Job summary
The Contracts and Operations Coordinator will
play a key role in supporting Alliance for Better Cares organisational
governance and financial assurance processes. The postholder will be
responsible for coordinating, reconciling and maintaining organisational
contracts and associated invoices to ensure alignment with the annual financial
audit cycle.
Please note that this advert may close early should we receive sufficient suitable applications.
Main duties of the job
Working closely with the Head of Finance and Head of Clinical Services,
as well as colleagues across the organisation, the role will help ensure that
third party documentation, subcontracting arrangements and CRM contract records
are accurate, up to date, and compliant with internal and external
requirements.
This fixed term role is designed to strengthen ABCs contract management
processes during a critical period and may be extended subject to
organisational need.
Hours of work: Part-Time - 18.75 hours
Tenure: Fixed Term (12-week initial period)
Base: Hybrid (Remote and Horley Health Hub Office)
About us
Alliance for Better Care (ABC) is a GP Federation uniting 77
NHS GP member practices across 98 sites within 24 Primary Care Networks in
Sussex and Surrey. We support our Primary Care colleagues - and their patients
- to transform how healthcare is delivered in their communities.
We work closely with GP
Practices, PCNs, Hospitals, Community Organisations, and the Third Sector.
These vital partnerships enable us to deliver a truly integrated approach that
offers the support and expertise needed to effectively serve our populations.
More about our organisation: www.allianceforbettercare.org
Job description
Job responsibilities
Contract Coordination & Reconciliation
- Reconcile organisational contracts and supplier invoices in line with the annual financial audit cycle.
- Support the Head of Finance to ensure contracts are aligned with the financial year and ready for audit review.
Documentation & Sub Contracting Support
- Coordinate and maintain thirdparty documentation, including subcontractor agreements and compliance materials.
- Ensure contract documentation follows organisational standards and is complete, consistent, and audit ready.
CRM and Contract Lifecycle Management
- Maintain accurate contract records within the organisational CRM (Salesforce).
- Monitor and update contract lifecycle phases.
- Identify discrepancies or missing documentation and support resolution with relevant teams.
Cross Organisational Collaboration
- Work with service leads, project managers, operations teams, and finance colleagues to ensure contract information is complete and up to date.
- Support the Director of Operations in developing consistent contract management processes across ABC.
General Operational Support
- Assist with ad hoc operational tasks related to organisational governance, financial compliance, and contract administration.
Job description
Job responsibilities
Contract Coordination & Reconciliation
- Reconcile organisational contracts and supplier invoices in line with the annual financial audit cycle.
- Support the Head of Finance to ensure contracts are aligned with the financial year and ready for audit review.
Documentation & Sub Contracting Support
- Coordinate and maintain thirdparty documentation, including subcontractor agreements and compliance materials.
- Ensure contract documentation follows organisational standards and is complete, consistent, and audit ready.
CRM and Contract Lifecycle Management
- Maintain accurate contract records within the organisational CRM (Salesforce).
- Monitor and update contract lifecycle phases.
- Identify discrepancies or missing documentation and support resolution with relevant teams.
Cross Organisational Collaboration
- Work with service leads, project managers, operations teams, and finance colleagues to ensure contract information is complete and up to date.
- Support the Director of Operations in developing consistent contract management processes across ABC.
General Operational Support
- Assist with ad hoc operational tasks related to organisational governance, financial compliance, and contract administration.
Person Specification
Behaviours and Values
Essential
- Champion of equality and valuing diversity
- Operates at all time in line with Confidentiality and Data Protection Act
- Ability to maintain confidentiality and trust
- Professional, calm, and efficient manner
- Positive and flexible approach to work
- Conflict resolution approach and positive levels of motivation
Qualifications
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Experience
Essential
- Experience working in an administrative role
- Experience working as part of team, and working independently
- Experience of working with the public, employees, external stakeholders and executives
Desirable
- Proven experience as an office manager or similar role
- Experience of working in a primary care setting
- Experience working in healthcare
Knowledge, Skills and Abilities
Essential
- Excellent customer service skills
- Proficiency in MS Office, Word, Excel
- Attention to detail and accuracy in general admin
- Time management and multitasking abilities
- To be reliable and flexible
- To work in an organised manner
- Ability to work at pace and adapt in changing environment and meet deadlines
- Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
- Problem Solving and Prioritisation Skills
- Interpersonal skills for working with staff, partners and contractors
- Ability to handle inquiries flexibly and effectively to strengthen ABCs reputation
- Ability to identify, be responsive to and take responsibility for resolving issues promptly
- Positive and Professional demeanour regarding changing priorities/ unexpected challenges
- Professional and diplomatic verbal and written communication skills
Desirable
- Understanding of Governance procedures and requirements to work in healthcare roles
- Commitment and evidence of Continuing Professional Development (CPD)
- Awareness of health and safety requirements and implementation of safety measures in the office environment
Person Specification
Behaviours and Values
Essential
- Champion of equality and valuing diversity
- Operates at all time in line with Confidentiality and Data Protection Act
- Ability to maintain confidentiality and trust
- Professional, calm, and efficient manner
- Positive and flexible approach to work
- Conflict resolution approach and positive levels of motivation
Qualifications
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Experience
Essential
- Experience working in an administrative role
- Experience working as part of team, and working independently
- Experience of working with the public, employees, external stakeholders and executives
Desirable
- Proven experience as an office manager or similar role
- Experience of working in a primary care setting
- Experience working in healthcare
Knowledge, Skills and Abilities
Essential
- Excellent customer service skills
- Proficiency in MS Office, Word, Excel
- Attention to detail and accuracy in general admin
- Time management and multitasking abilities
- To be reliable and flexible
- To work in an organised manner
- Ability to work at pace and adapt in changing environment and meet deadlines
- Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
- Problem Solving and Prioritisation Skills
- Interpersonal skills for working with staff, partners and contractors
- Ability to handle inquiries flexibly and effectively to strengthen ABCs reputation
- Ability to identify, be responsive to and take responsibility for resolving issues promptly
- Positive and Professional demeanour regarding changing priorities/ unexpected challenges
- Professional and diplomatic verbal and written communication skills
Desirable
- Understanding of Governance procedures and requirements to work in healthcare roles
- Commitment and evidence of Continuing Professional Development (CPD)
- Awareness of health and safety requirements and implementation of safety measures in the office environment
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.
