Assistant Contracts Officer

**Main purpose of post**- To support the Senior Contracts Officer in administering the core Highway Service Contracts, consultancy, and ancillary contracts.
- To provide analytical support in contract performance metrics and data to help deliver continual improvement on all highway services contracts.
**Principal Accountabilities**
A - Contract Administration

- Establish and maintain clear and consistent filing systems and records pertaining to all Highways Services and Consultancy contracts.
- Maintain a document control record of all existing and new contract processes, procedures and forms and ensure that they are available to business unit colleagues and wider parts of the Council readily.
- Collate and draft monthly / annual reports on all key performance indicators across all Highways services and consultancy contracts.
- Support Clerks of Work in filing pre-site inspections, works in progress reports, testing of materials, measurements, defect correction schedules and certification of all works let under the core highway service contracts.
- Support those who instruct goods and services in the understanding and operation of relevant processes and procedures of contract, and that they provide sufficient data to enable key performance indicators to be measured.
- Arrange all meetings as requested, which include the monthly contract and progress meetings according to demands of the service; collate and circulate associated information including the agenda; to record and draft the minutes, distributing this to bothinternal and external stakeholders.
- Manage a programme of works list by recording, collating, and updating a list of all details through the project lifecycle of the indicative works, scheduled works and completed works
- Knowledgeable and proficient user of the ICT Works Management System assisting the Senior Contracts officer with queries from project managers and engineers, related to contract queries, record works queries, creating an expenditure code, LA code and allqueries that relate to supporting the Contracts team's governance and processes within the system.

10. Manage and respond to all queries within the Highways contracts inbox in a timely manner to ensure no delay in works, escalating any issues to senior management where necessary
11. Liaise with the contractor and project managers on a bi-weekly basis to produce updates on outstanding WID part 3s, aiding the work initiation process through to completion and encouraging audit compliance.

**B - Finance**- Support the Senior Contract Officer in recording, tracking and filing expenditure on all of the Highways services and consultancy contracts.
- Support the Senior Contract Officer and Business Management team to reconcile payments, debtors and credits across all Highways contracts.

10. Assist in the administering of any variation to any contract in terms of cost, time or quality and incorporated into that contract.
11. Be purchasing officer for low-value office sundries on behalf of the Service

**C - General**
12. Provide support and assistance to other members of the team and provide cover as and when directed.

- Promote and uphold the Council's code of conduct and FRESH values, ensuring that all staff in the service are treated equally with understanding and respect

14. Take responsibility, appropriate to the post, for tackling racism and promoting good race, ethnic and community relations**.**
Work flexibly in undertaking the duties and responsibilities of this job, participating as required in multi-disciplinary cross-department and cross-organisational groups and tasks.