Job Summary
This role is central to the functioning of the Business Technology team. You will be responsible for managing the day-to-day supplier relationships, team finances, team meetings, and events. You will manage the internal IT ordering system and maintain stock levels, processing orders and dreaming up improvements and future developments for the system. You will be involved in all aspects of the team and have the opportunity to actively shape your role once you have mastered the key requirements.
Main Duties of the Job
This role is varied and covers a broad spectrum of requirements; it is not your standard administrator role.
We are looking for someone who is independent, proactive, and tenacious. We are a busy team covering a broad scope. You will need to pick things up quickly and not be afraid to speak up to ask for help or make suggestions.
You will be liaising with suppliers, supporting their management, ensuring they are delivering what they are contractually obliged to while making sure their invoices are coded and approved on time.
The role, while delivering admin support to the Associate Director, will also control team meetings, manage the agenda, papers, etc.
Part of managing the suppliers will involve reviewing invoices and service levels, ensuring we are receiving the best value. You will work with colleagues to identify gaps and hold both internal and external parties to account.
Attention to detail, communication, and tenacity are key to fulfilling this role. You will need to be able to work independently. Everyone in the team has their own remit; there are crossovers, but you will predominantly be working and managing your own workload.
About Us
Cambridgeshire and Peterborough NHS Foundation Trust is a health and social care organization dedicated to providing high-quality care with compassion to improve the health and wellbeing of the people we care for, as well as supporting and empowering them to lead a fulfilling life.
Our clinical teams deliver many NHS services, not only via inpatient and primary care settings but also within the community. These services include children's, adult and older people's mental health, forensic and specialist mental health, learning disabilities, primary care and liaison psychiatry, substance misuse, social care, research, and development.
To achieve our goal, we look to recruit high-caliber candidates who share our vision and values. As an equal opportunities employer, we encourage applications from all sectors of the community, particularly from under-represented groups including people with long-term conditions and members of our ethnic minority and LGBTQ+ communities.
Please be advised we reserve the right to close adverts earlier than the closing date should we receive sufficient applications.
Regrettably, we cannot offer sponsorship for all our job roles. If you apply for a role that we cannot offer sponsorship for, unfortunately, your application form will be rejected from the process.
For further information on CPFT, please visit our website at www.cpft.nhs.uk.
Date Posted: 12 February 2025
Pay Scheme: Agenda for change
Band: Band 5
Salary: £29,970 to £36,483 a year per annum pro rata
Contract: Permanent
Working Pattern: Full-time, Flexible working
Reference Number: 310-MCORP-6948938
Job Locations: Kingfisher House, Huntingdon, Kingfisher Way, Hinchingbrook Business Park, Huntingdon, Huntingdon, PE29 6DN
Job Responsibilities:
1. Analyse and present reporting data provided by external providers. Identify trends and possible financial savings because of complex analysis.
2. Identify current processes and make recommendations for improvements.
3. Create processes where identified they are missing.
4. Providing a single point of contact for all queries, service reviews, invoicing, etc., for suppliers.
5. Serve as a liaison between internal and external parties during contract development and negotiation stages.
6. Support leads within the Business Technology team with the negotiation of terms, conditions, and pricing.
7. Follow up to guarantee contractual payments have been made.
8. Central point for raising and management of all team purchase orders and requisitions.
9. Responsible for coding of invoices and any functions relating to invoicing within Oracle.
10. Ensure excellent customer service by providing a professional and effective interface between the suppliers, CPFT staff, and the Business Technology team.
11. Correspond with the internal CPFT communications team to provide updates and draft informational pieces.
12. Act as a liaison for our external procurement services.
13. Undertake leadership/management of junior team members.
14. Ensure regular supplier meetings are held to review service delivery.
15. Provide clear statistical reports for service managers on the performance of suppliers.
16. Provide a comprehensive secretarial and administrative service for the Associate Director of Business Technology.
17. Arrange monthly team meetings, site visits including venue, invites, minutes, actions, and reports collation.
18. Capture minutes and actions at team meetings.
19. Be responsible for supporting the team through scheduled time allocation.
20. Create and maintain stock control and ordering processes.
21. Design, develop and maintain user guides to support developed processes.
22. Third-party account management.
23. Mailbox management and oversight.
24. Provide training in aspects of administration and systems created.
25. Attention to detail and the ability to spot errors and inconsistencies.
Person Specification
Education/Qualifications
* University Degree/Relevant Experience
* Extensive Administrative Experience
* Excellent command of written English
Experience
* Experience of planning and organizing own workload and of staff within own span of control
* Experience of supporting a multi-disciplinary team
* Building relationships with third parties
* Data Analysis
Knowledge
* Understanding of confidentiality and the importance of maintaining confidentiality for patients
* Advanced understanding of data analysis
* Excellent organizational skills
* Ability to work under pressure/stress, short deadlines
* Ability to work under own initiative
Other
* Ability to work unsupervised and prioritize own workload.
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.
Employer Details
Employer Name: Cambridgeshire and Peterborough NHS Foundation Trust
Address: Kingfisher House, Huntingdon, Kingfisher Way, Hinchingbrook Business Park, Huntingdon, PE29 6DN
Employer's Website: https://www.cpft.nhs.uk/
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