Digital Asset, Software Licensing and Procurement officer
Job summary
Job Overview
At South London and Maudsley NHS Foundation Trust, we believe in providing excellent care which is delivered with pride and compassion. Everything we do is to improve the lives of the people and communities we serve and to promote mental health and wellbeing for all.
The post holder will be responsible for the provision of a robust Digital Services Assurance function meeting the needs of Digital Service Users and Digital Services Analysts in line with provisions of the Digital Services Service Level Agreement (SLA).
The post holder will provide day-to-day administrative support for the management of the Trust's digital assets and software licences. Working within agreed procedures and under the direction of the Digital Services Admin Supervisor, they will maintain accurate records, process approved procurement requests and help coordinate equipment and access requirements for new starters, movers and leavers.
The post holder will assist in the provision of customer support, interfacing and maintaining business and supplier relationships.
Career progression
We are committed to get the very best out of our staff and support staff in their career aspirations. We have career pathways available, where you will be able to develop your skills and build on your experience to progress into other roles across different specialties. In addition, we offer ongoing training and development in conjunction with the BCS membership.
Main duties of the job
The post holder will provide assistance in the governance across Digital Services Administration team ensuring successful delivery of the Digital Services Administration Service following the ITIL standards for Service Management, empowering technology and process to ensure the users have the best possible experience and outcomes, both internally to Digital Services and all Service Users within the Trust.
Monitor and progress routine ServiceNow requests relating to digital assets, software licences, procurement and user requirements, ensuring records are complete and referring delays or exceptions to the appropriate team or manager.
Update and maintain accurate asset records throughout the equipment lifecycle, including receipt, allocation, transfer, stock checks, recovery, repair, replacement, secure disposal and decommissioning.
Carry out routine administration for Trust devices, including laptops, desktops, monitors, mobile phones, SIM cards, peripherals and other digital equipment, ensuring ownership, location and status are recorded correctly.
Flexible working:
As one of the few Trusts in London we are proud to offer flexible working as part of our new ways of working, and we are happy to talk flexible working at the interview stage. In this role you will be able to work Monday to Friday in the time frames from 8am to 6pm, giving you the very best of good work life balance.
About us
About us
Digital Assurance falls within the Digital Services Service umbrella, which follows the ITIL standard of Service Management, empowering technology and process to ensure the customers have the best possible end result.
About our location
The Digital Assurance team are based across the various sites - this role is predominately based at St Pauls House.
Maudsley Hospital (headquarters)
Our Trust headquarters is located at Denmark Hill less than 5 minutes from the train station (zone 2) and is within walking distance from the beautiful green spaces of Ruskin park and the vibrant high-street that offers great shopping opportunities and with a wide range restaurants.
St Pauls
St Pauls is located within the Bromley area and is less than 10 minutes from the train stations (Bromley South, Bromley North and Shortlands) It is within walking distance from the beautiful green spaces of Bromley Park and the vibrant high-street that offers great shopping opportunities and with a wide range restaurants.
Bethlem Royal Hospital
Bethlem Royal Hospital is based in a beautiful setting in over 200 acres of green space in the London Borough of Bromley, South East London. The hospital has easy access to nearby main roads and have offers free parking. The site is within walking distance from of Eden Park and West Wickham overland stations.
Job description
Job responsibilities
Key Responsibilities:
Monitor and progress routine ServiceNow requests relating to digital assets, software licences, procurement and user requirements, ensuring records are complete and referring delays or exceptions to the appropriate team or manager.
Update and maintain accurate asset records throughout the equipment lifecycle, including receipt, allocation, transfer, stock checks, recovery, repair, replacement, secure disposal and decommissioning.
Carry out routine administration for Trust devices, including laptops, desktops, monitors, mobile phones, SIM cards, peripherals and other digital equipment, ensuring ownership, location and status are recorded correctly.
Maintain software licence records, including allocations, renewal dates, usage and available licences, and assist with the recovery and reassignment of licences in line with agreed processes.
Process approved hardware and software requests in accordance with Trust policies and established information governance, cyber security, technical assurance and financial approval processes.
Support procurement activity by requesting quotations, raising and tracking requisitions and purchase orders, receipting goods, maintaining supporting documentation and following up routine delivery or invoice queries.
Check that purchasing records are complete and correctly coded, approved, receipted and, where applicable, recharged, referring discrepancies in accordance with Trust financial procedures.
Liaise with recruiting managers and relevant Digital Services teams to confirm and progress standard equipment, software and access requirements for new starters, movers and leavers.
Support the Digital Services induction process by preparing equipment and access checklists, arranging asset handover, providing standard user information and completing allocation and acceptance records.
Complete routine stock, asset and licence checks; investigate straightforward discrepancies; and refer unresolved issues, expiring licences, low stock or potential compliance concerns to the appropriate manager.
Assist with recording and progressing reports of lost, stolen or unaccounted-for devices, including updating relevant records and following agreed security and replacement procedures.
Prepare routine reports and information on assets, stock, software licences, procurement activity and outstanding requests for review by the supervisor or relevant manager.
Person Specification
Qualifications
- GCSEs or equivalent, including English and Mathematics, or relevant practical experience.
- Evidence of continuing professional development relevant to administration, digital services, procurement or asset management.
- ITIL Foundation Chartered Institute of Procurement and Supply training, or equivalent awareness.
- Qualification in business administration, customer service, procurement, IT or asset management.
Experience
- Experience of providing administrative support in a busy, customer-focused environment.
- Experience of entering, checking and maintaining accurate records using electronic systems or spreadsheets.
- Experience of processing requests, coordinating deliveries and responding to routine enquiries from users, suppliers or internal teams.
- Experience of following procedures, working to deadlines and organising a varied workload with limited day-to-day supervision.
- Experience of supporting an onboarding, induction, equipment issue or leaver process.
- Experience within the NHS, public sector or a large multi-site organisation.
- Experience of ServiceNow or another IT service-management system.
- Experience of software licence administration, device lifecycle management, procurement or invoice processing.
Knowledge and Skills
- Good working knowledge of Microsoft 365 applications, particularly Outlook, Excel, Word and Teams.
- Understanding of the importance of accurate asset, stock, software licence and purchasing records.
- Awareness of basic purchasing, receipting and invoice processes.
- Good organisational skills, attention to detail and the ability to prioritise routine tasks and meet deadlines.
- Clear written and verbal communication skills, with the ability to provide straightforward information without unnecessary technical jargon.
- Ability to follow procedures, identify discrepancies, resolve routine issues and recognise when to seek advice or escalate a concern.
- Understanding of confidentiality, data protection, information governance and cyber security responsibilities.
- Knowledge of NHS procurement, finance, information governance or digital-service processes.
- Awareness of ITIL service-management principles and configuration or asset-management databases.
- Ability to analyse basic asset, licence and purchasing data and present clear management information.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants.
Employer details
Employer name
South London and Maudsley NHS Foundation Trust
Address
St Pauls House, Bromley
Bromley, Kent
BR2 0EP
United Kingdom
Employer's website
https://www.slam.nhs.uk/