Contract Support Officer
1 month ago
**Main duties of the job**:
**1. RESPONSIBILITIES**:
- Prepare paperwork for contracts team, including collating reports and papers in advance of meetings
- Arrange meetings in a timely manner using Microsoft Outlook and provide deadlines for report submissions
- Manage the action log from meetings and follow up on outstanding actions, escalate concerns/issues to the Assistant Contracts Manager
- Prepare agendas and meeting packs and distribute in a timely manner to all members ahead of meetings
- Maintain folders on the share drive to ensure all relevant document are easily accessible to the contracts team
- Organise and book meeting venues
- Attend and minute meetings as instructed by the contracts team
- Diary management for the contracts team using Microsoft Outlook
- Respond to queries from service users and staff, taking messages for and escalate concerns/issues to the contracts team
- Raise purchase orders on Trust systems
- Supporting the contract team in delivering any projects as directed
**Working for our organisation**:
RFL Property Services Limited was set up in 2018 to act commercially and deliver high quality consistent service across the Royal Free London estates, as well as to deliver efficiencies by operating at scale, deliver new income streams and add resilience to its existing operational capability.
To do this RFLPS has to transform the way healthcare estate and operational services are delivered in the NHS whilst fulfilling its fundamental role to maximise the service life of the Royal Free London estate and to effectively support the Group in development of clinical, education and research objectives and ensuring the patients are cared for in a clean, safe, and secure environment.
Our vision is “to build a successful consultancy business by inspiring people with a relentless drive for valued outcomes, delivered by an engaged and confident workforce, excited by the business and values they represent, empowered to continually seek innovation and improvement for health outcomes and the patient experience.”
**Detailed job description and main responsibilities**:
Please see attached job description for more information about this role and working at Royal Free London NHS Foundation Trust.
**Person specification**:
**Education & professional Qualifications**:
**Essential criteria**:
- A levels, NVQ level 3 or equivalent
**Desirable criteria**:
- Business Administration qualification
**Experience**:
**Essential criteria**:
- Database management skills
- Ability to work effectively as part of a team
- Previous customer service experience
- Previous experience of taking meeting minutes
- Previous experience of diary management
- Previous experience of handling confidential information
**Desirable criteria**:
- Previous experience in a similar role
**Skills and aptitudes**:
**Essential criteria**:
- Computer literate and excellent knowledge and experience of IT systems, in particular MS Office software
- Excellent written and oral communications skills
- Ability prioritise and manage own workload
- Excellent administration and organisational skills, with strong attention to detail and an ability to spot errors
**Personal Qualities & attributes**:
**Essential criteria**:
- Excellent interpersonal skills
- Ability to work with varying seniority levels, including directors and external suppliers
- Ability work well and remain calm under pressure, whilst organising and prioritising own workload
- Flexible approach
- Demonstrable experience of using own initiative
- Ability to work unsupervised and deliver to deadlines
- **Covid-19 Vaccination Requirement**
**Please be aware that should this post be identified as in scope for the regulations **_after_** the consultation and Parliamentary process, you will be required to provide your vaccination status or proof of medical exemption.**
- **Applicant communication for all stages** will be via our preferred 3rd party recruitment system and not via NHS Jobs.
- **If you require sponsorship** to work in the UK, to avoid disappointment, please check to ensure you are eligible under the UKVI points based system.
- The Trust uses **electronic new starter forms** on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.
- The Trust on behalf of Royal Free London Property Serviced Ltd (rflpsl) will undertake a **DBS (Formerly CRB)** clearance where the job description and person specification requires the employee to undertake regulated activities, (Regulated Activity Definitions). The Trust fully complies with the Disclosure and Barring Service Codes of practice
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