About this role
Job summary
Established in 2018 as a subsidiary of Royal Surrey NHS Foundation Trust, Healthcare Partners are focused on attracting, retaining, developing and advancing our workforce. We are proud to be an equal opportunity workplace and an affirmative action employer, inclusion and diversity are key to the success of our company.If you are looking to join a dynamic company with ambitious growth plans over the next ten years, look no further. This is a rewarding and challenging role in our partnership, and you will have the opportunity to shape your career within an organisation where talent is recognised and where we will empower you to learn and develop. We aren't about putting people into boxes - we want people to break the mould and the boundaries to fulfil their potential. Our team here at Healthcare Partners know that everything they do makes a difference to patients' lives. This isn't just a job - it's a real career, a way of making a difference every single day. We are a true team of diverse, incredible people, all pulling together to fulfil our vision of enabling our clinicians to provide the ultimate care - using the latest innovations to achieve the best outcome for their patients.
Please note this advert may close early if we recieve a high level of applicants
Main duties of the job
Provide admin support and coordination to the Head of Contracts and Engagement, the Contracts Manager and wider Procurement team in the management of contracts and SLAs for the supply of goods and services.
Assist in the maintenance and review of contracts in line with statutory obligations under the Procurement Act 2023 and NHS Provider Selection regime
Support the organisation's approach to contract performance monitoring, compliance tracking, sustainability reporting and procurement governance
Maintaining up-to-date records, documentation and logs relating to contract agreements, meetings, supplier communications and regulatory reporting
Engagement with internal stakeholders and suppliers to support timely and effective delivery of contractual obligations, including scheduling of reviews and monitoring of supplier performance against agreed KPIs
Creation and management of all internal and external communications using Canva, Powerpoint, Word, Teams, Social Media platforms, Web Builder and others as required, and investigating new technologies and processes in order to improve efficiencies and make savings.
The post holder will work under the supervision of the Head of Contracts and Engagement and contribute to achieving value for money, compliance, and continuous improvement in office and contract management across a range of non-clinical and clinical support goods and services.
About us
Established in 2018, Healthcare Partners Ltd (HPL) is a wholly-owned subsidiary of the Royal Surrey NHS Foundation Trust.
We offer a consultative, collaborative approach -- based on a genuine desire to make healthcare provision outstanding, and respecting the opinions and skills of our fellow clinical professionals to produce exceptional outcomes.
We are a substantial company in our own right, with an annual turnover of around £50m and over 80 staff. We partner with other healthcare providers throughout the UK in both the public and private sectors, reinvesting our profits and savings back into the NHS.
At Healthcare Partners Ltd, the patient is at the heart of all we do. We're proud to be part of the NHS, helping to make healthcare better.
Job description Job responsibilities
1Support the Head of Contracts and Engagement and Contracts Manager in the ongoing review of a defined portfolio of contracts, including:Arranging and scheduling contract review meetings;Distributing meeting papers and tracking attendance;Taking accurate notes and preparing minutes and action logs;Ensuring actions are followed up and completed to deadlines;Supporting senior managers during meetings with suppliers and stakeholders.
Maintain files and systems, including digital records, contract variations, extensions and renewals.
Assist in the drafting and formatting of contract documents, contract and transparency notices, and supplier communications in line with the Procurement Act 2023 requirements, under supervision.
Update and maintain the contracts database and associated trackers, ensuring all information is accurate, timely and complete.
Support the issue of contracts via e-Contract systems, managing version control and filing.
Assist in the collation of contract performance reports, highlighting missing data or risks to compliance as identified by senior staff.
Provide administrative support to procurement and contract-related projects, including supplier engagement exercises and procurement pipeline tasks.
Assist with the validation of invoices against contract terms where required.
Deputising to provide adhoc admin support to Executive Assistant where required, including preparation of presentations, minute taking, meeting management and support, and any other duties as required.
Produce and manage the production of all internal and external communications using Canva, Powerpoint, Word, Teams, and Web Builder and others as required, and investigating new technologies and processes in order to improve efficiencies and make savings.
Support the collection and collation of contract performance data including delivery volumes, service standards, and KPIs.
Support Contract Manager in validating data against contracts.
Assist Contract Manager to record and track supplier performance concerns, escalating issues to the Contracts Manager where necessary.
Assist in preparing benchmarking data summaries and basic trend reports under supervision.
Act as a first point of contact for routine supplier and stakeholder enquiries within the scope of the role, including taking incoming calls to Priestley Road and directing to the correct department or person.
Liaise with Executives, Senior Leadership team, Procurement, Clinical, Finance, and Operational teams to support effective contract delivery and data flows.
Communicate in a professional and courteous manner, recognising that all communications and documentation may be subject to audit or legal disclosure.
Contribute to the organisation and coordination of internal/external meetings and forums.
Support administrative processes across the Executive, Contracts and Procurement teams including shared inboxes, document libraries and meeting scheduling.
Contribute to the induction and support of new team members where appropriate.
Take responsibility for personal learning and development, attending training and development opportunities aligned to the role.
Support career development through CIPS or contract management training as part of a structured learning plan.
Contribute to team-based initiatives, improvements to document management and customer service delivery.
Track and file sustainability information and KPIs submitted by suppliers, in line with contract terms.
Assist Contracts Team in the mandatory collection of data relating to Scope 3 Carbon Reporting for relevant contracts (e.g., over £5 million in value post-April 2024).
Collate quarterly updates from suppliers on sustainability initiatives, and assist in the preparation of reports to the Senior Contracts Manager.
Apply organisational policies and procedures to contract support tasks, escalating issues where necessary.
Maintain accurate records in Atamis, Excel trackers, and other contract management systems as directed.
Contribute to the development of improved office systems for contract tracking, document control and version management.
Plan and prioritise workload effectively, managing conflicting demands and responding flexibly to urgent requests.
Work within clearly defined boundaries, referring to senior colleagues for advice or escalation.
Ensure all documentation is managed in accordance with organisational policies on data protection, confidentiality, audit and Freedom of Information
Person Specification
Qualifications Essential
Educated to A level standard Evidence of Continued Professional Development
Desirable
Evidence of having undertaken courses on: Admin Support, Contract Management, Systems Training
Knowledge and Experience Essential
Good knowledge in a category management or administrative role with experience relevant to the areas outlined in the job description Good understanding of the technical requirements of public sector procurement and best practice guidance to a range of project-based procurement and marketing activities Knowledge of Microsoft packages, especially Excel, Word, Powerpoint Knowledge of marketing including social media, website management and development Knowledge of market areas related to specific work categories Meeting support including scheduling, minute taking, creating and maintaining action plans and risk registers Experience of supporting complex projects to time and on budget Evidence of ability to plan, develop and implement initiatives without direct supervision Evidence of ability to effectively time manage and multi task in a dynamic, high-pressured environment Ability to negotiate with staff at all levels To be seen as a credible and knowledgeable contracts and admin support person both within the organisation and externally
Desirable
Experience of using publishing software such as Canva oExperience of office management including procuring supplies, reception duties, supplier and services liaison
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Royal Surrey NHS Foundation Trust
Address Healthcare Partners
Priestley Road
Guildford
GU2 7AU
United Kingdom
Employer's website https://www.royalsurrey.nhs.uk/ (Opens in a new tab)