The Contracts and Procurement team are looking for a competent, efficient member of the team to provide coordination of team activities and administration for the contracts and procurement functions within the organisation. Some knowledge of NHS funding and payments would be an advantage, but training will be available for the most suitable candidate.
This is a complex developmental role, with the potential to learn business critical aspects within the organisation encompassing contract management and basic Contract Law knowledge, financial function, commercial negotiation and horizon scanning. Within the procurement functions of the organisation this will entail processing requests for procurement, sourcing the best available products within budget and ensuring that medical devices are purchased within current policy limitations, such as setting up the Virtual Panel meetings to approve various items of medical equipment.
The team also liaise with external legal advice on a regular basis and process claims to NHS Resolution on behalf of the organisation. This is a busy role and the hours could have some flexibility. We are a close team with a highly motivated work ethic and would welcome a person with drive and enthusiasm to develop this interesting and challenging role.
Under current UK immigration rules, this role does not meet the eligibility requirements for sponsorship under either the Health and Care Worker visa or the Skilled Worker visa routes.
Main duties of the job
To proactively support the Contracts and Procurement team to administer Contracts and Procurement activities across the ECCH group
To work To use skills to support planning, organising and delivery of procurement and contract projects
Proactively chase progress against action logs arising from contract management meetings with suppliers and providers
Support effective risk management within specific programmes of work and ensure effective communication with all stakeholders, producing update information as necessary
Ensure reporting of any supplier issues or performance concerns are recorded accurately
Facilitate Procurement Virtual Panel meetings and Contract Management meetings, internal and external stakeholder meetings as necessary
To create Purchase Orders, raise Invoices, and receive goods on the Access Finance system
Using a range of software programmes to produce, maintain and distribute documents, including reports, spreadsheets, agendas and presentations, accurately and to specified deadlines
To take minutes of meetings where necessary, typing and distribution of electronic minutes, action plans and any supporting papers
Use analytical skills and judgement to assess opportunities and potential solutions and make appropriate recommendations
To manage and prioritise incoming emails, initiating responses (where appropriate) using own initiative and judgement whilst ensuring accurate and timely communication to other parts of the organisation
About us
ECCH is well established health care provider and has been successfully delivering NHS care within the community since 2011. We provide a range of NHS, community health and social care services predominantly across the easterly region of the Norfolk/Suffolk borders.
We are aligned to NHS terms and conditions, and offer many employee benefits, to find out more about us visit our website - www.ecch.org. We are a social enterprise and staff owned organisation which means staff can opt to be shareholders and have a real say in how ECCH is run and evolves to deliver healthcare for the future.
At the heart of our ambition, we work in partnership with and for the community to become the provider and employer of choice for community healthcare.
We encourage you to apply as early as possible as this job may close earlier than the advertised closing date once enough applications have been received.
We recognise that AI tools are increasingly used inprofessional settings. While we encourage strong applications, we valueauthenticity and an accurate reflection of skills and experience.
Applicants must declare if AI has been used to complete theirapplication, including responses that are directly copied or significantlyshaped by AI tools.
By submitting this application, you confirm that allinformation provided is a true and accurate representation of your own skills,knowledge, and experience.
This role is 22.5 hours per week.
Job responsibilities
Touse skills to support planning, organising and delivery of procurement andcontract projects
Proactivelychase progress against action logs arising from contract management meetingswith suppliers and providers
Supporteffective risk management within specific programmes of work and ensureeffective communication with all stakeholders, producing update information asnecessary
Ensurereporting of any supplier issues or performance concerns are recordedaccurately
FacilitateProcurement Virtual Panel meetings and Contract Management meetings, internaland external stakeholder meetings as necessary
Tocreate Purchase Orders, raise Invoices, and receive goods on the Access Financesystem
Usinga range of software programmes to produce, maintain and distribute documents,including reports, spreadsheets, agendas and presentations, accurately and to specifieddeadlines
Totake minutes of meetings where necessary, typing and distribution of electronicminutes, action plans and any supporting papers
Useanalytical skills and judgement to assess opportunities and potential solutionsand make appropriate recommendations
Tomanage and prioritise incoming emails, initiating responses (where appropriate)using own initiative and judgement whilst ensuring accurate and timelycommunication to other parts of the organisation
Photocopying,scanning, distributing, filing and organising letters, reports and otherdocuments
Monitoringand responding to queries from the contracting email inbox
MaintainContract & Procurement management policies and procedures
Settingup and maintaining comprehensive, confidential records and filing systems,ensuring that all records are kept up-to-date and filing is carried out in atimely manner
Opening,sorting and actioning incoming mail, and ensuring that outgoing post is sent ina timely manner
Tomaintain schedules and diaries and organise and service meetings which mayinvolve travel to and from other venues. This will include issuing meetinginvitations, formulatingagendas, distributing papers, making room bookings, arranging meeting roomlayout, equipment, hospitality, greeting visitors and taking formal minutes ornotes at meetings
Todemonstrate a high level of discretion and confidentiality
Toperform tasks that require frequent periods concentration to ensure accuracy,including use of computers, planning and preparing documents
Complywith the provision of ECCH policies on Health & Safety at work and Riskassessment, reporting hazards within the working environment and completingaccident and untoward incident documentation as necessary
Undertakeany other duties in line with the role as directed by the Head of Contracts& Procurement
Attendall statutory training as dictated by the organisation
Toparticipate in the staff appraisal scheme and Personal Development Programme
All roles within East Coast CommunityHealthcare CIC (ECCH) require staff to demonstrate our Values and Signature Behavioursin the care and service they provide to patients, service users, stakeholdersand colleagues. All members of staff should consider these as an essential partof their job role.
Our Values outline the core behaviours that wecan all achieve and are summarised as an acronym within the word CARE. These stand for: Compassion, Action, Respect and Everyone.
Underpinning our Values are our SignatureBehaviours which highlight by taking the right actions we continue to build astrong culture. Our four SignatureBehaviours are: Compassion - We Listen, We Learn,We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together.
Person Specification
Skills and Knowledge
* Knowledge of and proficient in the use of Microsoft software including MS Word, Excel, Power point, Outlook and Teams
* Excellent written and verbal communication skills
* Basic understanding of Contracts and Procurement processes
* Good organisational skills
* Ability to prioritise work
* Able to adopt a diplomatic approach
* Problem solving
* Aware of data protection and confidentiality
* Knowledge of Finance Systems
* Knowledge of NHS Procurement processes
* Experience of NHS Contracts
* Experience of corporate insurance
* Willingness to undertake additional training appropriate to the role
Qualifications
* Educated to NVQ level 3 or equivalent level of work experience and knowledge
* Recognised Project Management qualification e.g. Prince2 Foundation or equivalent experience of change management programmes
* ECDL, or equivalent IT qualification
* Evidence of Continuous Professional Development in addition to mandatory courses
Personal Attributes
* Good interpersonal skills which build long-term relationships with stakeholders
* Physical / mental capacity to concentrate for long periods
* Physical and mental capacity to deal with frequent interruptions
* Exceptional communication and presentation skills
* Ability to liaise with colleagues / partners / suppliers / commissioners from all levels of the hierarchy in a professional manner
* Able to operate in a group environment with complex social interactions
* Self-motivated with the ability to see a job through to completion
* Able to plan and prioritise own workload
* Willingness to adapt personal role to the needs of the organisation
* Excellent planning and organisational skills
* Able to work under pressure and to deadlines
* Professional and Discreet
* Able to deal with difficult conversations and conflict management
* Ability to embrace our Culture, Values and Signature Behaviours:
* (Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together).
* Willingness and ability to work across different sites and travel to alternative sites and across the community as required
Experience
* Experience of coordinating multiple streams of work or activity using a mixture of digital, face to face and telephony
* Experience of managing conflicting demands
* Experience of organising meetings and minute -taking
* Experience of working as a team member and working on own initiative, prioritising and managing own workload
* Experience of working with Finance documents and data
* Previous experience of
* statistical analysis
* Mixture of secondary care / primary care experience within employment history
* Experience of working with stakeholders at different levels of the organisation
* Experience of managing successful change processes
Part-time,Flexible working,Home or remote working
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