating the available hardware and software on the procurement catalogue.
13. Undertake leadership/management of junior team members.
14. Ensure regular supplier meetings are held to review service delivery. Hold regular meetings with the service managers to review supplier deliverables.
15. Provide clear statistical reports for service managers on the performance of suppliers.
16. Provide a comprehensive secretarial and administrative service for the Associate Director of Business Technology.
17. To attend associated meetings as required.
18. Arrange, monthly team meetings, monthly team site visits including venue, invites, minutes, actions and reports collation.
19. Capture minutes and actions at team meetings and others as required.
20. Be responsible for supporting the team through scheduled time allocation.
21. Create and maintain stock control and ordering processes using the Team Asset Manager (TAM) app as the centre point.
22. Design, develop and maintain user guides to support developed processes.
23. Third party account management.
24. Mailbox management and oversight.
25. Provide training in aspects of administration and systems created.
26. Attention to detail and the ability to spot errors and inconsistencies.

Person specification

Education/Qualifications

• University Degree/Relevant Experience
• Extensive Administrative Experience
• Excellent command of written English
• Business Admin/Management Qualification
• MS Office Qualifications

Experience

• Experience of planning and organising own workload and of staff within own span of control
• Experience of supporting a multi-disciplinary team
• Building relationships with third parties
• Data Analysis
• Staff management

Knowledge

• Understanding of confidentiality and the importance of maintaining confidentiality for patients
• Advanced understanding of data analysis
• Excellent organisational skills
• Ability to work under pressure/stress, short deadlines
• Ability to work under own initiative

Other

• Ability to work unsupervised and prioritise own workload.

Here at Cambridgeshire and Peterborough NHS Foundation Trust (CPFT) we are dedicated to providing high quality care with compassion. We deliver many of the NHS services that are provided outside of hospital and in the community such as physical, mental health and specialist services.

We are a health and social care organisation, offering a wide range of services, including:

• Integrated physical and mental health services for adults and older people;
• Specialist mental health and learning disability services;
• Children’s community services in Peterborough;
• Ground-breaking research

We strongly encourage applications from all sections of the community, particularly from under-represented groups including disabled people and members of our ethnic minorities and LGBTQ+ communities. For further information about our positive equality, diversity and Inclusion work, please visit https://www.cpft.nhs.uk/equalityanddiversity.

CPFT is looking to build upon its pool of temporary workers with Temporary Staffing Services (TSS). You will be asked at interview if you would be willing to register with TSS. This is an excellent opportunity for those looking to take on additional hours that are flexible around your personal circumstances.

Please be advised that in line with the WHO Health Workforce Support and Safeguards List, 2020 Cambridgeshire and Peterborough NHS Foundation Trust currently are unable to accept applications from overseas candidates whose country of residence is classed as a ‘Red List’ country.

Applicants who require entry into the UK will be required to provide a valid police certificate from the relevant authority from each country (except the UK) where the applicant has been present for 12 months or more, 10 years before the date of visa application, while aged 18 or over.

If you are successful at interview you will be subject to pre-employment checks, including a DBS (if appropriate), references and Occupational Health. To ensure a smooth process please bring all identity documents to your interview. A list of required identity documents will be attached to your interview invitation.

All communications will be sent to you via TRAC Systems. By applying for this post you are agreeing to CPFT transferring the information contained in this application to TRAC. If you are made an offer, information will also be transferred into the national NHS Electronic Staff Records system.

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