Contracts Assistant
Job summary
An exciting opportunity has arisen for a proactive, highly organised and motivated Contracts Assistant to join our Finance team. Working closely with the Senior Contracts Manager, you will provide comprehensive administrative support for the development, management and monitoring of the Trust's healthcare contracts.
In this varied role you will require be required to help maintain accurate contract documentation and registers, coordinate information and reporting requirements, support contract and performance review meetings, and assist with the completion of NHS returns within required timescales. You will work with colleagues across the Trust and with Commissioners, helping to ensure that information is accurate, up to date and provided by agreed deadlines.
The successful candidate will have excellent organisational, communication and IT skills, with strong attention to detail and the ability to manage competing priorities. You will be comfortable working both independently and as part of a team in a busy environment where accuracy, confidentiality and timely delivery are essential.
Main duties of the job
Provide administrative and contract management support.
Assist with developing and maintaining contract documentation.
Support contract monitoring and performance review meetings.
Maintain the directory of services, contract register and external returns log.
Coordinate responses to information requests, reports and returns.
Communicate requirements and deadlines to Service Managers.
Support Trust teams with contract documentation as required.
Assist Finance with completing NHS returns within required timescales and legal requirements.
Support the Senior Contracts Manager and work towards agreed objectives within relevant professional policies.
About us
About Devon Partnership Trust
We provide mental health, learning disability and neurodiversity services, as well as a range of specialist & secure services for the wider south west region & nationally. We are passionate about promoting good mental health & wellbeing. We strive to use the expertise & resources within our organisation, and through our partnerships, to deliver high quality services that are safe & focused on people's recovery.
We are committed to developing a culture of coproduction, involving patients, families & carers in everything we do
Our values
We not only recruit based on qualifications & experience - we recruit individuals who possess & demonstrate the behaviours which underpin our Trusts core values. These include such attributes as showing a commitment to quality of care, improving lives of others, giving respect, dignity & compassion. We can bring those values to life in our everyday tasks by giving a smile; making time for people; challenging ourselves & others, & being open to new ideas.
We are committed to being an inclusive employer & applications are encouraged & welcomed from all sections of the community, regardless of any protected characteristics as governed by the Equality Act 2010. Part time & flexible working applications will be considered & supported, where possible. We particularly encourage applicants with lived experience of mental health conditions, neurodiversity or learning disabilities. We are a Disability Confident Leader.
Job description
Job responsibilities
The post holder will -
Provide comprehensive administrative support, working as a member of the finance team, assisting the Senior Contracts Manager with the development and management of the Trusts Healthcare Contracts;
Assist in the development of contract documentation throughout the contracting process, ensuring that contract documentation is kept up to date, including a record of the status of all contracts and contract schedules via the contracts register;
Support the Senior Contracts Manager in putting in place appropriate arrangements for meeting the monitoring requirements of the contracts, including the compilation of periodic reports ready for sign-off by Senior Managers;
Support the Senior Contracts Manager in facilitating contract and performance review meetings to include ensuring the necessary reports are completed and disseminated in preparation for meetings;
Assist in the maintenance of the directory of services;
Support the Senior Contracts Manager with co-ordinating and collating the responses to ad hoc requests for information, reports and returns;
Keep the electronic contract register and external returns log updated and ensure Service Managers are aware of requirements and deadlines;
Support any other areas within the Trust on contract documentation as and when required;
Support the Finance Department with the preparation and completion of NHS returns within predetermined timescales and legal requirements;
Provide support to the Senior Contracts Manager as required; and
Work towards agreed objectives operating within broad professional policies.
Duties and Responsibilities
Communication and Working Relationships Skills
The post-holder will help develop and maintain excellent relationships between the Trust, its Directorate and Service Managers and the Commissioners of its services, as well as the wider finance team.
Disseminate contract regulations and NHS rules to relevant parties
To provide and receive routine factual information and reports relating to the contracting service, requiring tact and persuasive skills to overcome communication barriers, influence stakeholders to provide timely information, and support the achievement of agreed deadlines.
Analytical and Judgemental Skills
Support the development and maintenance of contractual information for the Trust, highlighting potential areas for escalating concerns or issues to senior colleagues where appropriate.
Assist in identifying and investigating issues relating to contracts, using a structured approach to problem solving and escalating complex matters to the Senior Contracts Manager.
Planning and Organisational Skills
Be able to prioritise processes in times of pressure.
Plan own workload to ensure weekly, monthly, quarterly and annual external returns are received and recorded on the external returns log.
Assist with the submission of external returns as required.
Responsibility for Patient/Client Care, Treatment and Therapy
Limited or incidental contact with patients and clients.
Responsibility for Policy and Service Development Implementation
Support the department in the development and improvement of contracting procedures, systems and processes.
Assist the Senior Contracts Manager with ensuring that Senior Managers are made aware of any changes to reporting requirements arising from contractual arrangements.
Responsibility for Finance, Equipment and Other Resources
Be responsible for systems, processes and procedures for relevant finance functions in accordance with Trust policies.
Monitor and contribute to the maintaining of the financial external returns log ensuring all statutory returns recorded.
Responsible for systems, processes and procedures for relevant finance contracting function in accordance with Trust policies.
Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management
Undertake training and participate in regular supervisions as required.
Responsibility for Information Resources and Administrative Duties
Input financial/contractual data into computerised and paper databases/systems; create relevant reports and upload and down load from systems such as Lark.
Undertake relevant contract function processes and procedures in line with internal control procedures.
Responsibility for Research and Development
Contribute to any proposed changes in the design of contractual systems and processes to enhance the performance of the team and the Trust.
Freedom to Act
Work within Trust policies and procedures.
Any Other Specific Tasks Required
n/a
Person Specification
Skills and Abilities
- Excellent interpersonal and communication skills both written and verbal.
- Ability to present information in a manner that is understandable to a wide audience.
- Willingness to embrace new ways of working/changes.
- Understanding and respect of confidentiality in the workplace.
- Excellent analytical skills.
- Attention to detail/quality.
- Ability to exercise initiative operating within procedural guideline.
- Ability to work without direct supervision on a day to day basis.
- Excellent organisational skills.
- Ability to prioritise own tasks, exercising a degree of independence, initiative and judgement without direct supervision.
- Self motivated and able to work individually or as part of a team.
- Ability to deliver to tight timescales under pressure.
- Ability to respond quickly to changes in work priorities at short notice.
- Able to work in an office environment.
- Able to concentrate for long periods of time whilst dealing with interruptions and switch tasks quickly.
- The post requires developed physical skills to fulfil duties where there is a specific requirement for speed or accuracy particularly when compiling contractual returns.
- Adaptable in continuous change and able to learn quickly.
- Advanced keyboard skills.
Experience
- Previous experience of working within an administrative team.
- Experience of dealing with confidential and complex information.
- Previous experience of working in a Healthcare or Social Care administrative setting.
- Experience of the management and administration of contracts.
- Experience of developing effective relationships and contract arrangements in an environment challenged by limited funding.
- Experience within the Finance or Contracting function of the NHS.
Qualifications
- Business Administration Level 3/ T Level qualification in Management and Administration, or equivalent experience.
- GCSE English or equivalent.
- Experience in a range of settings, both NHS and other.
Knowledge
- Intermediate IT skills in Microsoft Office Packages, i.e. Word, Excel, PowerPoint and Outlook.
- Demonstrate good numeracy and literacy skills.
- Working knowledge of a range of administrative procedures including diary management and arranging meetings.
- Electronic data base management.
- Ability to manage diverse workload whilst dealing with frequent interruptions.
- Ability to meet deadlines and to work under pressure.
- Exceptional organisational skills and ability to prioritise.
- Ability to work both independently and as part of a team.
- Understanding of NHS targets, and the processes through which they are delivered.
- Understanding of the legal/NHS/Foundation Trust framework for Healthcare contracts.
- Understanding of information systems and processes required to support contract administration.
Employer details
Employer name
Devon Partnership NHS Trust
Address
Wonford House
Dryden Road
Exeter
Devon
EX2 5AF
United Kingdom
Employer's website
https://www.dpt.nhs.uk/