Senior Business Support Administrator

5 months ago

Huntingdon, United Kingdom Cambridgeshire and Peterborough NHS Foundation Trust Full time

This role will provide excellent administrative support to the Business Technology team to ensure the smooth and efficient running of the department. The post holder will be responsible for all administrative tasks, processes, and systems.

This role will provide support across the department ranging from arranging meetings through to creation of documentation, processes and supplier management.

Analyse and present reporting data provided by external providers. Identify trends, and possible financial savings as a result of complex analysis.

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.

Serve as a liaison between internal and external parties during contract development and negotiation stages.

Follow up to guarantee contractual payments have been made.

Central point for raising and management of all team purchase orders and requisitions.

Responsible for coding of invoices and any functions relating to invoicing within Oracle.

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.

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.

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 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.

Please refer to the attached job description and person specification for full details of responsibilities.

Ensure regular supplier meetings are held to review service delivery. Hold regular meetings with the service managers to review supplier deliverables.

Provide clear statistical reports for service managers on the performance of suppliers.

Provide a comprehensive secretarial and administrative service for the Associate Director of Business Technology.

To attend associated meetings as required.

Arrange, monthly team meetings, monthly team site visits including venue, invites, minutes, actions and reports collation.

Capture minutes and actions at team meetings and others as required.

Be responsible for supporting the team through scheduled time allocation.

Create and maintain stock control and ordering processes using the Team Asset Manager app as the centre point.

Design, develop and maintain user guides to support developed processes.

Third party account management.

Mailbox management and oversight

Provide training in aspects of administration and systems created.

Attention to detail and the ability to spot errors and inconsistencies.

Excellent reading and language comprehension.

To prioritise, organise and manage workload without supervision and to identify matters which require urgent attention.

Management of third-party supplier relationships. Organisation of SRMs, minutes etc.

Any other tasks required by the service.

Support Project managers with Project finances.

Liaise with finance as central point of contact for the team.

Excellent interpersonal skills.

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