Contracts Administrator

Are you looking for an opportunity to work within a leading healthcare service? Are you highly organised with excellent verbal and written communication skills? This could be the role for you. We are looking for a Contracts Administrator who can help support our client’s Integrated Care Board (ICB) Contracts database for a Fixed Term Contract until January 2025 .
The salary for this role is £30,279 per annum and will be hybrid with 2 days per week (Mondays & Tuesdays) in their Marylebone office. 

The Role:
Providing and coordinating administrative support, including inputting, monitoring and checking data in the North West London (NWL) Integrated Care Board (ICB) Contracts database, which is required for recording and managing all NWL ICB contracts. Working to improve the quality of the data and the reporting. Supporting the team with the management of projects, gathering information and undertaking enquires as and when is necessary for the team, taking appropriate follow-up action as required

Background and Context:
Our client’s North West London Integrated Care Board (NWL ICB) is a statutory body responsible for planning and allocating health and care resources to improve the lives of people in eight boroughs across North West London: Brent, Ealing, Hammersmith and Fulham, Harrow, Hillingdon, Hounslow, Royal Borough of Kensington and Chelsea and Westminster.
The local population is large and diverse, with a wide range of health and care needs that are evolving all the time. Working with our partners including Councils, NHS provider Trusts, GPs and voluntary and community organisations we plan and allocate our client’s resource to deliver a wide range of services including urgent and emergency care, mental health, primary care, elective hospital services and community care.
All ICB roles work collectively to ensure our residents and patients have access to the right services when they need them as well as focusing on prevention and health promotion, supporting residents to take greater care of their own health and live longer, healthier lives. 
To do this we will:

• improve outcomes in population health and healthcare
• reduce inequalities in health outcomes, experience, and access
• enhance productivity and better value for money 
• support broader social and economic development within our area.

Purpose of the Role:
Highly motivated and enthusiastic individual to provide and coordinate administrative support, including for example, inputting, monitoring and checking data in the Contracts database, which is required for recording and managing all contracts. Working to improve the quality of the data and the reporting. Supporting the team with the management of projects, gathering information and undertaking enquires as and when is necessary for the team, taking appropriate follow-up action as required.

Main Responsibilities:
Communication and Relationship Skills

• To be able to communicate effectively both verbally and in writing.
• To act as the first point of contact to manage and co-ordinate communication for the contracts teams and to be able to respond to frequent requests for information on contracts and services.
• To establish effective communication and build relationships with Providers, Programme Leads and senior commissioners, and the BI, quality and finance functions within the organisation.
• To manage information sensitively and autonomously.
• To liaise with other departments and parts of the organisation and external stakeholders, using influencing and persuasion skills to follow up and gather data and information as needed.

Analytical and Judgemental Skills

• To manage and respond effectively to complex queries from commissioners and providers and resolve issues and provide answers using own judgement and knowledge where there will be a range of options and the response is not straightforward or obvious.
• To create new records, maintain and update the Contracts database (Atamis) system, in a timely and accurate way, ensuring that all contract records are accurate and in a timely manner and in line with agreed protocols with the NWL contract and procurement processes. To produce reports using Atamis.
• To draft high quality contracts, reports and other documents as required in the contracting of services and producing contractual documentation which includes our client’s Standard contracts and framework agreements.
• Able to produce accurate, clear high-quality minutes from meetings where technical language is often used and it is important to record accurately. When required prepare agendas, and produce an d distribute notes of meetings including group discussions and producing action logs.

 
Planning and Organisational Skills

• Support the team to ensure that the portfolio of tasks/projects is planned, managed and delivered effectively.
• To plan and prioritise information requests and ensure responses are timely.
• Using contract team templates, draft documents, and gather data / documents for discussion and distribution in advance of meetings.
• Provide administrative support including when appropriate to team members to support a range of department initiatives.
• To maintain departmental records for operational management purposes, including sickness and annual leave.
• Policy and service deployment implementation
• Contribute to the review and development of existing and emerging new systems to support improvement in contract and information management functions in the team.

Financial and Physical Resources

• Responsible for supplies and equipment for the team and day to day budgetary responsibilities.

Staff Management

• Provide training, advice and support on own area of responsibility. Support training and induction of new and existing staff.
• Provide guidance and advice on relevant processes and procedures.

Information Resources

• The management and development of the contracts database (Atamis).
• Ensure efficient record keeping and produce report summaries from the database which are needed for tracking and managing the NWL ICB portfolio of contracts. Records must be compliant with good Information Governance standards.
• Develop and maintain effective electronic filing systems, to ensure that information is kept securely and is accessible to other members of the team and external enquires. Also to set up new files and folders working to ensure that systems are tidy and up to date with materials archived appropriately, and audit trails maintained

Freedom to Act

• Plan and prioritise own workload to fulfil responsibility for the effective co-ordination of the Contracts function.
• Use knowledge and judgment of overall system to help determine when to escalate issues to more senior members of the team.

Other

• High levels of accuracy for frequent data inputting and analysis and good attention to detail are required.
• Ability to respond to sudden unexpected demands in the workload.

What are the perks of working with us?

• Work for a world renowned healthcare organisation delivering a world class service, with multiple divisions there is ample room for career progression within the organisation and personal development is widely encouraged
• Receive industry leading training and work for Europe’s largest employer
• 27 day’s holiday plus bank holidays (pro rata)
• A very generous pension
• Season ticket loans for travel
• Cycle scheme including discounted prices
• Health Service Discounts ranging from food, fashion, travel and mobile phones