Job overview
We are looking for an enthusiastic Contracts Administrator with a can-do attitude to join our busy Team. Supporting the management of a professional administration service within the Building, Engineering & Maintenance Department; receipting of invoices and recharges for maintenance works; working with Excel spreadsheets and Computer Aided Facilities Management (CAFM) systems to track finance spends; working with engineering teams to support contract information. Organise and schedule meetings with external contractors and engineers. Provide administration support to the front of office team by dealing with customers at the reception desk and updating online call support system.
Main duties of the job
1. Carry out a range of complex administrative tasks specific to work area.
2. Provide comprehensive support to the Contracts & Finance Manager including coordinating and arranging meetings, taking minutes.
3. Update staff records using Trust electronic systems.
4. Deal with enquiries face to face, via telephone and email supporting junior staff with more difficult situations.
5. Ensure appropriate stock levels and resources are available.
6. Process invoices and monitor the budget as instructed by the Senior Contracts & Finance manager.
7. Provide a range of documents, e.g. letters, spreadsheets, posters, using relevant software packages.
8. Provide support on the CAFM (MRI) system.
9. Cover other positions within the work area during absences for example the Building, Engineering & Maintenance reception desk.
10. Any other administrative duties as required.
Working for our organisation
Our Trust
Cambridge University Hospitals (CUH) NHS Foundation Trust comprises Addenbrooke’s Hospital and the Rosie Hospital in Cambridge. With over 13,000 staff and over 1100 beds the priorities of the Trust focus on a quality service which is all about people – patients, staff and partners. Recognised as providing ‘outstanding’ care to our patients and rated ‘Good’ overall by the Care Quality Commissioner, is testament to the skill and dedication of the people who work here. CUH’s values – Together - Safe, Kind, Excellent – are at the heart of patient care, defining the way all staff work and behave. The Trust provides accessible high-quality healthcare for the local people of Cambridge, together with specialist services, dealing with rare or complex conditions for a regional, national and international population.
CUH is committed to promoting a diverse and inclusive community - a place where we can all be ourselves. We value our differences and fully advocate and support an inclusive working environment where every individual can fulfil their potential. We want to ensure our people are truly representative of all the communities that we serve. We welcome applications for all positions in the organisation irrespective of people’s age, disability, ethnicity, race, nationality, gender identity, sex, sexual orientation, religion or belief, marriage and civil partnership status, or pregnancy and maternity status or social economic background.
Detailed job description and main responsibilities
Please see the attached Applicant Information Pack (combined Job Description and Person Specification) for key duties and responsibilities.
This vacancy will close at midnight on 17th February 2025.
Interviews are due to be held on 26th February 2025.
Benefits to you
At Cambridge University Hospitals, we want to do all we can to support good working days. We offer development opportunities and a wide range of benefits, including on-site leisure facilities, shopping concourse and day nurseries. Our good work programme currently includes providing reduced cost Stagecoach bus travel to and from Cambridge University Hospital site. Park and Ride bus journeys between Babraham Road and Trumpington sites are free, as is the route to and from Cambridge train station and our hospitals. We also subsidise the cost of parking on site for eligible staff.
On CUH campus, hot food is available 24/7 and at a reduced cost for colleagues. Recently we launched the first of our staff pod break spaces. Located in the Deakin Centre, we have a purpose-created colleague-only café, with free tea and coffee, a break space and private outside area for colleagues to rest, refuel and recharge. Just one of the ways we are working hard to support good working days at CUH.
CUH is committed to assisting employees in achieving a good work-life balance irrespective of role or personal circumstances. Flexible arrangements may include, but are not limited to, part-time working, job-share, term-time working and flexible start and finish times.
Person specification
Qualifications
Essential criteria
* Educated to A level or NVQ level 3 Customer Service/ Business Admin /ITQ or equivalent.
Desirable criteria
* Secretary qualification or equivalent
* Typing qualification or equivalent experience
Experience
Essential criteria
* Experience of working in a busy clerical/office environment or reception service
* Secretarial and /or administrative experience
* Prioritising, planning and organising own tasks
* Working within guidelines
* Experience of dealing with difficult situations and confrontations
* Data entry experience and documentation
* Experience of IT packages – Microsoft office
* Experience of producing documents to a high standard
* Previous experience of using a CAFM (Computer Aided Facilities Management) system
* Contracts and Finance administration experience
Desirable criteria
* Previous experience of working in NHS
* HR/Recruitment administration experience
Knowledge
Essential criteria
* Understanding of confidentiality and data protection
* Sound knowledge of office procedures
* Understanding of customer service
* Good working knowledge of Microsoft Office packages
Desirable criteria
* Knowledge of the Trust including awareness of priorities
* Awareness of NHS targets and Trust priorities
Skills
Essential criteria
* Ability to work as part of a team
* Excellent communication skills including telephone, email, face to face
* Ability to develop templates for letters
* Ability to organise and manage own time keeping to schedule and deadlines
* Ability to allocate and monitor work of others
* Ability to use own initiative and work autonomously
* Ability to demonstrate leadership skills
* Willing to take on/learn new skills
* Ability to show attention to detail and accuracy
* Ability to adapt to change
* Ability to work under pressure
* Ability to store and safeguard confidential documents
Desirable criteria
* Ability to touch type
* Ability to requisition general stock
Additional Requirements
Essential criteria
* The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values of safe, kind, excellent.
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