Contracts and Commissioning Administrator

Contracts and Commissioning Administrator

Reports to: Contract and Commissioning Strategy Manager

Team: Operational Management Team

Salary: £28,000 - £32,000 per annum

Location: Basingstoke - Hybrid (with occasional travel to office as required)

Hours: 37.5 hours per week

Skylight Psychiatry is a forward thinking, dynamic mental health service. We are a CQC registered service delivering person-centred assessment, care and support, with our ultimate aim being to improve the lives of people with neurodevelopmental conditions such as ADHD, Autism and Learning disabilities.

Role Purpose

The Contracts and Commissioning Officer provides monitoring and support across Skylight's NHS and private service contracts. The postholder keeps accurate contract records and gathers the information operational leads need. They make sure contract activity is consistent with contractual, commissioner, and regulatory requirements.

The role suits someone with a contracting background who is confident working with internal teams, and who can manage competing deadlines with minimal supervision.

Key Responsibilities

Contract monitoring

• Monitor NHS and private service contracts across the organisation.

• Monitor activity against Indicative Activity Plans (IAPs) and flag over- or under-performance early to the Contract and Commissioning Strategy Manager.

• Support the monitoring of KPIs and other contract performance reporting.

• Track contract start, renewal, variation and expiry dates, and maintain a forward calendar of contractual deadlines.

• Monitor compliance with NHS Standard Contract requirements, including information schedules, reporting deadlines and national data submissions where applicable.

• Monitor referral, waiting time, and access data across NHS and private pathways to support contract reporting.

• Maintain awareness of national and ICB policy changes affecting Right to Choose and contracted services and summarise their impact for operational leads.

• Support with private and supplier contracts as requested.

Contract meetings and commissioning relationships

• Prepare information packs for contract review meetings with ICBs and other commissioners.

• Record and track actions from contract meetings through to completion.

• Support the response to activity queries, challenges, and information requests from commissioners, keeping a clear audit trail.

• Provide timely responses to internal and external contract enquiries.

• Share, update, and communicate contractual information with internal teams and colleagues.

Contract development and procurement

• Support the drafting and review of NHS and private service contracts.

• Support the implementation and tracking of new 2027/28 Indicative Activity Plans.

• Monitor procurement portals and tender notices for relevant opportunities, including those run under the Provider Selection Regime.

• Collate information for procurements and share it with internal leads, schedule internal meetings to review progress, and prepare bids in the correct format for final review by the leadership team.

• Support the collation of evidence and policies needed for new contract applications and accreditation, tracking actions, and deadlines.

• Keep a library of reusable bid content (policies, certificates, case studies and insurance documents) up to date.

Stakeholder communication and administration

• Act as a point of contact for teams, responding effectively to complex stakeholder queries and passing information to the appropriate team members sensitively and autonomously.

• Ensure urgent and confidential communications are received and distributed to the relevant parties in a timely manner.

• Manage diaries, gather information, and make enquiries as needed.

• Service meetings, including preparing agendas and minutes and following up on actions.

• Prepare internal contract KPIs for the leadership team each month.

• Support the management team with ad-hoc administrative tasks and projects.

• Adapt to changing service demands and provide support across administrative functions as required.

Record management

• Manage the contracts database and keep shared internal contract resources up to date.

• Record and track ICB funding, policy and guidance requirements.

Financial administration

• Support Finance colleagues with invoicing, including titration invoicing where required.

• Support and monitor monthly ICB invoicing.

• Reconcile activity data against invoices before submission and provide supporting backing data to commissioners.

• Track payments, outstanding invoices and disputed or rejected claims, working with Finance to resolve them.

• Support updates to pricing when national tariffs or contract prices change.

• Work with Finance colleagues to implement new ICB pathway processes.

Governance and compliance

Support the contracts element of CQC inspection readiness and internal audits.

Maintain a contracts risk log and escalate risks appropriately.

Ensure contract records comply with UK GDPR, the Data Security and Protection Toolkit and internal information governance policies.

General responsibilities

Confidentiality and information governance: maintain confidentiality of all patient, staff and commercial information, and comply with UK GDPR, the Data Protection Act 2018 and Skylight's information governance policies.

Safeguarding: understand and follow Skylight's safeguarding policies for children and adults at risk, and report concerns in line with procedures.

Equality, diversity and inclusion: treat colleagues, patients and stakeholders with dignity and respect, and support Skylight's commitment to equality and inclusion.

Health and safety: take reasonable care of your own health and safety and that of others and follow Skylight's health and safety policies.

Quality and regulation: Support Skylight's compliance with Care Quality Commission (CQC) standards and contractual quality requirements.

Professional development: take part in induction, mandatory training, supervision, and annual appraisal, and take responsibility for your own development.

Policies and procedures: follow all Skylight policies and procedures.

This job description is not exhaustive. It may be reviewed and amended in discussion with the postholder to reflect the changing needs of the service

Person Specification

Essential

• Good standard of education, including GCSE English and Math's (or equivalent)

• Contract administration, monitoring or management experience

• Working with external stakeholders

• Accurate record keeping and database management

• Understanding of the importance of confidentiality and data protection

• Strong Excel and data skills, including tracking and reporting

• Excellent written and verbal communication, including minute taking

• Ability to manage competing deadlines and work autonomously

• High attention to detail

• Confident, professional and able to handle complex or sensitive queries

• Flexible and adaptable to changing service needs

Desirable

• Relevant qualification in business administration, contract management or procurement

• Experience in an NHS, ICB or independent healthcare setting

• Supporting bids, tenders or procurements

• Experience with NHS invoicing or activity reporting

• Knowledge of the NHS Standard Contract, Right to Choose or ICB commissioning

• Awareness of the Provider Selection Regime and CQC requirements

• Use of procurement portals

Benefits:

• Opportunities for professional development and growth within the service

• Annual salary review

• 25 days annual leave.

• Pension scheme offered

• Birthday off as additional leave

• Work related electronic devices provided

Please submit both your CV and a cover letter outlining your reasons for applying for this role. Please note that due to the high volume of applications anticipated, we will be unable to contact all applicants individually unless shortlisted. If you have not been contacted within a month of submitting your application, please assume you have been unsuccessful on this occasion. Thank you.

At Skylight Psychiatry, we are committed to fostering a fair and inclusive workplace where everyone can thrive and reach their full potential. We recognise that diverse teams encourage creativity and productivity, so we warmly welcome applications from individuals of all backgrounds. We encourage candidates to apply regardless of age, gender, gender identity or expression, religion or belief, disability, ethnicity, or sexual orientation. Together, we create an environment that values and celebrates diversity!

Job Types: Full-time Permanent

Work Location: Hybrid remote in Basingstoke, RG24 8AG.