Digital Operations & Supplier Assurance Lead

Job overview

This vacancy is only open at this stage to internal employees of the following organisations within the Staffordshire and Stoke-on-Trent Integrated Care System:

• Midlands Partnership University NHS Foundation Trust
• North Staffordshire Combined Healthcare NHS Trust
• University Hospitals of North Midlands NHS Trust, inclusive of Black Country Procurement Group and North Midlands and Cheshire Pathology Service.
• Staffordshire and Stoke-on-Trent Integrated Care Board

The Digital Operations & Supplier Assurance Lead is responsible for supporting the effective management and continuous improvement of digital operational services across MPFT. The post holder will oversee supplier assurance activity, coordinate service review processes, manage digital requests and escalations, and support the delivery of change control and business-as-usual transition activity. The role requires close collaboration with internal teams, external suppliers, and key stakeholders to ensure the maintenance of robust governance, accurate reporting, efficient administrative processes, and high standards of customer service. The post holder will also contribute to process improvement, automation initiatives, and operational performance monitoring.

Main duties of the job

• Managing the administration function for the Digital Operations & Supplier Assurance Team
• Acting as a key contact for digital requests across the Trust
• Providing line management, including work allocation, 1-to-1s, development conversations, attendance and performance management
• Organising team meetings and supplier review meetings, including agendas, minutes and action tracking
• Managing and updating SharePoint content and relevant team information
• Overseeing process mapping and identifying opportunities for automation and efficiency
• Managing escalations, incidents, problems and business-as-usual digital queries
• Supporting change control, reporting, budgets, supplier performance monitoring, and stakeholder communications
• Writing reports, presentations, and delivering training where required

Detailed job description and main responsibilities

This role is not eligible for visa sponsorship. If it is identified that you require sponsorship to undertake this role your application may be withdrawn

KEY DUTIES AND RESPONSIBILITIES:  1.    Where required role is to manage the administration function of the MPFT Digital Operations & Supplier Assurance Team, being one of the key contact points for administration of MPFT Digital requests within the Trust. 2.    Provide line management duties, including work allocation, undertaking regular 1-2-1’s, personal development conversations and managing performance and attendance 3.    Manage the organisation of the MPFT Digital Operations & Supplier Assurance Team meetings  4.    Management and organisation of supplier review meetings at agreed intervals, providing agendas focussed on priority service issues. Participate and minute or action track where necessary. 5.    Create and manage content within SharePoint, taking ownership of relevant information held within this system. 6.    Identifying areas of work where clear ownership and process has not been established, ensuring they are captured and scheduled for development, liaising with relevant stakeholders to support agreed consistent processes.   7.    Oversee the delivery of process mapping, supporting the team in identifying areas of repetitive work suitable for automation, or other more efficient ways of working. 8.    Supporting development of new resources for the trust, such as knowledge bases and chatbots. 9.    Manages the update and escalation of business-as-usual MPFT Digital queries and SSHIS incidents and problems, identifying and reporting themes of recurring issues for escalation. 10.    Manages key MPFT Digital Operations & Supplier Assurance processes, such as escalations; ensuring your own tasks and other team members are completed on time. 11.    To liaise with other members of staff, both inside and outside the Trust, on matters relating to MPFT Digital systems, including ensuring actions agreed by Staffordshire and Shropshire Health Informatics Service (SSHIS), 3rd party led projects and suppliers, are actioned.

• To plan aspects of change control, including the production of documentation and to communicate scope, targets, plans and progress to other team members and directorates. 13.    Report on MPFT Digital changes, problems and incidents progress to relevant stakeholders. 14.    Support the effective financial management of departmental and supplier spend budgets. Arranging and providing administration support from the admin function for budget spreadsheets and supplier performance reports. 15.    To write reports and presentations to provide updates to stakeholders as required, make use of charts, spreadsheets and other visual aids when suitable. Microsoft products will largely be used for these purposes such as Excel, PowerPoint, Project and Visio. This will include formatting and structuring of documents. 16.    Identify discrepancies in reporting, performance risks and issues and flag them for resolution in liaison with the MPFT Digital Operations & Supplier Assurance managers. 17.    Handover work to staff members within other teams when necessary and ensure progress is made and project timescales are met. 18.    To provide training as required to clinicians, management and staff at all levels as necessary. 19.    Support in the creation of surveys to gain feedback from stakeholders. 20.    Maintain strict confidentiality regarding information concerning patients, staff and sensitive Trust business at all times. 21.    Support and troubleshoot ad-hoc MPFT Digital queries as required. 22.    To manage and take ownership of live systems and version updates through a basic PRINCE2 governance approach

Systems and equipment 23.    Uses a range of Microsoft products, for example, Microsoft Office applications, Microsoft Project, SharePoint and Teams. 24.    Uses clinical systems when required. 25.    Uses corporate systems when required, for example, when ordering stock. 26.    Standard keyboard skills. 27.    Use of the Customer Relationship Management (CRM) system to maintain supplier assurance records and details of meetings, actions, contracts, supplier assurance compliance.

Decisions and judgements 28.    Plans own time and prioritises workload as appropriate, working to clearly defined policies.

• Manages workload and provides direction on priorities for other administration staff within the MPFT Digital Operations & Supplier Assurance Team where necessary. 30.    Provide communication with stakeholders within appropriate guidelines, deciding when it is necessary to refer to their manager for support. 31.    To make recommendations using suitable analysis methodologies. 32.    To clearly sign-post MPFT Digital queries to the correct department, process and individual when triaging new requests or new escalations for support.

Communication and relationships 33.    Provides timely communications with internal customers and external suppliers autonomously. Engages trust staff with MPFT Digital changes, linking in with other trust work where appropriate, communicating sensitive information about performance and change when required.

• Engage with other trust staff and 3rd party suppliers, with limited direct engagement with service users.  35.    Communicates to a wide variety of stakeholders by written and verbal means.  36.    Presents to medium size audiences where necessary. 37.    Incorporate and develop use of modern workplace technology for communication.

Physical demands of the job

• Frequent interruptions can be common. High level of concentration required. 39.    Managing own workload and that of others, supporting the delivery of MPFT Digital changes within clear timeframes. 40.    The post holder will be mainly desk based but travelling may be required. 41.    Predominantly computer based, with regular webcam usage for meetings.