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Contracts Officer

3 months ago

Coventry, Coventry, United Kingdom University Hospitals Coventry and Warwickshire NHS Trust Full time
To be responsible for the management of Specialist Term Contracts for the maintenance of medical equipment and facilities on behalf of UHCW NHS Trust

To be responsible for processing and maintaining a variety of financial and administrative information within MEBS.

Please be advised there is a proposed interview date of 24th August 2023.


To manage Specialist Term Contracts for the maintenance of medical equipment and facilities on behalf of University Hospitals Coventry and Warwickshire NHS Trust.


Specific duties will include responsibility for:
Determining contract requirements and equipment lists with the Specialty Business Manager and Clinical Leads.


Inviting competitive quotations for the maintenance of medical equipment either directly or through instructing NHS Supplies (dependent on contract value).

Evaluation of quotations and making recommendations for the preferred supplier/contractor for each maintenance contract.


University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.


We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.


Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.


We are proud to be recognized as a Pathway to Excellencedesignated organization - please click the link for further details about this prestigious award.

Pathway To Excellence - University Hospitals Coventry & Warwickshire )


By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities.

There has never been a better time to join our team.


The Trust is committed to building an organization that makes full use of the talents, skills, experience, and different perspectives available in our diverse society.

We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care.

We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organization's core values.

Raising of requisitions to request the placing of orders for maintenance contracts.


Verifying all invoices to ensure they are in accordance with the terms and value of contracts and recommending them for payment.

Monitoring expenditure and maintaining a contracts register.


Ensuring appropriate records are maintained, including records of routine service delivery to enable a full audit trail and performance monitoring.

Drafting of routine correspondence.


Maintaining a bring forward system to monitor the expiry dates of current maintenance contracts and to initiate the renewal process.

To undertake all procedures in accordance with client Standing Financial Instructions.


To provide support for Budget Monitoring within MEBS and to ensure MEBS meets its statutory reporting requirements under the PFI contract.


Specific duties will include responsibility for:

To support the compliance and preparation of reports on external maintenance contracts for medical equipment management for submission to Project Co.


Receiving and processing invoices relating to equipment maintenance contracts to include validation of payments in accordance with delivery notes and SFI's.

Obtaining all necessary approvals for payment.

Receiving and dealing with invoice queries from contractors, clinical managers and client finance departments.

Ensuring all invoices are processed for payment in accordance with the timescales stipulated within the contract agreement.

Updating the invoice tracking system.

Maintaining financial records history.

Ensuring an audit trail is maintained of all financial documentation.

For further details of the job role please see attached job description.