Contract Support Officer

3 weeks ago

Worcestershire, United Kingdom Animal and Plant Health Agency Full time

**Details**:
**Reference number**:

- 300957**Salary**:

- £22,150- A Civil Service Pension with an average employer contribution of 27%**Job grade**:

- Administrative Officer**Contract type**:

- Fixed Term
- Loan
- Secondment**Length of employment**:

- 31/03/2024**Business area**:

- APHA - Veterinary - Contract Management Team**Type of role**:

- Administration / Corporate Support
- Commercial**Working pattern**:

- Flexible working, Full-time, Part-time**Number of jobs available**:

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- Carmarthen, WorcesterAbout the job

**Job summary**:
The Animal Plant Health Agency (APHA) is part of Department for Environment, Food and Rural Affairs. APHA is a government agency which works to safeguard animal and plant health for the benefit of people, the environment, and the economy and to protect against disease.

We have a great opportunity to join the Contract Management Team which is part of APHAs Veterinary Directorate. The team oversees APHA’s management and governance of supplier contracts and service delivery, including internal governance arrangements, and liaison with Defra’s Procurement Teams. The team manages contracts from across every Directorate within the Agency, including corporate contracts that are used by multiple teams. The team also manages the Agency’s use of Government Procurement Cards (GPC’s) in liaison with Defra Finance and SSCL.

As a Contract Support Officer, you will play a vital role in supporting the Contract Management Team in all aspects of day-to-day delivery, including administrative support to the Head of Contract Management and each Contract Manager. To administer incoming telephone queries and all correspondence to the team’s shared mailbox and allocate queries and tasks to the relevant Contract Manager for action as determined by their respective contract portfolios. To contribute to all aspects of the team’s administrative functions, including maintaining records of contractual correspondence.

This is a fantastic opportunity to develop your skills and contribute to the successful delivery of our services. We offer a supportive work environment, learning opportunities and competitive benefits.

**Job description**:
**Monitoring and management of the team’s shared mailbox and incoming phone queries**:

- Allocating queries / tasks to the appropriate Contract Manager,
- Ensuring queries are logged and responded to within the team’s local deadlines / within expectations,
- Dealing with day-to-day GPC enquiries and category unblock requests.

**Team administrative support**:

- Maintain the contract calendar, including meeting dates, contract review dates, retendering timescales,
- Take general telephone queries and pass specific contract issues to the appropriate Contract Manager,
- Take responsibility for developing and maintain the team’s SharePoint site,
- Maintain and supplier and stakeholder matrix for each contract,
- Assist the Head of Contract Management and the Contract Managers in all administrative duties as required, including but not limited to arranging meetings, travel arrangements, meeting notes and minutes.

**Contract communication and file management**:

- Ensure all relevant contractual communication is saved appropriately against contract records,
- Ensure all relevant contract documents are saved appropriately against contract records,
- Develop and maintain the team’s contract filing structure, including current records, archiving and reference materials.

**Personal professional development / Team Training Opportunities / Team information and resource management**:

- Engage in personal professional development and training opportunities,
- Seek out and arrange for relevant training opportunities which would be of benefit to the team,
- Ensure that all appropriate information in relation to contract management, procurement and relevant policies are available to the team, maintaining an appropriate resource library.

**Person specification**:

- A strong proficiency in Maths and English Language;
- Experience of working within a contract management or related environment;
- A basic understanding of contract management principals and relevant legislation;
- An excellent administrator and communicator to manage the incoming communications via the Contract Management Team shared mailbox, as well as monitor progress on responses;
- Excellent standard of written and verbal communication;
- Ability to maintain contract records and communications to a high standard;
- Ability to work on own initiative, and as part of a team;
- Ability to multi-task and prioritise own workload;
- IT proficiency, include effective user of Excel and Outlook;
- Commitment to personal professional development;
- Knowledge of procurement regulations;
- Knowledge of SharePoint and Oracle;

**Behaviours**:
We'll assess you against these behaviours during the selection process:

-

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