Digital Operations & Supplier Assurance Support Officer

Job overview

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 If it is identified that you require sponsorship to undertake this role your application may be withdrawn

The Digital Operations & Supplier Assurance Support Officer will lead in the provision of office administration and support services available for the MPFT Digital functions including senior managers and project managers.

Under the instruction of the Digital Operations & Supplier Assurance Lead, the post holder will lead on day-to-day administration duties for the digital services, including providing support for procurement, internal HR processes, supporting the Head of MPFT Digital Operations & Supplier Assurance, MPFT Senior Management Team & providing meeting administration to support the functions of the MPFT Digital.

The post holder will be expected to work as part of a team, not only with the MPFT Digital team but also with other administrators within the Trust to provide a ‘seamless administrative service’.

The post holder will be expected to be proficient in keeping good records of required supplier assurance service review meeting schedules and actions, digital governance meetings support and communications.

Main duties of the job

Operational Support: Deputise for the Digital Operations & Supplier Assurance Lead, support Digital management activities, and help identify opportunities to improve processes and automate repetitive tasks.

Supplier Assurance & Governance: Coordinate supplier assurance activities, service reviews, action tracking, and governance meetings, ensuring actions are monitored and completed.

Executive & Administrative Support: Manage senior management diaries, respond to enquiries, coordinate meetings, prepare agendas and minutes, maintain action logs, and provide general administrative support to the Digital team.

Procurement & Financial Administration: Oversee ordering and receipting of goods and services through eProc, maintain procurement records, process equipment orders, manage supplier communications, and support compliance with financial procedures.

Human Resources Administration: Monitor mandatory training and appraisal compliance, support workforce communications, assist with starters and leavers processes, manage leave and sickness records, and provide support for eRostering activities.

Systems & Records Management: Maintain accurate records across a range of systems including CRM, ESR, eRostering, eProcurement, Safeguard, and Microsoft 365 applications.

Stakeholder Communication: Act as a key point of contact for staff, suppliers, and external partners, communicating effectively and professionally with stakeholders at all levels.

Detailed job description and main responsibilities

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.
• Deputise for Digital Operations & Supplier Assurance Lead when required
• Contribute to MPFT Digital Operations & Supplier Assurance Team Huddles and identify areas of repetitive work suitable for automation, or other more efficient ways of working.
• 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 (S&SHIS), 3rd party led projects and suppliers, are actioned.
• Manage the diaries of the MPFT Digital Senior Management team and escalating any conflicts with the team.
• Engage with Trust colleagues to resolve SMT tickets and email queries. Communicating sensitive information about performance and change when required.
• Support in the organisation, action tracking and follow-up of supplier assurance duties and service review meetings, ensuring meetings are scheduled appropriately
• Support in the organisation, action tracking, agenda maintenance and follow-up of the Digital Information Steering Group (DISG) meeting
• Support in the communication of employee reminders for mandatory training and appraisal rate tracking across the MPFT Digital function