Contracting Services Administrator

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 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.

- To 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 eg 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 of all general correspondence including letters, memos, and reports, involving the use of a number of computer packages.

- Establishment and maintenance of 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.

- Utilise, maintaining and updating bring forward systems as necessary.

- Handle incoming and outgoing mail, photocopying, binding, using fax machine etc

- Assist the Contracting Services Team in the organisation and servicing of meetings, training, seminars, workshops and conferences including:

- Booking and organisation of 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 distribution of same 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 contribute to the 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 maintenance of the Departments Contract Monitoring database

- Assist the Contracting Services Team to maintain a comprehensive contracts directories

Essential Skills:

- 5 GCSEs including English and Maths and 1 years 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