Job Description

This is an exciting opportunity to be part of a major digital programme that will transform how services are delivered across the Trust. We are seeking an experienced, organised, pro-active, team player with an eye for attention to detail. The Programme Manager plays a crucial role in supporting the effective and efficient procurement of the new EPR within SLaM.



Career Progression pathways and development opportunities



We are committed to get the very best out of our staff and support staff in their career aspirations. We have career pathways available, where you will be able to develop your skills and build on your experience to progress into other roles across different specialties. In addition, we offer ongoing training and development in conjunction with the BCS membership



Working closely with the EPR Programme Director, procurement team, EPR Programme Team and wide number of internal and external stakeholders, the postholder will contribute to the delivery of a robust, transparent, and compliant procurement process for the new EPR system. The role involves administrative, analytical, and coordination of tasks throughout the lifecycle of the Invitation To Tender (ITT) stage of the procurement, ensuring that all activity aligns with organisational policies, statutory regulations, and best practices in digital health.



The programme is running to a tight timeline for delivery and the postholder must be able to work agilely, responsively and at pace without compromising on quality or delivery.



This role is critical in supporting the Trust to deliver a fair transparent and robust procurement and delivery of a fit for purpose EPR that will support delivery of the Trusts strategic objectives.

Flexible Working:

As one of the few Trusts in London we are proud to offer flexible working as part of our new ways of working, and we are happy to talk flexible working at the interview stage. In this role you will be able to work Monday to Friday in the time frames from 8am to 6pm, giving you the very best of good work life balance.



This role is in the Digital PMO which sits under the Digital Services Directorate. The Directorate utilises technology and digital solutions to empower our staff to work effectively and to improve the care our service users receive. The postholder will report to the Chief Clinical Information Officer and work closely with multidisciplinary project workstreams, Digital and external departments / teams across the Trust as directed.

About our Locations:

The Digital team are located across 4 main sites:

Maudsley Headquarters, St Pauls, Bethlem Royal Hospital.



This role is primarily located at IOPPN, De Crespigny Park, Denmark Hill, London, SE5 8AF

Procurement Support:

Assist with the planning, coordination, and execution of the EPR Invitation to Tender (ITT) procurement process including stakeholder mapping, arranging the supplier demo sessions, coordinating of all scoring and moderation sessions ensuring that processes are in place to keep the procurement plan in line with the overall Programme Plan.



In the context of the Trust strategic and digital objectives, to provide effective and efficient support to all EPR activities within the Procurement Team



To assist the delivery of procurement and contract management functions, in a manner that reduces waste, maximises efficiency, achieves best value in procurement and enables delivery of savings efficiency



To assist in the management and delivery of the EPR procurement projects and other procurement activities.



Enable and contribute to Trust compliance with relevant procurement legislation, the procurement policy and procedures.



To contribute to delivery of efficiencies and service improvements, including continuous improvement initiatives working closely with EPR and procurement team to better manage performance and expenditure.

Continuous Improvement:

Contribute to post-procurement reviews and lessons-learned exercises to support continuous improvement of procurement processes.



Quality

Documentation and Records Management:

Maintain accurate and up-to-date procurement documentation in accordance with organisational and statutory requirements, including decision logs, requirement specifications, contracts, and evaluation records.

Evaluation Support:

Assist in the preparation and collation of evaluation criteria, scoring matrices, and the collection and analysis of tender responses.

Data Management:

Handle sensitive and confidential information in line with data protection legislation and organisational policy.

Compliance and Governance:

Assist with ensuring compliance with organisational procurement policies, public sector procurement regulations, and relevant national standards (e.g., NHS Digital, GDPR).



To produce and provide accessible, accurate and reliable management information, as directed, in a timely and efficient manner, ensuring the production of useful intelligence to support ITT and award of EPR contract



To undertake complex analysis and compilation of management information using a range of software applications such as Microsoft Access, Excel, Word and Power point.



To undertake complex decision making in relation to designated areas of contract management activity.



To assist the development, dispatch, evaluation and completion of the EPR tender, ensuring that they are effectively and efficiently project managed, in accordance with Legislative and Procurement operational requirements.



To assist the evaluation of tenders/bids, ensuring robust documentation of the evaluation process, outcomes and contract award recommendations.



To complete and ensure accurate records of all designated procurement activity are produced and retained for each procurement process.



To take positive action to address issues of procurement related non-compliance through the provision of advice, guidance and support on Procurement related Legislation, procurement policy and procedures.



Communication



Ensure customer service professionalism is maintained, through one to one, telephone and written communications methods, in a timely, precise, and friendly manner.



Ensure all queries, complaints and requests for information from stakeholders, staff and suppliers are dealt with promptly and that all necessary follow-up action is completed satisfactorily in writing, e-mail or by telephone.



Maintain close links and open communications with both the Procurement and EPR teams and participate in team meetings as required.



To act as a key link for customer/supplier interface for the Trust

Stakeholder Coordination:

Liaise with internal and external stakeholders, including clinical, operational, IT, and procurement teams, ensuring effective communication and the timely collection of information and feedback.



Draft and circulate meeting agendas, minutes, and action logs. Prepare status updates and reports for internal and external audiences as required. Co-ordinate meetings with stakeholders and responses to procurement queries

General Responsibilities

Other Duties:

Undertake other duties in line with the role as directed by the EPR Programme Director and EPR Programme Manager



* Manage own workload, working within procedures and standards.