Contract Support Officer

Job overview

This is an exciting opportunity to play a key role within the new Contract Management Team at Nottingham University Hospitals NHS Trust, supporting the effective delivery of contract management across the organisation.

The Contract Support Officer provides a combination of administrative, analytical, and organisational support to ensure that contract documentation is accurate, compliant, and maintained. Working closely with the Contract Manager and senior colleagues, the post-holder contributes to contract monitoring, reporting, financial and performance analysis, and the processing of contract variations, extensions, and documentation in line with Trust and NHS governance requirements.

With a strong emphasis on governance, compliance, and data integrity, the role supports adherence to Standing Financial Instructions, audit standards, procurement legislation, and information governance principles, including maintaining the Trust’s contracts database (Atamis). The post-holder will liaise confidently with internal departments, suppliers, and external providers to support effective communication and contract administration.

The role requires a high level of organisation, attention to detail, and the ability to interpret and analyse data to identify variances, trends, and risks, escalating issues appropriately. As an integral member of the team, the post-holder will also contribute to improving processes and systems while engaging in continuous learning and development.

Main duties of the job

In addition to the below summary,  you need to familiarise yourself with full Job Description and Person Specification documents attached to this advert.

The post holder will support the day-to-day operation of the contract management function by ensuring that contract records, documentation and systems are accurately maintained and kept up to date. They will assist in the drafting and processing of routine contract documentation, variations and extensions, and provide comprehensive administrative support for contract-related meetings, correspondence and communications.

The post holder will contribute to the production of routine reports and summaries, review supplier performance and spend information, identify variances or areas of concern, and escalate issues to senior colleagues where appropriate.

The role also supports compliance with Trust policies, Standing Financial Instructions, procurement legislation and audit requirements through careful record keeping, use of the contracts database (Atamis), and adherence to information governance and confidentiality standards. The post holder will work closely with internal departments, suppliers and external providers to ensure clear communication, accurate interpretation of contract information and timely completion of actions, while contributing to the ongoing development of efficient team processes and ways of working.

Detailed job description and main responsibilities

THIS POST IS SUBJECT TO BANDING

Key Job Responsibilities

Contract Administration and Support

Maintain accurate and up-to-date contract records, databases, and document management systems.

Draft and process standard contract documentation, variations, and extensions under guidance.

Support the preparation of routine correspondence and service agreements.

Provide administrative support for contract-related meetings, including agendas, papers, minutes, and action logs.

Data, Reporting and Financial Monitoring

Assist in collecting and validating financial, activity, and quality data relating to contracts.

Produce routine reports and summaries for the Contract Manager and Senior Contract Manager.

Carry out data analysis to support contract monitoring, including reviewing spend data, checking supplier performance information, identifying variances, and escalating concerns to senior team members where required.

Governance and Compliance

Support compliance with NHS and Trust policies, Standing Financial Instructions (SFIs), and audit requirements.

Maintain confidentiality and data security at all times when handling contractual information.

Escalate complex or high-risk issues appropriately to the Contract Manager.

Maintain the Trust’s contracts database (Atamis), ensuring compliance with procurement legislation.

Communication and Stakeholder Engagement

Liaise professionally with internal departments, suppliers, and external providers on contract matters.

Communicate clearly with colleagues to support the interpretation of contract information and ensure tasks are completed accurately.

Teamworking and Development

Work collaboratively as part of the contract management team to support delivery of objectives.

Participate in training, learning, and personal development opportunities as part of a performance development review.

Contribute to improving systems, processes, and ways of working within the team.

Line Management

This role has no line management responsibilities.