We are looking for a Contracts Administrator to work from our office at Marylebone Road. The salary is a range from £30,279 - £33,115 per annum pro rata inclusive of Inner London HCA. This is a contract until 31st March 2024 with the potential to going permanant.

About You:

Highly motivated and enthusiastic individual to provide and coordinate administrative support, including for example, inputting, monitoring and checking data in the Contracts database, which is required for recording and managing all our contracts. Working to improve the quality of the data and the reporting. Supporting the team with the management of projects, gathering information and undertaking enquires as and when is necessary for the team, taking appropriate follow-up action as required.

Operational

Communication and Relationship Skills

To be able to communicate effectively both verbally and in writing.
To act as the first point of contact to manage and co-ordinate communication for the contracts teams and to be able to respond to frequent requests for information on contracts and services.
To establish effective communication and build relationships with Providers, Programme Leads and senior commissioners, and the BI, quality and finance functions within the organisation.
To manage information sensitively and autonomously.
To liaise with other departments and parts of the organisation and external stakeholders, using influencing and persuasion skills to follow up and gather data and information as needed.

Analytical and Judgemental Skills

To manage and respond effectively to complex queries from commissioners and providers and resolve issues and provide answers using own judgement and knowledge where there will be a range of options and the response is not straightforward or obvious.
To create new records, maintain and update the Contracts database (Atamis) system, in a timely and accurate way, ensuring that all contract records are accurate and in a timely manner and in line with agreed protocols with our contract and procurement processes. To produce reports using Atamis.
To draft high quality contracts, reports and other documents as required in the contracting of services and producing contractual documentation which includes National Health Service Standard contracts and framework agreements.
Able to produce accurate, clear high-quality minutes from meetings where technical language is often used and it is important to record accurately. When required prepare agendas, and produce and distribute notes of meetings including group discussions and producing action logs.

Planning and Organisational Skills

Support the team to ensure that the portfolio of tasks/projects is planned, managed and delivered effectively.
To plan and prioritise information requests and ensure responses are timely.
Using contract team templates, draft documents, and gather data / documents for discussion and distribution in advance of meetings.
Provide administrative support including when appropriate to team members to support a range of department initiatives.
To maintain departmental records for operational management purposes, including sickness and annual leave.

Policy and service deployment implementation

Contribute to the review and development of existing and emerging new systems to support improvement in contract and information management functions in the team.

Financial and Physical Resources

Responsible for supplies and equipment for the team and day to day budgetary responsibilities.

Staff Management

Provide training, advice and support on own area of responsibility. Support training and induction of new and existing staff.
Provide guidance and advice on relevant processes and procedures.

Information Resources

The management and development of the contracts database (Atamis).
Ensure efficient record keeping and produce report summaries from the database which are needed for tracking and managing portfolio of contracts. Records must be compliant with good Information Governance standards.
Develop and maintain effective electronic filing systems, to ensure that information is kept securely and is accessible to other members of the team and external enquires. Also to set up new files and folders working to ensure that systems are tidy and up to date with materials archived appropriately, and audit trails maintained

Freedom to Act

Plan and prioritise own workload to fulfil responsibility for the effective co-ordination of the Contracts function.
Use knowledge and judgment of overall system to help determine when to escalate issues to more senior members of the team.

Other

High levels of accuracy for frequent data inputting and analysis and good attention to detail are required.
Ability to respond to sudden unexpected demands in the workload.

This job description is not a definitive or exhaustive list of responsibilities but identifies the key responsibilities and tasks of the post holder. The specific objectives of the post holder will be subject to review as part of the individual's performance review/appraisal.

Functional Responsibilities

Reducing Inequalities:

To ensure services are developed and provided in a way that provides equal access and care for all our residents
Promote approaches where resident’s views actively shape service and care provision
Use data and information to actively review and monitor the impact of services and decisions on our diverse population, taking action where necessary to ensure greater equality of impact
Ensure Equality Impact Assessments are proactively undertaken for all service developments
Promote a culture that embraces equality and strives continuously to reduce inequality in for all NW London residents and staff

Mandatory Safeguarding training

Confidential information may be accessed and all staff must ensure that the highest level of confidentiality is maintained at all times.
All our staff must comply with the National Health Service Code of Conduct for Managers, based on the Nolan principles of public accountability.
In addition to completing the mandatory training modules, the post holder will be required complete the following:
- Safeguarding Children – Level 1
- Safeguarding Adults - Level 1

Person Specification

Qualifications / Training

Educated to a higher educational standard or equivalent level of experience of similar work
Knowledge of administrative procedures & systems
An understanding of health and social care environment and roles and responsibilities within it
An understanding of the NHS Standard Contract

Knowledge, and Experience

Demonstrable experience in dealing with sensitive and confidential information
Worked as part of a team

Skills

Clear communicator with excellent writing, presentation skills
Capable of constructing and delivering clear information/ instructions to staff and service users
Ability to carry out multiple workloads and manage to organise own time appropriately
Effective team working
Attention to detail combined with the ability to extract key messages from meetings
Skills of manipulating information. Intermediate keyboard skills
Database experience
Word processing; Excel; Power Point; Microsoft Teams
Minute taking
Project management

Other

An ability to maintain confidentiality and trust
Professional, calm and efficient manner
Commitment to continuing professional development
Positive and flexible approach to work
Able to work with minimal supervision

Contracts Administrator

Save Job

SALARY

£30279 - £33115

LOCATION

Central London

CONTRACT TYPE

Internship (short-term)

JOB DESCRIPTION