Contracts And Procurement Coordinator

Job summary 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.This post is hours per week.
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 - 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.
Job description Job responsibilities Touse skills to support planning, organising and delivery of procurement andcontract projectsProactivelychase progress against action logs arising from contract management meetingswith suppliers and providersSupporteffective risk management within specific programmes of work and ensureeffective communication with all stakeholders, producing update information asnecessaryEnsurereporting of any supplier issues or performance concerns are recordedaccuratelyFacilitateProcurement Virtual Panel meetings and Contract Management meetings, internaland external stakeholder meetings as necessaryTocreate Purchase Orders, raise Invoices, and receive goods on the Access FinancesystemUsinga 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 papersUseanalytical 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 organisationPhotocopying,scanning, distributing, filing and organising letters, reports and otherdocumentsMonitoringand responding to queries from the contracting email inboxMaintainContract & Procurement management policies and proceduresSettingup and maintaining comprehensive, confidential records and filing systems,ensuring that all records are kept up-to-date and filing is carried out in atimely mannerOpening,sorting and actioning incoming mail, and ensuring that outgoing post is sent ina timely mannerTomaintain 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 meetingsTodemonstrate 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& ProcurementAttendall statutory training as dictated by the organisation Toparticipate in the staff appraisal scheme and Personal Development ProgrammeAll roles within East Coast CommunityHealthcare CIC (ECCH) require staff to demonstrate our Values and SignatureBehaviours in the care and service they provide to patients, service users,stakeholders and colleagues.
Allmembers of staff should consider these as an essential part of 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 Essential 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 Desirable 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 Experience Essential 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 Desirable 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 Personal Attributes Essential 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 organisaiton 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).
Desirable Willingness and ability to work across different sites and travel to alternative sites and across the community as required Qualifications Essential Educated to NVQ level 3 or equivalent level of work experience and knowledge.
Recognised Project Management qualification Prince2 Foundation or equivalent experience of change management programmes.
Desirable ECDL, or equivalent IT qualification Evidence of Continuous Professional Development in addition to mandatory courses