SHSCT Contracts Governance Assistant Band 4

Job details

• Branch: Craigavon Area Hospital (SHSCT)
• Location: Craigavon Area Hosp-The Brackens
• Directorate: Planning Performance & Informatics
• Salary: Band 4 (£27,485 - £30,162)
• Contract Type: Permanent
• Opening Date: 02/10/26
• Closes: Fri, 16 October 2026 @ 4:00 PM
• Interview Dates: To be confirmed.

Notes

If you are submitting a manual application, please post it to: Recruitment Shared Services, Rosewood Villa, Longstone Hospital Site, 73 Loughgall Road, Armagh, BT61 7PR. Applications received after the advertised closing date/time cannot be considered, so please allow enough time for postage. “A waiting list may be created for similar posts that may arise while the waiting list is live, this may include temporary or part-time posts. This will be managed in line with the updated HSC waiting list principles effective from 1 April 2026”. Where a part-time waiting list is required, one part-time waiting list will be created- regardless of any specific hours advertised, this waiting list will cover all future vacancies where part-time posts arise. A part-time post is defined as any post that has less than 37.5 hours per week.” Please remember to save or print a copy of the job description before submitting your application, as it will not be accessible afterwards. Flexible Working We welcome flexible working requests from day one. All HSC organisations offer a range of flexible working options. The options available for this post will depend on the requirements of the role. Find out more about flexible working options on our website.

JOB DESCRIPTION

JOB TITLE

Contracts Governance Assistant

BAND

Band 4

DIRECTORATE

Planning, Performance and Informatics

INITIAL LOCATION

Brackens, CAH

REPORTS TO

Head of Contract Management Governance

ACCOUNTABLE TO

Assistant Director of Performance and Contract Management (Social Care & Governance)

JOB SUMMARY

The post holder will work as part of the Trust’s Contracts Management Governance Team. This role will provide a high level of administrative and project support to assist both the Head of Contract Management Governance and the Team in providing assurance on Trust wide contract management arrangements and in support of the contract administration activities associated with the recently added contract portfolio of high risk contracts.

The post holder will be expected to undertake a wide variety of administrative and project support tasks, including communication with a range of stakeholders both internal and external to the Trust, along with assisting and supporting the planning and delivery of governance projects, systems and processes.

As part of this role the post holder will be expected to produce a complex range of reports for senior management scrutiny and to support service improvement activities.

KEY DUTIES / RESPONSIBILITIES

Responsible for the day to day administrative support for the service and the first point of contact for team enquiries

To support the development and collation of a minimum data set for all active contracts, to facilitate the central collation and oversight of this information

To maximise the use of the wide range of information technology systems, software packages and tools, provided by the Trust, in the provision and distribution of high quality management information

To contribute to the production, and collation of management information reports and key performance indicators, including the compilation of supporting evidence and dissemination across all departments

To provide high level administrative support, including the following;

Establishing and maintaining systems for the capture and recording of contract minimum data sets

Development and maintenance of project documentation eg project/risk reports

Maintenance of contract register/contract files of a high risk nature to support contract management activities

Organise meetings, workshops and project events

Sharepoint administration

Presentation of data, including a range of charting functions

To support the development and operation of a performance management framework for contract governance management

To liaise with key internal and external stakeholders in the support of identification and maintenance of the contract data to inform risk management and service improvement functions

RAISING CONCERNS - RESPONSIBILITIES

The post holder will promote and support effective team working, fostering a culture of openness and transparency.

The post holder will ensure that they take all concerns raised with them seriously and act in accordance with the Trust’s ‘Your Right to Raise a Concern (Whistleblowing)’ policy and their professional code of conduct, where applicable.

GENERAL REQUIREMENTS

The post holder will be required to

Ensure the Trust’s policy on equality of opportunity is promoted through his/her own actions and those of any staff for whom he/she has responsibility.

Co-operate fully with the implementation of the Trust's Health and Safety arrangements, reporting any accidents/incidents/equipment defects to his/her manager, and maintaining a clean, uncluttered and safe environment for patients/clients, members of the public and staff.

Adhere at all times to all Trust policies/codes of conduct, including for example

Smoke Free policy

IT Security Policy and Code of Conduct

standards of attendance, appearance and behaviour

Contribute to ensuring the highest standards of environmental cleanliness within your designated area of work.

Co-operate fully with regard to Trust policies and procedures relating to infection prevention and control.

All employees of the Trust are legally responsible for all records held, created or used as part of their business within the Trust including patients/clients, corporate and administrative records whether paper-based or electronic and also including emails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information Act 2000 the Environmental Information Regulations 2004, the General Data Protection Regulations (GDPR) and the Data Protection Act 2018. Employees are required to be conversant with the [org name] policy and procedures on records management and to seek advice if in doubt.

Take responsibility for his/her own ongoing learning and development, in order to maximise his/her potential and continue to meet the demands of the post.

Represent the Trust’s commitment to providing the highest possible standard of service to patients/clients and members of the public, by treating all those with whom he/she comes into contact in the course of work, in a pleasant, courteous and respectful manner.

This Job Description will be subject to review in the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

It is a standard condition that all Trust staff may be required to serve at any location within the Trust's area, as needs of the service demand.

<5 October 2020>

PERSONNEL SPECIFICATION

JOB TITLE AND BAND Contracts Governance Assistant (General Contracts)

DEPARTMENT / DIRECTORATE Central Contracts Governance Team/Performance and Reform

SALARY

HOURS Full-Time (Job Share may be considered)

Notes to applicants

You must clearly demonstrate on your application form under each question, how you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria.

Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form. Please note that for the purposes of this process the Trust will be accepting the first 20 applications received that meet the essential shortlisting criteria identified in section 1.

Proof of qualifications and/or professional registration will be required if an offer of employment is made – if you are unable to provide this, the offer may be withdrawn.

ESSENTIAL CRITERIA

SECTION 1: The following are ESSENTIAL criteria which will initially be measured at shortlisting stage although may also be further explored during the interview/selection stage. You should therefore make it clear on your application form whether or not you meet these criteria. Failure to do so may result in you not being shortlisted. The stage in the process when the criteria will be measured is stated below.

Factor

Criteria

Method of Assessment

Qualifications/ Registration

HNC/HND or equivalent / higher qualification in an administrative related field AND 1 years’ experience in a clerical/administrative role at Band 3 or above.

OR

4 GCSEs at Grades A-C including English Language and Maths or equivalent / higher qualification AND 2 years’ experience in a clerical /administrative role at Band 3 or above.

3 years’ experience in a clerical / administrative role at Band 3 or above.

Excellent Microsoft excel skills demonstrated through experience of

Creating pivot tables to extract, summarise and report data

Using advanced functions which must include formulae development

Using a range of formatting techniques to present information

Shortlisting by Application Form

Other

Hold a current full driving licence which is valid for use in the UK and have access to a car on appointment. This criteria will be waived in the case of applicants whose disability prohibits driving but who have access to a form of transport approved by the Trust which will permit them to carry out the duties of the post.

SECTION 2: The following are ESSENTIAL criteria which will be measured during the interview/ selection stage:

Skills / Abilities

Effective written and oral communication skills to meet the needs of the post in full

Excellent numerical and analytical skills with ability to apply strict attention to detail

Effective planning and organisational skills with the ability to prioritise own workload

Ability to work as part of a Team

Interview

As part of the Recruitment & Selection process it may be necessary for the Trust to carry out an Enhanced Disclosure Check through Access NI before any appointment to this post can be confirmed.

Successful applicants may be required to attend for a Health Assessment

THE TRUST IS AN EQUAL OPPORTUNITIES EMPLOYER

All staff are expected to display the HSC Values at all times