Job summary
Please note that this role is advertised on behalf of Atlas BFW Management Ltd (Atlas), a wholly-owned subsidiary of Blackpool Teaching Hospitals NHS Foundation Trust and as such, successful applicant(s) will be on Atlas Terms and Conditions. For further information about Atlas, please visit: www.bfwml.co.uk
The post holder is responsible for ensuring the effective and efficient day-to-day administration of the function and in addition providing administrative and project support to the Contracts & Procurement Officers, the Contracts & Procurement Manager and Heads of Department across the organisation. The post holder will act as one of the first points of contact for telephone and face-to-face enquiries with suppliers.
Main duties of the job
- Provide administrative support to the Contracts & Procurement Officers and the Contracts & Procurement Manager in retrieving contract quotes for all departments of our organisation from all areas of our supplier base.
- To act as the first point of contact for the Contracts & Procurement Officers and the Contracts & Procurement Manager in dealing with telephone and face to face enquiries from suppliers and internal customers at all levels of the organisation. Ensuring appropriate action is taken, or the enquiry is redirected to other staff, where appropriate.
- To provide support to the Contracts & Procurement Officers and the Contracts & Procurement Manager in delivering projects, ensuring that agreed BFW Management Ltd project management methodologies and standard processes are implemented and maintained throughout the project lifecycle.
- Organise a range of monthly contract meetings, necessitating co-ordination of internal and external members. This may include booking the venue, notifying participants, collating items for the agenda and issuing the agenda and supporting papers, minute taking, their circulation and chasing any necessary follow-up action. Organising presentation equipment i.e. laptops / projector etc.
This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and responsibilities.
About us
As experts in healthcare facilities and property management, we deliver fully-managed healthcare facilities services and property management solutions to clients throughout Lancashire and South Cumbria.
We are a wholly owned subsidiary of Blackpool Teaching Hospitals NHS Foundation Trust. This means that we part of the Trust's group and the wider NHS family, but are a separate Limited Company, with our own business plan, board, management structure and staff.
Any profits that we make are used to help grow our business, provide additional employment, training and development for our staff, whilst helping to support the Trust's frontline clinical services, and the delivery of safe patient care.
Our healthcare facilities services and property management solutions encompass: Capital Developments, Estates Management, Facilities Management, Medical Engineering and Property Services.
Our teams ensure our clients properties and amenities provide the best environment for their customers, patients, staff and visitors.
Visit: bfwml.co.uk for further information.
Job description
Job responsibilities
Provide administrative support to the Contracts & Procurement Officers and the Contracts &Procurement Manager in retrieving contract quotes for all departments of our organisation fromall areas of our supplier base. To act as the first point of contact for the Contracts & Procurement Officers and the Contracts &Procurement Manager in dealing with telephone and face to face enquiries from suppliers andinternal customers at all levels of the organisation. Ensuring appropriate action is taken, or theenquiry is redirected to other staff, where appropriate. To support the monitoring of contracts and conduct data input and analysis on all the relevantdata aspects within the database where appropriate linked to the guidelines from MHRA, HSE,Care Quality Commission, NHS Litigation Authority and other relevant bodies. To provide support to the Contracts & Procurement Officers and the Contracts & ProcurementManager in delivering projects, ensuring that agreed BFW Management Ltd project managementmethodologies and standard processes are implemented and maintained throughout the projectlifecycle. Organise a range of monthly contract meetings, necessitating co-ordination of internal andexternal members. This may include booking the venue, notifying participants, collating itemsfor the agenda and issuing the agenda and supporting papers, minute taking, their circulationand chasing any necessary follow-up action. Organising presentation equipment i.e. laptops /projector etc. Follow-up overdue responses to ensure appropriate deadlines are met. Collect and collate information from a variety of sources relating to both project progress andany contract review activities. Record and prepare minutes of meetings for a variety of meetings, noting decisions and followup actions required for the subsequent approval. Ensure efficient bring forward systems are in place to ensure that time-scales are met. The role does include frequent use of keyboard and long periods of sitting at a desk. There is afrequent requirement for concentration when attending meetings, analysing data and writingreports. As this job is office based you will be required to work with VDU equipment on a regularbasis throughout the day All staff are responsible for ensuring the confidentiality of information and complying with allrequirements of the Data Protection Act whilst carrying out the duties of the post.4 As part of the Administration team, the post holder is responsible for providing cross-cover forother secretarial and administrative staff as required. To act in accordance with BFW Management Ltd Constitution and other Codes of Conduct. To participate in staff development, appraisal and training as appropriate, including continuousprofessional development. To comply with BFW Management Ltd agreed policies and procedures including but not limitedto Health and Safety, and Equal Opportunities Policies, the Data Protection Act, Freedom ofInformation Act, Financial Management Regulations and other relevant NHS and GovernmentRegulations, Directives and area wide priorities. To undertake any other tasks, duties and responsibilities as directed and appropriate to the levelof the role subject to any reasonable adjustments under the Disability Discrimination Act 1995 asincorporated into the Equality Act 2010. To participate in the wider development of the function and contribute to service improvementas required. Be aware of your responsibilities under ISO9001 within your business unit.This job description has been designed to indicate the general nature and level of work performedby employees within this classification. It is not designed to contain or be interpreted as acomprehensive inventory of all duties and responsibilities
Job description
Job responsibilities
Provide administrative support to the Contracts & Procurement Officers and the Contracts &Procurement Manager in retrieving contract quotes for all departments of our organisation fromall areas of our supplier base. To act as the first point of contact for the Contracts & Procurement Officers and the Contracts &Procurement Manager in dealing with telephone and face to face enquiries from suppliers andinternal customers at all levels of the organisation. Ensuring appropriate action is taken, or theenquiry is redirected to other staff, where appropriate. To support the monitoring of contracts and conduct data input and analysis on all the relevantdata aspects within the database where appropriate linked to the guidelines from MHRA, HSE,Care Quality Commission, NHS Litigation Authority and other relevant bodies. To provide support to the Contracts & Procurement Officers and the Contracts & ProcurementManager in delivering projects, ensuring that agreed BFW Management Ltd project managementmethodologies and standard processes are implemented and maintained throughout the projectlifecycle. Organise a range of monthly contract meetings, necessitating co-ordination of internal andexternal members. This may include booking the venue, notifying participants, collating itemsfor the agenda and issuing the agenda and supporting papers, minute taking, their circulationand chasing any necessary follow-up action. Organising presentation equipment i.e. laptops /projector etc. Follow-up overdue responses to ensure appropriate deadlines are met. Collect and collate information from a variety of sources relating to both project progress andany contract review activities. Record and prepare minutes of meetings for a variety of meetings, noting decisions and followup actions required for the subsequent approval. Ensure efficient bring forward systems are in place to ensure that time-scales are met. The role does include frequent use of keyboard and long periods of sitting at a desk. There is afrequent requirement for concentration when attending meetings, analysing data and writingreports. As this job is office based you will be required to work with VDU equipment on a regularbasis throughout the day All staff are responsible for ensuring the confidentiality of information and complying with allrequirements of the Data Protection Act whilst carrying out the duties of the post.4 As part of the Administration team, the post holder is responsible for providing cross-cover forother secretarial and administrative staff as required. To act in accordance with BFW Management Ltd Constitution and other Codes of Conduct. To participate in staff development, appraisal and training as appropriate, including continuousprofessional development. To comply with BFW Management Ltd agreed policies and procedures including but not limitedto Health and Safety, and Equal Opportunities Policies, the Data Protection Act, Freedom ofInformation Act, Financial Management Regulations and other relevant NHS and GovernmentRegulations, Directives and area wide priorities. To undertake any other tasks, duties and responsibilities as directed and appropriate to the levelof the role subject to any reasonable adjustments under the Disability Discrimination Act 1995 asincorporated into the Equality Act 2010. To participate in the wider development of the function and contribute to service improvementas required. Be aware of your responsibilities under ISO9001 within your business unit.This job description has been designed to indicate the general nature and level of work performedby employees within this classification. It is not designed to contain or be interpreted as acomprehensive inventory of all duties and responsibilities
Person Specification
Qualifications
Essential
- GCSE Maths & English Grade C and above.
- NVQ Level 3 - Business Administation.
Desirable
- Degree or equivalent qualification in a relevant discipline.
Experience
Essential
- Good level of written and verbal communication skills.
- Evidence of good time management.
- Good working knowledge of Microsoft Excel, Word and Power-Point.
- Experience in working in a reactive and high- pressure environment
Desirable
- Report writing and collation
- Experience in contract administration and database management
Special Knowledge/Skills
Essential
- Be able to work unsupervised/organise own workload and demonstrate an ability to work under pressure.
- Proven ability to work in a team, be supportive of team members.
- Ability to meet strict deadline and prioritise own workload.
- Excellent keyboard skills
- Good planning and organisational skills.
Personal Qualities
Essential
- oProven ability to adapt to change, is punctual, reliable and flexible.
- o Proven ability to adapt to new ideas, knowledge and skills.
- oActively seeks to develop their own knowledge, skills and ability
Desirable
Interests and Motivation relevant to the job
Essential
- oSelf-motivated with an eagerness to learn and develop
- oWillingness to embrace change and a focus on helping to make a difference
- oStrong orientation to detailed focused work
- oWillingness to cover for other members of staff within the wider team during absences
Person Specification
Qualifications
Essential
- GCSE Maths & English Grade C and above.
- NVQ Level 3 - Business Administation.
Desirable
- Degree or equivalent qualification in a relevant discipline.
Experience
Essential
- Good level of written and verbal communication skills.
- Evidence of good time management.
- Good working knowledge of Microsoft Excel, Word and Power-Point.
- Experience in working in a reactive and high- pressure environment
Desirable
- Report writing and collation
- Experience in contract administration and database management
Special Knowledge/Skills
Essential
- Be able to work unsupervised/organise own workload and demonstrate an ability to work under pressure.
- Proven ability to work in a team, be supportive of team members.
- Ability to meet strict deadline and prioritise own workload.
- Excellent keyboard skills
- Good planning and organisational skills.
Personal Qualities
Essential
- oProven ability to adapt to change, is punctual, reliable and flexible.
- o Proven ability to adapt to new ideas, knowledge and skills.
- oActively seeks to develop their own knowledge, skills and ability
Desirable
Interests and Motivation relevant to the job
Essential
- oSelf-motivated with an eagerness to learn and develop
- oWillingness to embrace change and a focus on helping to make a difference
- oStrong orientation to detailed focused work
- oWillingness to cover for other members of staff within the wider team during absences
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.
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).
Additional information
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.
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).
