Contracts Administrator

The post holder will provide a comprehensive administrative and clerical support to the EME Head of Department and Contract Business Manager.

Working within an ISO accredited environment, the role will focus on the upkeep and maintenance of the contracts management data within e-Quip database, ensuring that all entry protocols are followed, and data is updated when changes are required. The post holder will be required to research best practice in this area and make adjustments to the system and processes to build an efficient working system

The post holder will provide administrative support to the wider EME management team; taking minutes at weekly operations meetings, contract performance review meetings and any confidential meetings where good record keeping is required.

The post holder will provide supervision of remote team of three (3) EME administrators, ensuring shared departmental goals and outputs are delivered.

**Main duties of the job**:

- Act as a point of contact on behalf of the EME Management Team and deal effectively and courteously with all enquiries from external contractors, clinical teams and other departments within the organisation.
- Diary management for Contract Operations Manager and Head of EME. Balancing appointment and free time to help ring fence quality time within the manager’s diary
- Organise contract review meetings with suppliers including collating contract briefing papers for the Contract Operations Manager and Head of EME prior to review meetings.
- Transcribe from audio, copy type or shorthand (where appropriate), all correspondence as required by the EME Team, ensuring layout, spelling, grammar and punctuation is consistent and correct.
- Maintenance of the filing and computer systems and relevant departmental databases, ensuring accurate data entry of all administration, including the efficient management of records that facilitates the effective running of service contracts.
- Work with Procurement & Finance colleagues to ensure timely processing of contract transactions for new and renewed contracts.
- Work with product suppliers and procurement frameworks to ensure that contracts purchasing is ethical, compliant and cost efficient.
- Produce monthly reports on contract performance highlighting any shortfalls against KPIs
- Organise own work schedule and adapt as required to meet commitments of others within the agreed timescales and escalate, where not possible.
- Supervise workload of EME administration team to ensure department KPIs are met.
- Act as a point of contact on behalf of the EME Management Team and deal effectively and courteously with all enquiries from external contractors, clinical teams and other departments within the organisation.
- Diary management for Contract Operations Manager and Head of EME. Balancing appointment and free time to help ring fence quality time within the manager’s diary
- Organise contract review meetings with suppliers including collating contract briefing papers for the Contract Operations Manager and Head of EME prior to review meetings.
- Transcribe from audio, copy type or shorthand (where appropriate), all correspondence as required by the EME Team, ensuring layout, spelling, grammar and punctuation is consistent and correct.
- Maintenance of the filing and computer systems and relevant departmental databases, ensuring accurate data entry of all administration, including the efficient management of records that facilitates the effective running of service contracts.
- Work with Procurement & Finance colleagues to ensure timely processing of contract transactions for new and renewed contracts.
- Work with product suppliers and procurement frameworks to ensure that contracts purchasing is ethical, compliant and cost efficient.
- Produce monthly reports on contract performance highlighting any shortfalls against KPIs
- Organise own work schedule and adapt as required to meet commitments of others within the agreed timescales and escalate, where not possible.
- Supervise workload of EME administration team to ensure department KPIs are met.
- Provide support to other members of the administration team during periods of leave as required.
- Drafting responses to routine enquiries as appropriate.
- Maintenance of stationery and office supplies required to carry out role.
- Maintain administrative procedure for department, including documentation library.

**Job Types**: Full-time, Permanent

**Salary**: £27,500.00 per year

**Benefits**:

- Company pension
- Free or subsidised travel
- On-site parking

Schedule:

- Day shift
- Monday to Friday

Work Location: One location

Reference ID: 4867176