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IT Contracts Assistant

Requisition ID:  25017

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Full Time
Posted Date:  20-Jan-2023

We are a world-class, research-intensive university. We deliver teaching and learning of the highest quality. We play a leading role in economic, social and cultural development of the North East of England. Attracting and retaining high-calibre people is fundamental to our continued success.


Salary: Salary in the region of £25,000 per annum.


Closing Date: This opportunity will close when we identify a suitable candidate. We will contact you within five working days of your application to advise you of the shortlisting outcome.


The Role


Over the last two years, we have reimagined the way we deliver our University IT Services, building a world-class IT department responsive to the needs of our global community. We’re growing significantly and we’ve created new opportunities and made changes to how we work.

Our people have been at the centre of this change, with a particular focus on development and opportunities to learn new skills.


This role will be based within the Supplier and Contracts team (part of the Office of the Chief Information Officer - OCIO) and support across a range of diverse ICT commodity areas including software license/maintenance agreements, associated End User Computer agreements and other ICT agreements. The role will have a key focus on supporting service users within the University IT Service as well as the wider University community including our support, academic and student communities. In addition to working with internal stakeholders, the successful candidate will work closely with external third parties including suppliers, manufacturers, software developers and other key external groups.


The successful candidate will have an awareness and basic understanding of purchasing, contractual and vendor related issues and be comfortable working across a range of different IT systems (such as Microsoft Office applications including Teams, SharePoint, Excel etc) while engaging with a variety of internal and external stakeholders. Exposure to and a basic understanding of financial systems such as SAP (or equivalent) is essential.


The University is an exciting and dynamic place to work, dedicated to world-leading education and research. Benefits include an excellent pension; flexible working options; a minimum of 37 days holiday (including public holidays); discounted travel for the Metro and local bus services; and discounts for national retailers. You can find out more on our benefits web page.


We are committed to building and maintaining a fair and inclusive working environment and we would be happy to discuss arrangements for flexible and/or blended working.


Informal enquiries may be made to Dave Hartis, Supplier and Contracts Manager at .


Key Accountabilities

  • Act as first point of contact for inbound ICT commodity requests and/or software license and maintenance requests to the team via mediums such as e mail and/or service desk
  • Provision of contract-related support for a wide range of end user devices and peripherals, software license and maintenance agreements, ensuring service requests are resolved within agreed timescales. This includes the provision of advice to customers both pre- and post-acquisition
  • Cross-functional team engagement with key subject matter experts (such as Procurement and key users in Faculties and Schools) to be involved with the process of issuing RFQs (Requests for Quotes), evaluation of responses (to determine most economically advantageous outcome) and ongoing contract management to ensure optimal vendor performance, via a range of SLAs and KPIs
  • Support the development and perform agreed processes to ensure the consistent, timely and effective acquisition of ICT commodity related requirements
  • Maintain and own accurate contract-related activities (including call offs) to assist and support decision making as well as track progress
  • Assist colleagues in the IT Service and others in the wider University when considering license and maintenance options, including participation in projects as directed
  • Act as software license subject matter expert utilising knowledge and experience to deliver excellence in operational support, project and change delivery and help in defining the future strategy
  • Ensure that policies, standards, procedures, and guidelines are followed
  • Any other reasonable duties that fall within the scope of the post, as allocated by the line manager


The Person

  • Experience in planning, acquisition, supporting distribution, collection and administration for all relevant ICT commodity devices and software license maintenance agreements
  • Knowledge of IT-related and software license market trends, including various common device specifications, components, license terms and key vendors
  • Able to demonstrate focus on customer needs and effectively interpret customer requirements
  • Interest in identifying and implementing new and innovative technologies to support customer needs, drive up quality and improve value
  • Excellent attention to detail
  • Good communication, interpersonal and organisational skills
  • Good level of literacy and numeracy
  • Ability to manage conflicting priorities
  • Ability to work using own initiatives within boundaries
  • Ability to work flexibly and co-operatively with others and as part of a team
  • Good level of computer literacy and a high degree of competency in MS Office with experience of ERP/Finance systems such as SAP or equivalent

Newcastle University is committed to being a fully inclusive global university which actively recruits, supports, and retains staff from all sectors of society. We value diversity as well as celebrate, support, and thrive on the contributions of all our employees and the communities they represent. We are proud to be an equal opportunities employer and encourage applications from everybody, regardless of race, sex, ethnicity, religion, nationality, sexual orientation, age, disability, gender identity, marital status/civil partnership, pregnancy and maternity, as well as being open to flexible working practices.


The University holds a silver Athena SWAN award in recognition of our good employment practices for the advancement of gender equality. The University also holds the HR Excellence in Research award for our work to support the career development of our researchers, and is a member of the Euraxess initiative supporting researchers in Europe.