Contracts and Business Support Officer

1Support the Head of Contracts and Engagement and Contracts Manager in the ongoing review of a defined portfolio of contracts, including:Arranging and scheduling contract review meetings;Distributing meeting papers and tracking attendance;Taking accurate notes and preparing minutes and action logs;Ensuring actions are followed up and completed to deadlines;Supporting senior managers during meetings with suppliers and stakeholders. Maintain files and systems, including digital records, contract variations, extensions and renewals. Assist in the drafting and formatting of contract documents, contract and transparency notices, and supplier communications in line with the Procurement Act 2023 requirements, under supervision. Update and maintain the contracts database and associated trackers, ensuring all information is accurate, timely and complete. Support the issue of contracts via e-Contract systems, managing version control and filing. Assist in the collation of contract performance reports, highlighting missing data or risks to compliance as identified by senior staff. Provide administrative support to procurement and contract-related projects, including supplier engagement exercises and procurement pipeline tasks. Assist with the validation of invoices against contract terms where required. Deputising to provide adhoc admin support to Executive Assistant where required, including preparation of presentations, minute taking, meeting management and support, and any other duties as required. Produce and manage the production of all internal and external communications using Canva, Powerpoint, Word, Teams, and Web Builder and others as required, and investigating new technologies and processes in order to improve efficiencies and make savings. Support the collection and collation of contract performance data including delivery volumes, service standards, and KPIs. Support Contract Manager in validating data against contracts. Assist Contract Manager to record and track supplier performance concerns, escalating issues to the Contracts Manager where necessary. Assist in preparing benchmarking data summaries and basic trend reports under supervision. Act as a first point of contact for routine supplier and stakeholder enquiries within the scope of the role, including taking incoming calls to Priestley Road and directing to the correct department or person. Liaise with Executives, Senior Leadership team, Procurement, Clinical, Finance, and Operational teams to support effective contract delivery and data flows. Communicate in a professional and courteous manner, recognising that all communications and documentation may be subject to audit or legal disclosure. Contribute to the organisation and coordination of internal/external meetings and forums. Support administrative processes across the Executive, Contracts and Procurement teams including shared inboxes, document libraries and meeting scheduling. Contribute to the induction and support of new team members where appropriate. Take responsibility for personal learning and development, attending training and development opportunities aligned to the role. Support career development through CIPS or contract management training as part of a structured learning plan. Contribute to team-based initiatives, improvements to document management and customer service delivery. Track and file sustainability information and KPIs submitted by suppliers, in line with contract terms. Assist Contracts Team in the mandatory collection of data relating to Scope 3 Carbon Reporting for relevant contracts (e.g., over £5 million in value post-April 2024). Collate quarterly updates from suppliers on sustainability initiatives, and assist in the preparation of reports to the Senior Contracts Manager. Apply organisational policies and procedures to contract support tasks, escalating issues where necessary. Maintain accurate records in Atamis, Excel trackers, and other contract management systems as directed. Contribute to the development of improved office systems for contract tracking, document control and version management. Plan and prioritise workload effectively, managing conflicting demands and responding flexibly to urgent requests. Work within clearly defined boundaries, referring to senior colleagues for advice or escalation. Ensure all documentation is managed in accordance with organisational policies on data protection, confidentiality, audit and Freedom of Information