Contracts Administrator (2 – Year Fixed Term Contract)

Contracts Administrator (2 – Year Fixed Term Contract)

Team Overview:
The Finance & Commercial department ensure Elexon drives cost efficiencies and that the company conducts its operations in a secure and controlled manner, and delivers value for money to our customers. The Finance team is responsible for both financial accounting and management reporting for Elexon.

The Supply Chain Management (SCM) team are accountable for procuring the goods and services required to deliver Elexon Products and wider services, as required by the business and negotiating contractual arrangements with third party suppliers delivering outsourced services. They are also responsible for the ongoing management of relationships with all suppliers in order to support and optimise service delivery and commercial performance from those suppliers.

Job Purpose:

At the heart of this role is the requirement for a strong methodical and organised approach combined with the individual having an exceptional eye for detail and a team player mentality.

There are four primary functions to this role:

• Provide administrative, co-ordination and general support to the SCM team including but not limited to the following:

SCM Administration support:

• Organise and facilitate SCM team meetings and team building sessions
• Track actions and manage backlog for SCM team ensuring meetings are efficient and effective
• Provide support to SCM risk management process and ensure rigour in review and maintenance of risks in ADO system
• Implement an effective SCM filing system which optimises use of SharePoint or other Elexon tools
• Maintenance and update of SCM pages in the Hive and Elexon website
• Identify and implement continuous improvements
• Develop and maintain working instructions / process documentation for Administrator role
• Maintenance of SCM workload and pipelines Plan On A Page (POAPs)
• Ensure team has a consistent approach to to supplier management meetings and governance (templates)
• Support Supplier Managers in production of agendas, minutes and actions from supplier management meetings and governance
• Own, monitor and action the SCM mailbox
• Participation in department or cross company projects / initiatives as required and undertake tasks determined by Head of SCM

SCM Training Materials

• Develop (with support from the team) and maintain training offerings on contracts, procurement, Procure to Pay (P2P) and supplier management processes
• Deliver training to new starters as required
• Develop a robust induction programme for new members of the team with appropriate materials

2. Ownership of SCM Reporting and Policies

SCM Reporting

• Maintenance and management of Procurement Pipeline
• Production of spend reports as required and annually check volume discount opportunities
• Maintenance and management of rate card analysis artefacts
• Facilitate and support production of bi-annual Supplier Status Report Board report
• Develop tools to measure commercial performance of suppliers and value delivered
• Maintain updates to Supplier Profiles and ensure information is easily accessible and presentable
• Proactively monitor the supplier marketplace and current key supplier performance and activity
• Ownership and tracking of SCM polices and procedures review and maintenance process
• Ensure documents are reviewed in accordance with good practice guidelines
• Ownership and tracking of SCM templates review and maintenance process
• Facilitation of lessons learnt process to ensure policies, procedures and templates are adapted and improved

3. Contract Administration and support to Procurement activity and projects

• Conforming of contracts after contract changes are executed and ensuring Registers are updated
• Raise Purchase Orders of behalf of team when required
• Facilitation, processing and execution of low value standard contracts (e.g. coaching, consultancy)
• Provide PMO support to procurement activity including management of Risks, Actions, Issues and Dependencies (RAID), project planning, facilitating meetings and workshops and preparing project reports

4. Implementing and managing efficient use of pre-existing and / or new SCM Tooling (e.g. Agresso)

• Set up of new suppliers in Agresso
• Reviewing contract end dates in Agresso and extending them for Finance when needed
• Send out contracts via Adobe Sign for the team and saving them in the CAT folders and updating Agresso
• SME for SCM on Agresso and ensuring most effective use of / maintenance of functionality, inc. training the team if necessary
• Creating requirements for a contract management tool and validating against existing tooling functionality
• Exploring viability of business case for a contract management tool if required

Key Responsibilities:

• Provides general administrative support to all members of the SCM team to assist SCM in delivering at pace and in the most efficient manner
• Ownership of the transactional contracting and P2P processes within Elexon ensuring records are robust and information is easily accessible
• Subject Matter Expert for Elexon’s Finance System within SCM
• Create and maintain records and logs and support production of management reporting
• Create materials and provide training and support to new starters in the team and maintain training materials for advancing understanding of Contract Management and Procurement Policy & Procedures across the organisation
• Using tools and technology and digital skills to improve SCM ways of working
• Identifying inefficient administrative processes and ways of working, and making viable recommendations and improvements
• Holding SCM team members to account for commitments made and tracking delivery against commitments

Capabilities and competencies:
Critical:

• High levels of written English, with strong attention to English grammar and spelling mistakes
• A knowledge of advanced Microsoft Word and the use of Track Changes
• Good knowledge of Excel and PowerPoint and have an affinity for end user IT applications
• Have a meticulous attention to detail and a concern for quality standards
• Has the ability to work autonomously and as part of a team and whilst managing conflicting priorities
• Be an excellent organiser and a meticulous planner
• Be a motivated, proactive self-starter with a can-do attitude
• Knowledge of Project Management / PMO fundamentals and experience in use of Project Management tooling to manage projects
• Be able to engage with and proactively build positive relationships with internal and external stakeholders
• Experience with version control methodologies, business and process analysis
• Have good problem solving and analytical skills
• Be able to present large amounts of information and data in a clear and concise manner, adhering to company best practice
• Have strong verbal and nonverbal communication skills
• An ability to acquire proficient knowledge of contract management and procurement best practice and fundamentals
• The ability to become familiar with the roles and responsibilities of Section E of the BSC and BSC Agents
• An ability to acquire proficient knowledge of Elexon’s key contracts and suppliers

Elexon career path / Potential next role(s):

• 25 days annual holiday + Bank Holidays
• Discretionary annual incentive scheme
• Life assurance
• Pension
• Private medical (Bupa)

At Elexon, our employee wellbeing is particularly important to us, which is why we are proud to provide:

• Hybrid working – 2 days per week at our London office
• Employee Assistance Programme
• Eye care voucher scheme
• Subsidised gym membership
• Cycle to Work Scheme
• Buying & selling holiday scheme
• Corporate Social Responsibility (CSR) days
• Season ticket loan

We believe a diverse and inclusive culture allows innovation and creativity to flourish. We are committed to continuously improving our culture for our colleagues and stakeholders. Through our hugely successful Diversity Forum, Mental Health First Aid network and regular programme of activities and events, we celebrate difference and recognise the value of employee wellbeing, which is a consistent outcome from annual employee surveys that we conduct. Likewise, as a community, we like to support each other, and all agree Elexon is a great place to work with a great workspace too!

At Elexon, we want to:

• Provide true equality of opportunity
• Attract and retain diverse talent
• Listen to all voices
• Be representative of the communities we work in
• Be a role model for Diversity and Inclusion in the industry

Elexon together, embracing differences, listening to all voic es

#J-18808-Ljbffr