Contracting Services Administrator

Contracting Services Administrator (V-188193)

Location: Omagh, Northern Ireland

Sector: Admin & Secretarial

Salary: £12.79 per hour

Contract length: initial 3 month

Pay rate: £12.79 Per Hour

Location: Omagh, Northern Ireland

Venesky Brown's client, a public sector organisation in Omagh, is currently looking to recruit a Contracting Services Administrator for an initial 3 month contract on a rate of X.

Responsibilities

• Support the Contracting Services Team in the continued development, production and maintenance of contracts, which may include Regional/Local Health Authorities, Trusts and Republic of Ireland, in conjunction with relevant Trust Directors, Assistant Directors and Heads of Service.
• Assist in the roll forward arrangements of contracts with external organisations on a planned basis.
• Provide assistance in supporting directorates in the contract review process and updating contracts as required, taking account of new legislation and standards.
• Participate and assist the Contracting Services Team in the development of robust performance monitoring systems to ensure that contracts are within the service activity and financial targets. This will entail updating and maintaining contract monitoring spreadsheets, e.g. monthly/quarterly contract monitoring returns, quarterly accidents/incidents (QAI), quarterly complaints/commendations (QCC) and Bed Occupancy reports as well as utilising reports from the contracts monitoring database.
• Undertake all aspects of office administration utilising the Microsoft Office Packages and other ICT equipment in supporting the function of the Contracting Services Team, in particular:
• Maintaining diaries and appointments.
• Maintaining and updating office stationery and supplies as necessary.
• Typing general correspondence including letters, memos and reports, involving the use of computer packages.
• Establishment and maintenance of an efficient and effective filing system.
• Disseminating information via e mail.
• Setting up and maintaining appropriate spreadsheets using Microsoft Excel.
• Dealing effectively and efficiently with telephone enquiries.
• Utilising, maintaining and updating bring forward systems as necessary.
• Handling incoming and outgoing mail, photocopying, binding and using the fax machine.
• Assist the Contracting Services Team in the organisation and servicing of meetings, training, seminars, workshops and conferences, including:
• Booking and organising dates, venues, equipment and hospitality.
• Preparation and distribution of all correspondence and documentation associated with events.
• Liaising with appropriate personnel.
• Attending events to provide event management support.
• Preparing agendas.
• Taking minutes at meetings.
• Typing minutes and distributing them, including implementation of actions from the meeting.
• Establish and maintain communication links with a wide range of organisations and agencies.
• Contribute to the formulation of protocols and templates within the department to ensure consistency of practice and overall effectiveness of the team.
• Assist with the production of Quality Assurance Reports within the Contracting Services Department.
• Provide an administrative role in the tendering process of new services as and when required.
• Update and maintain the Departments Contract Monitoring database.
• Assist the Contracting Services Team to maintain a comprehensive contracts directory.

Essential Skills

• 5 GCSEs including English and Maths and 1 year(s) experience working in an administration and clerical environment.
• OR
• 3 years experience working in an administration and clerical environment.
• Ability to work on own initiative.
• Flexibility.
• Ability to plan effectively to meet deadlines.
• Ability to organise complex material.
• Ability to maintain and respect confidentiality.
• Good oral and written communication skills.
• Ability to work as part of a team.
• Filing systems.
• Computer systems.

Desirable Skills

• Experience of working within a contracting environment.
• Experience of Microsoft Packages.