Contracts Administrator

JOB TITLE: Contracts Administrator

Salary: £20,000-£27,000

Working Hours: Monday to Friday

Location: Office Based

Job Purpose: To support the Contracts and Legal Team in relation to issuing contractual documents and ensure processes are followed to minimize company risk.

DUTIES AND RESPONSIBILITIES

1. Create paperwork for all incoming work on the Customer Relationship Management system (CRM).
2. Ensure any special provisions are verified and compliant, raising any risks associated with various entities to the Contracts and Legal Team.
3. Ensure that credit checks have been approved by Credit Control, liaising with the Contracts and Legal Team to ensure relevant Client agreements have been signed off.
4. Ensure that the correct template is used for each entity and that it is issued through DocuSign.
5. Process termination and non-disclosure/notice breach letters/emails as directed, ensuring that any potential legal risk is raised to the Legal Team.
6. Ensure resource off-boarding processes are adhered to and fully completed.
7. Periodically review approved template agreements and recommend standardized changes as new needs are identified or issues are discovered.
8. Ensure that all compliance documents, including Passports, company certificates, company insurances, ISO Tests & bank details, are attached onto the CRM system, including checks of The Companies House/Credit Safe.
9. Liaise with Accounts Manager and Legal Team regarding any contractual queries.
10. Ensure contracts checks are completed for resources on the CRM system and inform the Pay Bill department.
11. Liaise with Partners/Suppliers, including reporting and audits on outstanding paperwork and dealing with any compliance queries from the Care Team.
12. Enroll resources onto the Company Healthcare Policy as requested and manage queries relating to Healthcare, including regular contact with Brokers and audits.
13. Liaise with resources regarding any contractual requests, including supplying consultants with copies of agreements on ad hoc requests.
14. Process background checks for all resources and Penta employees using Hireright Portals (US and UK) and handle all related queries.
15. Assist with uploading Supplier agreements onto the database, ensuring all agreements are attached and the correct Tier Process is applied.
16. Assist with audits related to Clients ongoing Audits, Healthcare audits, Self-Billing, and any compliance tasks.
17. Handle any sales queries on an ad hoc basis as required.
18. Regular use of DocuSign and address any queries related to this portal.
19. Ensure all onboarding is completed for new starters and that details of the resources are passed onto the Care Team, including welcome emails and providing company benefits information.
20. Conduct monthly audits of HireRight invoices and apply the correct fee to Mercury.
21. Manage contracts inbox and direct any queries to the relevant department.