Contracts Administrator

JOB SUMMARY

The post holder will provide admin support to the Contracts Manager and Admin Managerand assist in the procurement and administration of a portfolio of medical and decontamination contracts.

The post holder will be the Team Leader for Band 3 staff within the Medical Contracts and Decontamination Admin teams.

KEY DUTIES / RESPONSIBILITIES

Contracts Administration

• Set up and maintain robust filing systems for contract documentation, keeping detailed records of all procurement processes and ensuring that the contracts and STA databases are up to date.
• Liaise with outside contractors regarding service and maintenance contracts, sending out notifications of contract start dates and terminations in a timely manner and deal with queries etc.
• Ensure all appropriate service contract equipment is linked to the asset register and that the Estates Management system is appropriately populated.
• Issue all relevant contract details including award information to the contractor, contract administration staff and contract owners, including purchase order details etc.
• Set up and arrange CAG group meetings. Record and distribute associated minutes.
• Ensure associated contract payments are made in a timely manner.
• Operate MiCAD/e-Quip and the BSTP finance system (or equivalent systems) for receipt and processing of contract invoices for payment.
• Collate review information for audit, when requested, and yearly review of service and maintenance contracts. Upload review information unto database and produce reports for audit and compliance.
• Liaise with other staff, contractors, outside bodies and relevant stakeholders as required.

Staff Supervision

• Responsible for the day-to-day supervision of Band 3 Admin staff in the Estates Medical Contracts and Decontamination Services divisions.

• Carry out annual appraisals with Admin staff, providing guidance on personal development requirements and advising on further training.

• Maintain staff relationships and morale amongst the staff reporting to him/her.

• Ensure departmental induction, refresher and update training for administrative staff within your area of supervision.

• Monitor administrative staff sick leave in accordance with Trust’s Sickness and Absenteeism Policy and maintain required administrative staff records e.g. annual leave, sick leave and training.

• Liaise with the Admin Manager regarding the provision of adequate cover for annual leave and sick leave in relation to administration staff within your area of supervision.

• Contribute to and oversee completion of necessary IT security policy forms and requests to IT for access to email and internet on behalf of administrative and P&T staff.

• Participate, as required, in the selection and appointment of staff reporting to him/her in accordance with procedures laid down by the Trust.

• Take such action as may be necessary in disciplinary matters in accordance with procedures laid down by the Trust.

• Work collaboratively with the Admin Manager and the Senior Administration, Financial and Information Manager to resolve administrative issues.

HUMAN RESOURCE MANAGEMENT RESPONSIBILITIES

The Trust supports and promotes a culture of collective leadership where those who have responsibility for managing other staff:

• Establish and promote a supportive, fair and open culture that encourages and enables all parts of the team to have clearly aligned goals and objectives, to meet the required performance standards and to achieve continuous improvement in the services they deliver.

• Ensure access to skills and personal development through appropriate training and support.

• Promote a culture of openness and honesty to enable shared learning.

• Encourage and empower others in their team to achieve their goals and reach their full potential through regular supportive conversation and shared decision making.

• Adhere to and promote Trust policy and procedure in all staffing matters, participating as appropriate in a way which underpins Trust values.

General Admin

• Provide admin assistance to the Contracts Manager and Admin Manager.

• Provide cover for Trustwide Contracts Administrators and other Admin posts in C&B locality when required.

GENERAL REQUIREMENTS

The post holder will be required to:

• Ensure the Trust’s policy on equality of opportunity is promoted through his/her own actions and those of any staff for whom he/she has responsibility.

• Co-operate fully with the implementation of the Trust's Health and Safety arrangements, reporting any accidents/incidents/equipment defects to his/her manager, and maintaining a clean, uncluttered and safe environment for patients/clients, members of the public and staff.

• Adhere at all times to all Trust policies/codes of conduct, including for example:

• Smoke Free policy

• IT Security