Contracts Assistant

An excellent opportunity for a Contracts Assistant to join a well-established company.

Job Type: Full-Time, Permanent.

Salary: £30,000 – £35,000 per annum, depending on experience and suitability.

Location: Chesham, Buckinghamshire.

Schedule: Monday to Friday, 8:30 am – 5:00 pm (including 30 break)

Training & Development: Ongoing training and a structured development plan

Job Description

The Contracts Assistant will provide administrative and organisational support to the Contracts Manager in the administration of NHS and private healthcare contracts. The role is focused on maintaining accurate contract records, monitoring renewal dates, following up purchase orders and quotations, preparing customer correspondence, supporting contract reviews and producing administrative reports.

This is a junior, training-supported position suited to an organised and proactive individual who is keen to develop their skills in contract administration and commercial support. Previous contract management experience is not essential, as training and guidance will be provided. The successful candidate will work closely with the Contracts Manager and colleagues across the Contracts, Service, Estimating and Accounts teams to ensure that contract information is accurate, documentation is well maintained and outstanding administrative actions are followed up promptly.

Role scope: This is an administrative and commercial support role. Responsibility for planned preventative maintenance (PPM) scheduling, engineer allocation, service visit planning and operational service coordination sits outside the scope of this position.

Key Duties:

Contract Administration and Records Management

Purchase Orders, Quotations and Administrative Tracking

Customer Communication and Relationship Support

Commercial and Financial Administration

Compliance, Reporting and Document Control

Internal Coordination and Team Support

Essential Skills and Attributes:

Strong organisational and administrative skills, maintaining accurate records and manage deadlines

Excellent attention to detail and a commitment to producing accurate, high-quality work

Clear and professional written and verbal communication skills

Competent in Microsoft Word, Excel and Outlook

A proactive and methodical approach to following up outstanding actions and resolving administrative issues

Good time management and the ability to prioritise competing tasks

A reliable, professional and customer-focused approach

Willingness to learn new systems, processes and contractual procedures

The ability to work independently on routine tasks while recognising when guidance or escalation is required

Desirable Skills and Experience:

Previous experience in an administrative, customer service, sales support or commercial support role.

Familiarity with purchase orders, quotations, renewals or invoice administration.

Experience maintaining Excel trackers, electronic filing systems or customer records.

Previous exposure to Protean or a similar business management or contract management system.

Experience communicating with customers and coordinating administrative tasks across different departments.

Training and Further Development:

The company will provide appropriate training, guidance and opportunities for the successful candidate to develop their knowledge and capabilities within contract administration.

Development opportunities may include:

Understanding of contract administration: including renewals, amendments and supporting documentation.

Developing proficiency in Protean and other relevant business systems.

Improving Excel skills, reporting capabilities and the management of contract trackers.

Understanding of purchase orders, quotation processes, invoicing requirements and commercial administration.

Preparing contract review documentation, monitoring outstanding actions and supporting customer relationships.

Developing awareness of contractual obligations, compliance requirements and commercial risks.

Contributing to improvements in administrative processes, reporting and document management.

Responsibility for routine contract administration activities as competence and experience increase.

Subject to performance, business needs and available opportunities, the role may provide a foundation for future progression into positions such as assistant contracts manager or other contract management and commercial support roles.

Key Performance Indicators (KPIs)

Performance will be assessed against agreed objectives, taking account of training, experience and the responsibilities of the position.

Key performance indicators may include:

Accuracy of contract records: Contract information, customer details, dates and supporting documentation are maintained accurately and kept up to date.

Timeliness of renewal activity: Contract expiry dates are monitored, and renewal documentation is prepared and followed up within agreed timescales.

Purchase order management: Outstanding purchase orders and customer approvals are followed up promptly, with progress accurately recorded.

Quotation tracking: Quotation status, customer responses and outstanding actions are recorded and reported reliably.

Customer communication: Correspondence is professional, accurate and timely, with enquiries directed to the appropriate person when necessary.

Reporting and document control: Trackers, reports, meeting minutes and electronic records are completed and maintained to the required standard.

Administrative task completion: Assigned tasks and follow-up actions are completed within agreed deadlines, with delays or issues escalated appropriately.

Team collaboration: Effective communication and cooperation are maintained with internal departments and customers.

Training and development: Agreed training activities are completed, and progress is demonstrated in the systems, processes and responsibilities relevant to the role.

Specific targets and review periods will be agreed with the Contracts Manager and reviewed regularly.

Compensation and Benefits

Basic Salary: £30,000 – £35,000 per annum, depending on experience and suitability.

Pension: Company pension contribution scheme.

Annual Leave: 23 days per annum, increasing to 28 days with length of service.

Training and Development: Ongoing training and a structured development plan.

If you feel that you have the relative skills/attributes to fulfil this role then please apply now for immediate consideration.

The employer fully supports Equality in Employment. All employment is decided based on qualifications, merit and business need