THE COMPANIES
This role is part of a small back-office team supporting two management consultancy business. Together we focus on transforming the NHS, provision of private sector turnaround and people focused change.
Kingsgate is a transformation consultancy business with a strong and established track record of successfully delivering transformational projects and large cost improvement (CIP) programmes primarily in the NHS, as well as in other public sector organisations. Kingsgate also has a strong private sector arm.
Dearden HR is a high quality and trusted provider of HR and workforce solutions primarily with the NHS but also across third sector, education and other public sector. Dearden HR has also undergone significant growth and development in recent years.
THE ROLE – KEY RESPONSIBILITIES
The Contracts Administrator forms a key part of the business support team, working 30 hours a week, with some flexibility of when these hours are worked. The role will be varied and at times demanding. We are looking for people with skills and experience appropriate to the following areas:
Responsibilities:
Administration of contracts and agreements in relation to clients, consultants and partners
- The management and responsibility for drafting and issuing all contracts for clients, associates, subcontractors, fixed term employees, and NDAs to ensure that contractual risks to the businesses are minimised. Also ensuring that signed contracts are received from all clients and are centrally stored.
- Using the company’s standard contractual terms alongside the relevant framework call-off contract templates.
- Contract management of client contracts, acting as the primary point of contact for contractual matters and incoming enquiries.
- Contract management of associate and subcontractor contracts responsible for communications between the Kingsgate/DHR project lead and the associate/subcontractor on contractual, invoicing and resourcing matters.
- Management of the Contract Trackers and Contract Resource Trackers.
- Management, auditing and approval of associate and subcontractor invoices for payment.
- Supplying information to the Bookkeeper in relation to client invoicing and the supply of Monthly Management Information under the frameworks.
- The above does not require legal qualification but willingness to review some contractual details and edit existing templates.
Co-ordinator for our team of associates
· Co-ordinating entry to our team of approved associates.
· Maintaining database of associates’ details.
· Issuing information request forms, onboarding details and responding to basic enquiries from associates.
· Issuing and chasing acceptance of associate contracts as per above.
· Reconciling monthly invoices on Salesforce and accurately recording the relevant details.
Proposals/bid support (co-ordinate and produce proposal/bid documents)
· Contribute to a library of assets used for bidding, e.g. CVs, project history, features and benefits descriptions of how we approach our work.
· Leading and overseeing all Procurement Specific Questionnaires (PSQs), Request for Quotations (RFQs) and Invitation to Tenders (ITTs) responses, ensuring the businesses respond to ITTs quickly and efficiently, producing high quality bid responses within advertised deadlines.
· Coordinate proposal input from a variety of sources
· Manage tender portals, trackers and bid schedules
· Champion collaboration tools, document management and version control best practices.
· Ensure proposal documents follow branding guidelines, standard formatting and quality standards.
· Proofread and quality check bid submissions.
· Provide advice on flow, language and grammar to content owners.
· Consolidate sections and/or documents developed by others team members into the required tender format.
· Ensure tender information is correctly filed.
· Manage the relationship with the framework intermediaries, to identify, win and support the delivery of work.
· Produce and circulate a monthly tenders and frameworks summary, covering live opportunities, key deadlines, submitted bids and pipeline updates.
Identification and co-ordination of competitive leads
· Framework management of all framework agreements (e.g. GCA, SBS, Health Trust Europe) acting as the primary point of contact for contractual matters and incoming enquiries and ensuring that all contractual obligations are met.
· Implement and manage a tracking process to ensure that all framework call-off opportunities, and other advertised tender opportunities are identified, circulated and approved internally.
· Manage communications and sharing of tender opportunities with external business partners and framework subcontractors.
· Attend supplier engagement webinars.
Database support
Supporting the implementation and ongoing effective use of Salesforce (and Resource Hero plug in) as a database for tracking opportunities, resource allocation, pricing, recording resource used and as a repository of project history. Will require data entry with a high degree of accuracy. Salesforce experience, including reporting, preferred but not essential if prepared to learn.
Generate reports as required across the businesses, including monthly client billing.
Contributing to the wider team
- Contribute to the business strategy and direction and attend Strategy Away Days (1-2 per year in London/Surrey).
- Provide general business and administrative support to enable the businesses to operate efficiently on a day-to-day basis.
- Assisting with ad-hoc administrative tasks and cover for back office colleagues as the need arises.
PERSON SPECIFICATION
The role will be varied and at times demanding, and suitable for an organised, dedicated and professional individual. Strong interpersonal and communication skills, organisation, planning and time management skills are essential. The successful applicant will be results-driven, able to deliver to deadlines whilst maintaining excellent attention to detail and accuracy in document administration. Importantly, they should be able to analyse potential and actual problems and develop solutions, with the ability to function at a high level independently but also work well with others. They will enjoy the flexibility of working from home whilst maintaining a motivated and dedicated attitude, working on their own initiative and planning their day to maximise results for the team.
The Contracts Administrator will demonstrate:
Experience and Knowledge
- Administrative experience (essential)
- Experience of working with or in the public sector (desirable)
- Experience of drafting and reviewing contractual documents (desirable)
- Experience of tendering and proposal writing in public sector (desirable)
Skills and Attitude
- Ability to work flexibly, as part of a small team (essential)
- Ability to manage changing priorities (essential)
- Ability to take ownership for work and work independently (essential)
- A willingness to learn and apply learning to future projects (essential)
- Confidence in dealing with senior staff, and ability to establish and maintain relationships with key stakeholders at all levels (essential)
- Proven administration and project management skills (essential)
- Excellent written and oral communication skills (essential)
- Organisation, planning and time management skills (essential)
- Intermediate MS Office (essential)
- Strong analytical, numeracy and research skills (desirable)
- Salesforce including reporting (desirable)
Part-time hours: c.30 hours within our core office working hours of 9:00 – 17:00 with flexible allocation of hours – exact number and spread to be agreed with successful applicant
Salary: circa £35,000 FTE
Benefits:
· Work from home
· Flexible hours / days
· Pension scheme (salary exchange option which in most cases is more beneficial for employee)
· Work expenses reimbursed
Application deadline: Please send your c.v. to louise.mcsherry@kingsgate.uk.com, together with a cover letter outlining your suitability against each of the above responsibilities.
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