Programme Manager

Job description

Job responsibilities

Procurement Support: Assist with the planning, coordination, and execution of the EPR Invitation to Tender (ITT) procurement process including stakeholder mapping, arranging the supplier demo sessions, coordinating of all scoring and moderation sessions ensuring that processes are in place to keep the procurement plan in line with the overall Programme Plan.

In the context of the Trust strategic and digital objectives, to provide effective and efficient support to all EPR activities within the Procurement Team

To assist the delivery of procurement and contract management functions, in a manner that reduces waste, maximises efficiency, achieves best value in procurement and enables delivery of savings efficiency

To assist in the management and delivery of the EPR procurement projects and other procurement activities.

Enable and contribute to Trust compliance with relevant procurement legislation, the procurement policy and procedures.

To contribute to delivery of efficiencies and service improvements, including continuous improvement initiatives working closely with EPR and procurement team to better manage performance and expenditure.

Continuous Improvement: Contribute to post-procurement reviews and lessons-learned exercises to support continuous improvement of procurement processes.

Quality

Documentation and Records Management: Maintain accurate and up-to-date procurement documentation in accordance with organisational and statutory requirements, including decision logs, requirement specifications, contracts, and evaluation records.

Evaluation Support: Assist in the preparation and collation of evaluation criteria, scoring matrices, and the collection and analysis of tender responses.

Data Management: Handle sensitive and confidential information in line with data protection legislation and organisational policy.

Compliance and Governance: Assist with ensuring compliance with organisational procurement policies, public sector procurement regulations, and relevant national standards (e.g., NHS Digital, GDPR).

To produce and provide accessible, accurate and reliable management information, as directed, in a timely and efficient manner, ensuring the production of useful intelligence to support ITT and award of EPR contract

To undertake complex analysis and compilation of management information using a range of software applications such as Microsoft Access, Excel, Word and Power point.

To undertake complex decision making in relation to designated areas of contract management activity.

To assist the development, dispatch, evaluation and completion of the EPR tender, ensuring that they are effectively and efficiently project managed, in accordance with Legislative and Procurement operational requirements.

To assist the evaluation of tenders/bids, ensuring robust documentation of the evaluation process, outcomes and contract award recommendations.

To complete and ensure accurate records of all designated procurement activity are produced and retained for each procurement process.

To take positive action to address issues of procurement related non-compliance through the provision of advice, guidance and support on Procurement related Legislation, procurement policy and procedures.

Communication

Ensure customer service professionalism is maintained, through one to one, telephone and written communications methods, in a timely, precise, and friendly manner.

Ensure all queries, complaints and requests for information from stakeholders, staff and suppliers are dealt with promptly and that all necessary follow-up action is completed satisfactorily in writing, e-mail or by telephone.

Maintain close links and open communications with both the Procurement and EPR teams and participate in team meetings as required.

To act as a key link for customer/supplier interface for the Trust

Stakeholder Coordination: Liaise with internal and external stakeholders, including clinical, operational, IT, and procurement teams, ensuring effective communication and the timely collection of information and feedback.

Draft and circulate meeting agendas, minutes, and action logs. Prepare status updates and reports for internal and external audiences as required.

Co-ordinate meetings with stakeholders and responses to procurement queries

General Responsibilities

Other Duties: Undertake other duties in line with the role as directed by the EPR Programme Director and EPR Programme Manager

Manage own workload, working within procedures and standards.

Person Specification

Qualifications

Essential

• Educated to degree level or equivalent experience in a relevant field (e.g., Business Administration, Procurement, Project Management, Health Informatics).

Desirable

• Evidence of continuing professional development in procurement, project support, or IT/digital health.
• Relevant procurement or project management certification (e.g., CIPS, PRINCE2 Foundation)
• Knowledge/experience of working in NHS/Mental HealthTrust

Knowledge and Skills

Essential

• Experience of working within a public sector procurement or project support environment, preferably within health or digital transformation projects.
• Understanding of public sector procurement regulations, especially those relevant to the NHS or similar public healthcare bodies.
• Experience in managing high volumes of documentation, data, or project records.
• Familiarity with information governance, data protection (GDPR), and confidentiality requirements.
• Experience of engaging with a diverse range of stakeholders, including clinical, technical, and management staff.
• Experience supporting or administering procurement processes, including tendering, evaluation, and supplier engagement.
• Excellent ability to manage multiple tasks, prioritise workload, and meet deadlines in a fast-paced environment.
• Highly organised and able to balance / prioritise service delivery requirements and project delivery milestones
• Communication: Strong written and verbal communication skills, with the ability to draft clear, accurate documents and reports for a range of audiences.
• Attention to Detail: High level of accuracy in maintaining records and preparing documentation.
• Analytical Skills: Ability to review and interpret procurement information, data, and supplier proposals.
• IT Proficiency: High competency in the use of Microsoft Office suite, project management tools, and digital collaboration platforms.
• Teamwork: Ability to work effectively both independently and as part of a multidisciplinary team.
• Problem-Solving: Proactive and resourceful, with the ability to identify, escalate, and help resolve issues as they arise.
• Discretion: Ability to handle sensitive or confidential information professionally.

Desirable

• Demonstrable knowledge of Electronic Patient Record systems, digital health solutions, or healthcare IT.
• Prior experience working on an EPR procurement

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

South London and Maudsley NHS Foundation Trust

Address

IOPPN

Denmark Hill

SE5 8AF

Employer's website

https://www.slam.nhs.uk/ (Opens in a new tab)