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Procurement & Contract Manager

NHS AfC: Band 8a

Main area
Commercial, Procurement, Contract Management, Legal
Grade
NHS AfC: Band 8a
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
914-BSA3421
Site
Newburn Riverside
Town
Newcastle
Salary
£47,126 - £53,219 per annum
Salary period
Yearly
Closing
04/07/2022 23:59

Job overview

The Technology and Workforce Directorates support the delivery of services that underpin the benefits of living and working for the NHS.  We want to support all those involved in the NHS by providing the supporting services to the best of our abilities. This is to be achieved by having a broad mix of delivery models and strategies, bringing in latest market thinking and the best people.

The role of the Procurement and Contract Manager is to provide contract management and commercial leadership to our nationally delivered operational business services. This role involves the management of some of the highest profile contracts within the organisation . It involves establishing best practice for managing contracts in a delivery environment where flexibility is the main delivery methodology.  There is a strong focus on the use of technology underpinning service delivery.

What do we offer?

  • 27 days leave (increasing with length of service) plus 8 bank holidays
  • Flexible working (we are happy to discuss options such as compressed hours)
  • Flexi time
  • Hybrid working model (we are currently working largely remotely)
  • Career development
  • Active wellbeing and inclusion networks
  • Excellent pension
  • NHS Car lease scheme
  • Access to a wide range of benefits and high street discounts!

Main duties of the job

The role will require the development of strong relationships with a range of internal and external contacts at all levels across the NHSBSA and supplier base from senior leaders to operational managers. 

Responsibilities

  • Work with suppliers and senior business leads to manage contracts appropriately, obtain key supplier performance information and maintain the relationship;
  • Lead in the design and implementation of innovative commercial solutions, including robust and leading-edge contract management tools, techniques and processes and help to embed these across the organisation;
  • Actively provide support to ensure that all activity supports the NHSBSA's key objectives, is underpinned with robust governance and risk management whilst complying with all relevant Government, EU and departmental policies and regulations;
  • Provide subject matter expertise to a range of complex and high risk commercial issues, including coaching and mentoring the team and stakeholders to support the development of their own capability in dealing with complex and challenging contract management issues;
  • Support the development, embedding and continuous improvement of the contract management framework including the tools, templates, methods and processes which underpin the activity;
  • Ensure that robust performance management principles are embedded to facilitate clear and accurate reporting of progress and achievements and present the information to senior stakeholders.

Working for our organisation

At the NHS Business Services Authority (NHSBSA) we deliver a range of essential national services to NHS organisations and contractors, patients and the public.

You may already be using some of our services. Do you have a prescription pre-payment certificate? Perhaps you found this vacancy through NHS Jobs? We’re behind these, and much more.

Being one of the UK’s Best Big Companies to work for, our values are to be Collaborative, Adventurous, Reliable and Energetic. We CARE about what we do and support each other in achieving our objectives.

Our people are the heart of our organisation. We strive to ensure they feel trusted, valued and empowered. We’re passionate about nurturing and developing people. When you join us, we want you to grow, and we offer many opportunities for you to do that.

We welcome applications from people of all backgrounds. With wellbeing and inclusion central to our ethos, our BAME, Disability and Neurodiversity, LGBTQ+, Armed Forces and Women’s networks help our colleagues to be their authentic selves at work.

At the NHSBSA we value and respect the diversity of our colleagues and are committed to being a flexible employer. We are proud to offer flexible working opportunities. Whether you’re interested in hybrid working, working from home, flexible hours or job sharing, apply today and we can discuss available options with you at the interview stage.

We are the NHS delivering for the NHS.

Detailed job description and main responsibilities

In this role, you are accountable for:
1. To support the Senior Commercial Manager to ensure that appropriate contracts are put in place that meet customer / client needs.
2. To assist with high profile and complex negotiations for major sourcing activities.
3. Ensure the team selects the most effective sourcing route for the service / product.
4. Delivering efficiencies through effective procurement and contract management.
5. To work with customers and clients (using market knowledge and commercial rigour) to develop their requirements into clearly defined specifications.
6. Managing the contract change control process involving liaison with the Contractor, the Business and relevant Senior Commercial Manager as required for approval purposes.
7. Drafting Statements of Work (SoWs), ensuring close alignment to business/project requirements and including deliverables, milestones, acceptance criteria, pricing, dependencies and assumptions.
8. Executing and Managing Statements of Work, ensuring correct governance procedures are followed and managing SoWs with rigour and diligence.
9. To support the business in complying with the NHSBSA standing financial instructions and other controls and governance requirements, and that all necessary approvals are in place.
10. Interfacing with senior colleagues and senior representatives from suppliers ensuring the NHSBSA’s business objectives are met.
11. Exercises complex decision making, detailed option analysis, recommending solutions using persuasion and influencing skills on strategic sourcing initiatives as required.
12. Monitoring performance against service levels, recurring contract obligations and KPIs and initiating discussions with the Business and Finance on poor performance. The post holder takes early action to tackle sub-standard Contractor performance,  gaining commitment of the Contractor to resolve problems within agreed timescales and provides detailed reports as required to the Senior Commercial Manager and the relevant Board on contract performance matters.
13. Providing supplier management capability to support Commercial Services Team colleagues and the Business
14. The assessment of risks to the effective delivery of the contracted services including implementation of appropriate strategies 
and actions to manage the risks and ensure continuity. 
15. Develops and applies contract management policies ensuring that the contractor delivers continuous improvement of the delivery, quality, cost effectiveness and responsiveness of the contracted services, developing the relationship beyond merely achieving contractual compliance. Working with the Contractor and the Business to develop mutually advantageous annual continuous improvement plans
16. Managing all supplier related incidents and complaints (that impact on performance of the contract) from the Business and escalates issues where necessary. Ensures that problems are dealt with quickly and that corrective action is initiated in a timely manner.
17. Defining, controlling and managing costs and budgets for the managed contracted service. Manages the authorisation process for approving invoices including verification of amounts invoiced by the Contractor. Is an authorised signatory for expenditure.
18. Working with the Business and Supplier to review service levels and KPIs and implement changes where agreed, to ensure value for money.
19. Chairing regular review meetings with the Contractor for assessing past performance and setting future targets. This involves maintenance of accurate records of all meetings
20. Establishing and maintaining effective communication to both technical and non-technical audiences, about difficult and/or complex matters.
21. Being committed to personal development and actively seeking to enhance the performance of self and others by identifying opportunities to develop existing or acquire new, skills and competencies.
22. Maintaining an awareness of developments and risks and issues in NHSBSA’s directorates.
23. Analysing, synthesising and presenting knowledge and information about multi-stranded or complex subjects and concepts to influence key decisions.
24. Where required, be responsibility for the effective line management of staff including appraisal, absence management, disciplinary and grievance processes, performance monitoring and management and Personal Development Plan creation and execution.
25. Has a thorough knowledge of, and always adheres to, the Public Procurement Regulations and the NHSBSA’s Standing Financial Instructions.

Person specification

Personal Qualities, Knowledge and Skills

Essential criteria
  • Creative and dynamic, strong on lateral thinking, bringing fresh ideas and proposing new but risk evaluated solutions.
  • Understanding of process and procedures in commissioning and managing contracts.
  • Successful implementation of good practice in managing suppliers, resources and performance improvement.
  • Excellent communication skills with the ability to explain fundamental concepts including areas with highly complex subject matter.
  • Proactive and personally motivated with the ability to motivate others.
  • Accurate with attention to detail.
  • Flexible, adaptable and able to manage conflicting priorities.
  • Open to different ways of working.
  • Persuasive and negotiation skills are a requirement.
  • Able to effectively manage relationships with others within the Authority and third-party organisations.
  • Public Contract Regulations and NHS/Government policies.
  • Able to travel, which may involve some overnight stays.
Desirable criteria
  • Knowledge of agile methodology.
  • Passionate and committed to making a positive difference to the organisation.
  • Knowledge of contracts including government frameworks.
  • Proven experience in IT strategic sourcing management, using tools and techniques that deliver benefits that include financial savings.

Experience

Essential criteria
  • Responsibility for running procurement processes including producing tender documentation.
  • Managing contractors, professional advisers and staff resources to achieve corporate objectives.
  • Significant experience of contract management (equivalent experience may be considered).
  • Experience of working at a senior management level including directors, the CEO and the main Board.
  • Experience of contract negotiation on complex, high value contracts exceeding £1m.
  • Experience of managing stakeholder/supplier relationships at all levels including director level.
Desirable criteria
  • Awareness of full range of NHSBSA Business services.

Qualifications

Essential criteria
  • Degree or equivalent.
Desirable criteria
  • Post-graduate level in relevant discipline.
  • Qualification with International Association for Contract Management (IACCM).
  • Membership of professional body.

Employer certification / accreditation badges

Stonewall Top 100 Employer 2020Disability confident leaderStep into healthBetter Health at Work AwardTop 5 Best OrganisationsTop 25 Best Big Companies to Work forArmed Forces Covenant Gold AwardENEI TIDE Gold 2021Stonewall Gold 2022

Documents to download

Apply online now

Further details / informal visits contact

Name
Jonathan Whitley
Job title
Senior Commercial Manager
Email address
jonathan.whitley@nhs.net
Telephone number
07342 084509