Contracts Administrator and Bids Support

This role is part of a small back-office team supporting two management consultancy businesses. Together we focus on transforming the NHS, provision of private sector turnaround and people-focused change.

Kingsgate is a transformation consultancy business with a strong and established track record of successfully delivering transformational projects and large cost improvement (CIP) programmes primarily in the NHS, as well as in other public sector organisations. Kingsgate also has a strong private sector arm.

Dearden HR is a high-quality and trusted provider of HR and workforce solutions primarily with the NHS but also across third sector, education and other public sector.

The Contracts Administrator forms a key part of the business support team, working 30 hours a week, with some flexibility of when these hours are worked. Responsibilities include:

• Management and responsibility for drafting and issuing all contracts for clients, associates, subcontractors, fixed-term employees, and NDAs to ensure that contractual risks to the businesses are minimised.
• Contract management of client contracts, acting as the primary point of contact for contractual matters and incoming enquiries.
• Contract management of associate and subcontractor contracts responsible for communications between the Kingsgate/DHR project lead and the associate/subcontractor on contractual, invoicing and resourcing matters.
• Management of the Contract Trackers and Contract Resource Trackers.
• Management, auditing and approval of associate and subcontractor invoices for payment.
• Maintaining a database of associates’ details.
• Reconciling monthly invoices on Salesforce and accurately recording the relevant details.
• Co-ordinating and producing proposal/bid documents.
• Contributing to a library of assets used for bidding, e.g. CVs, project history, features and benefits descriptions of how we approach our work.
• Leading and overseeing all Procurement Specific Questionnaires (PSQs), Request for Quotations (RFQs) and Invitation to Tenders (ITTs) responses, ensuring the businesses respond to ITTs quickly and efficiently, producing high-quality bid responses within advertised deadlines.
• Championing collaboration tools, document management and version control best practices.
• Ensuring proposal documents follow branding guidelines, standard formatting and quality standards.
• Proofreading and quality checking bid submissions.
• Providing advice on flow, language and grammar to content owners.
• Managing the relationship with the framework intermediaries, to identify, win and support the delivery of work.
• Framework management of all framework agreements (e.g. GCA, SBS, Health Trust Europe) acting as the primary point of contact for contractual matters and incoming enquiries and ensuring that all contractual obligations are met.
• Managing communications and sharing of tender opportunities with external business partners and framework subcontractors.
• Supporting the implementation and ongoing effective use of Salesforce (and Resource Hero plug-in) as a database for tracking opportunities, resource allocation, pricing, recording resource used and as a repository of project history.
• Generating reports as required across the businesses, including monthly client billing.
• Providing general business and administrative support to enable the businesses to operate efficiently on a day-to-day basis.
• Assisting with ad-hoc administrative tasks and cover for back office colleagues as the need arises.

Strong interpersonal and communication skills, organisation, planning and time management skills are essential. The successful candidate will enjoy the flexibility of working from home whilst maintaining a motivated and dedicated attitude, working on their own initiative and planning their day to maximise results for the team.

The Contracts Administrator will demonstrate:

• Experience of tendering and proposal writing in the public sector (desirable).
• A willingness to learn and apply learning to future projects (essential).
• Proven administration and project management skills (essential).
• Organisation, planning and time management skills (essential).
• Intermediate MS Office (essential).
• Salesforce including reporting (desirable).

Part-time hours: c. 30 hours within our core office working hours of 9:00 – 17:00 with flexible allocation of hours – exact number and spread to be agreed with successful applicant.

Work from home, flexible hours/days, pension scheme (salary exchange option which in most cases is more beneficial for employee).