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 be responsible for managing the internal IT ordering system and maintaining stock levels, processing orders and dreaming up improvements and future developments for the system. You will be involved in all aspects of the team. You 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 very 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 with their management and ensure they are delivering what they are contractually obliged to whilst making sure they are invoices are coded and approved on time. The role whilst delivering admin support to the Associate Director will also control the team meetings, manage the agenda, papers etc. Part of managing the suppliers will involve reviewing invoices and service levels, ensuring we are receiving best value. Working with colleagues to identify gaps and holding both internal and external parties to account. Attention to detail, communication and tenacity are key to fulfilling this role. As mentioned you will need to be able to work independently. Everyone in the team has their own remit, there are cross overs, but you will predominantly be working and managing your own work load. About us Cambridgeshire and Peterborough NHS Foundation Trust is a health and social care organisation dedicated to providing high-quality care with compassion to improve the health and wellbeing of the people we care for, as well as supporting andempowering 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-calibre 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 description Job responsibilities Please refer to the attached job description and person specification for full details of 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. This includes processes that apply to Business Technology and Trust wide. 3. Create processes where identified they are missing. Assessment of complex processes and systems and break down into a clear process that can be followed and repeated. 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, ensuring they are accurately executed and satisfied. 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 on matters/projects within the Business Technology remit, in such a way that the information is understandable, non-technical (where appropriate) and can be distributed to Trust staff. 12. Act as a liaison for our external procurement services; ensuring our contractual obligations to suppliers are met, being involved in arranging preferred suppliers for certain equipment and updating the available hardware and software on the procurement catalogue. 13. Undertake leadership/management of junior team members. 14. Ensure regular supplier meetings are held to review service delivery. Hold regular meetings with the service managers to review supplier deliverables. 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. To attend associated meetings as required. 18. Arrange, monthly team meetings, monthly team site visits including venue, invites, minutes, actions and reports collation. 19. Capture minutes and actions at team meetings and others as required. 20. Be responsible for supporting the team through scheduled time allocation. 21. Create and maintain stock control and ordering processes using the Team Asset Manager (TAM) app as the centre point. 22. Design, develop and maintain user guides to support developed processes. 23. Third party account management. 24. Mailbox management and oversight 25. Provide training in aspects of administration and systems created. 26. Attention to detail and the ability to spot errors and inconsistencies. Job description Job responsibilities Please refer to the attached job description and person specification for full details of 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. This includes processes that apply to Business Technology and Trust wide. 3. Create processes where identified they are missing. Assessment of complex processes and systems and break down into a clear process that can be followed and repeated. 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, ensuring they are accurately executed and satisfied. 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 on matters/projects within the Business Technology remit, in such a way that the information is understandable, non-technical (where appropriate) and can be distributed to Trust staff. 12. Act as a liaison for our external procurement services; ensuring our contractual obligations to suppliers are met, being involved in arranging preferred suppliers for certain equipment and updating the available hardware and software on the procurement catalogue. 13. Undertake leadership/management of junior team members. 14. Ensure regular supplier meetings are held to review service delivery. Hold regular meetings with the service managers to review supplier deliverables. 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. To attend associated meetings as required. 18. Arrange, monthly team meetings, monthly team site visits including venue, invites, minutes, actions and reports collation. 19. Capture minutes and actions at team meetings and others as required. 20. Be responsible for supporting the team through scheduled time allocation. 21. Create and maintain stock control and ordering processes using the Team Asset Manager (TAM) app as the centre point. 22. Design, develop and maintain user guides to support developed processes. 23. Third party account management. 24. Mailbox management and oversight 25. Provide training in aspects of administration and systems created. 26. Attention to detail and the ability to spot errors and inconsistencies. Person Specification Education/Qualifications Essential University Degree/Relevant Experience Extensive Administrative Experience Excellent command of written English Desirable Business Admin/Management Qualification MS Office Qualifications Experience Essential Experience of planning and organising own workload and of staff within own span of control Experience of supporting a multi-disciplinary team Building relationships with third parties Data Analysis Desirable Staff management Account management experience Knowledge Essential Understanding of confidentiality and the importance of maintaining confidentiality for patients Advanced understanding of data analysis Excellent organisational skills Ability to work under pressure/stress, short deadlines Ability to work under own initiative Other Essential Ability to work unsupervised and prioritise own workload. Person Specification Education/Qualifications Essential University Degree/Relevant Experience Extensive Administrative Experience Excellent command of written English Desirable Business Admin/Management Qualification MS Office Qualifications Experience Essential Experience of planning and organising own workload and of staff within own span of control Experience of supporting a multi-disciplinary team Building relationships with third parties Data Analysis Desirable Staff management Account management experience Knowledge Essential Understanding of confidentiality and the importance of maintaining confidentiality for patients Advanced understanding of data analysis Excellent organisational skills Ability to work under pressure/stress, short deadlines Ability to work under own initiative Other Essential Ability to work unsupervised and prioritise 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. 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. 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 Cambridgeshire and Peterborough NHS Foundation Trust Address Kingfisher House, Huntingdon Kingfisher Way, Hinchingbrook Business Park, Huntingdon Huntingdon PE29 6DN Employer's website https://www.cpft.nhs.uk/ (Opens in a new tab)