Assistant Systems Support Officer

Employer heading

Assistant Systems Support Officer

Band 3

Newcastle Hospitals NHS Foundation Trust is one of the busiest and largest NHS hospital trusts in the country. We have around 16,000 staff and an annual budget of £1.7 billion.

With strong history of providing high quality care, clinical excellence, research and innovation regionally, nationally and internationally, we’re in the top five providers of specialised health services in the country.

As well as providing a wide range of hospital and community services, we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.

We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people’s race, disability, sex, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.

Newcastle Hospitals are proud to be one of the exemplar organisations across the NHS on sustainability, with a long history of delivering Sustainable Healthcare in Newcastle (Shine) and the first healthcare organisation in the world to declare a climate emergency. Our strategy includes commitments to being Net Zero by 2030, for our direct carbon footprint, and Net Zero by 2040 for our footprint plus. Delivering these ambitions will not be possible without the help, support and action of every single member of our team.

Job Overview

The Assistant Systems Support Officer plays a key role within the Supplies and Procurement Department, supporting the delivery of a high-quality procurement systems service.

The post holder will be responsible for ensuring the provision of an effective, efficient and professional procurement systems and information service, supporting all Consortium member organisations.

Working as part of a collaborative systems support team, the role contributes to the smooth operation, reliability and continuous improvement of procurement systems, enabling users to access accurate information and complete procurement activities effectively.

• Interview Date Wednesday 12 August 2026
• 37 Hours 30 Minutes/Week
• You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy
  
  

NO AGENCIES PLEASE

Main duties of the job

The Assistant Systems Support Officer will play a key role in supporting the effective delivery of procurement systems services.

Main Duties

• Provide first-line support for procurement systems, managing and resolving queries within agreed service standards
• Support users by providing advice and guidance on system functionality, procurement processes and catalogue use
• Maintain accurate system data and produce routine reports to support operational and financial decision-making
• Liaise with internal teams and suppliers to resolve system, order and invoice queries
• Promote compliant purchasing through effective use of systems and contracted catalogues
• Ensure activities are carried out in line with Trust policies, procedures and governance requirements
• Plan and prioritise workload to meet service demands and deadlines
• Contribute to continuous improvement of systems, processes and user experience
  
  

Working for our organisation

As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you. We offer flexible working arrangements, including a hybrid working model, which would be introduced 3 months from start date.

With around 2 million contacts with patients every year, we deliver care from:

• Royal Victoria Infirmary (RVI)
• Freeman Hospital
• Newcastle Dental Hospital
• Cramlington Manor Walks
• Urgent treatment centres
• Newcastle Fertility Centre
• Northern Centre for Cancer Care, North Cumbria
• Northern Genetics Service
  
  

These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.

We also have offices at Regent Point in Gosforth and community sites.

Please see attached information on what Staff Benefits we have to offer at our Trust under ‘Documents to download’ or ‘Supporting documents’.

For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust

Detailed Job Description And Main Responsibilities

The Assistant Systems Support Officer will play a key role in supporting the effective delivery of procurement systems services across the organisation and to Consortium partners.

Key Responsibilities Include

• Systems Support & Service Delivery
• Provide day-to-day support for procurement systems, ensuring a responsive and high-quality service to all users
• Manage and resolve system queries and helpdesk requests in line with agreed service standards and timescales
• Support the delivery and ongoing maintenance of Procurement and associated systems
  
  

• User Support & Guidance
• Act as a key point of contact for system users, providing advice and guidance on procurement processes and system functionality
• Support end-users in the correct use of purchasing systems and approved catalogues to ensure compliance and best value
• Contribute to user training and development, identifying knowledge gaps and supporting improvements
  
  

• Data Management & Reporting
• Maintain accurate system data and records to support operational and reporting requirements
• Extract, analyse and interpret basic spend and product data to support decision-making and service improvement
• Assist in the production of reports and management information as required
  
  

• Stakeholder & Supplier Liaison
• Work collaboratively with internal stakeholders, including clinical and non-clinical staff, to support procurement activity
• Liaise with suppliers and external partners to resolve queries relating to orders, deliveries and system issues
• Work alongside Accounts Payable and Goods Receipting teams to resolve invoice and receipting queries
  
  

• Quality, Compliance & Continuous Improvement
• Ensure all activities are carried out in line with organisational policies, procedures and procurement standards
• Support audits and respond to information requests relating to purchasing activity
• Identify opportunities to improve systems, processes and user experience, feeding back to senior colleagues
  
  

• Work Planning & Team Contribution
• Prioritise and manage own workload effectively to meet service demands and deadlines
• Work collaboratively within the Systems Support Team to ensure service objectives are achieved
• Contribute to a professional, customer-focused service that supports organisational and patient care outcomes
  

Person specification

Qualifications & Education

Essential criteria

• NVQ Level 3 (in appropriate subject) or a Diploma in IM&T or equivalent experience.
  
  

Knowledge & Experience

Essential criteria

• Working experience of information systems.
• Base level knowledge of operating within organisational policies, such as, Standing Financial Instructions.
• Working experience of operating within organisational policies.
• Experience of working in a team environment or equivalent.
• Experience of working to both agreed individual and team targets
• Experience of analysing basic information and spend data to support decision-making.
  
  

Desirable criteria

• Working experience of electronic purchasing systems.
  
  

Skills & Abilities

Essential criteria

• Ability to work in accordance with the set standards, such as, responding to queries within 48 hours.
• Ability to expedite information from systems.
• Ability to enter data, manipulate information and interpret outputs.
• Ability to resolve helpdesk queries
• Ability to clearly communicate with a variety of stakeholders (internal and external).
• Ability analyse basic spend and product data.
• Ability to provide support and guidance to end-users
• Ability to plan and prioritise own work.
• IT skills literate in Microsoft packages, including Outlook and Word
  
  

Important note on completion of reference section of Application Form

All references from current and previous employers will be sought and must cover a minimum of 3 years employment. Therefore, when completing the reference section of your application form, please give the address, telephone number and work email address of each of your current/previous line managers that cover 3 years employment. Failure to complete this section may result in your application not being processed.

Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first month’s pay.

Candidates who are shortlisted for interview will be contacted by e-mail. You should check your SPAM folders as well as your inbox. If you have not been contacted within 4 weeks of the closing date you should assume your application has been unsuccessful.

Employer certification / accreditation badges

Documents to download

• JD&PS (PDF, 204.1KB)
• Newcastle Staff Benefits (PDF, 274.4KB)
• Behaviour and Civility Charter (PDF, 93.8KB)
  
  

Apply online now

Further details / informal visits contact

Name Lianne Fitzgerald Job title Systems Support Manager Email address lianne.fitzgerald1@nhs.net Telephone number 0191 2231879