Digital Asset, Software Licensing and Procurement officer

At South London and Maudsley NHS Foundation Trust, we believe in providing excellent care which is delivered with pride and compassion. Everything we do is to improve the lives of the people and communities we serve and to promote mental health and wellbeing for all.

The post holder will be responsible for the provision of a robust Digital Services Assurance function meeting the needs of Digital Service Users and Digital Services Analysts in line with provisions of the Digital Services Service Level Agreement (SLA).

The post holder will provide day-to-day administrative support for the management of the Trust's digital assets and software licences. Working within agreed procedures and under the direction of the Digital Services Admin Supervisor, they will maintain accurate records, process approved procurement requests and help coordinate equipment and access requirements for new starters, movers and leavers.

The post holder will assist in the provision of customer support, interfacing and maintaining business and supplier relationships.

Main duties of the job

• Monitor and progress routine ServiceNow requests relating to digital assets, software licences, procurement and user requirements, ensuring records are complete and referring delays or exceptions to the appropriate team or manager.
• Update and maintain accurate asset records throughout the equipment lifecycle, including receipt, allocation, transfer, stock checks, recovery, repair, replacement, secure disposal and decommissioning.
• Carry out routine administration for Trust devices, including laptops, desktops, monitors, mobile phones, SIM cards, peripherals and other digital equipment, ensuring ownership, location and status are recorded correctly.

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.

Job responsibilities

• Maintain software licence records, including allocations, renewal dates, usage and available licences, and assist with the recovery and reassignment of licences in line with agreed processes.
• Process approved hardware and software requests in accordance with Trust policies and established information governance, cyber security, technical assurance and financial approval processes.
• Support procurement activity by requesting quotations, raising and tracking requisitions and purchase orders, receipting goods, maintaining supporting documentation and following up routine delivery or invoice queries.
• Check that purchasing records are complete and correctly coded, approved, receipted and, where applicable, recharged, referring discrepancies in accordance with Trust financial procedures.
• Liaise with recruiting managers and relevant Digital Services teams to confirm and progress standard equipment, software and access requirements for new starters, movers and leavers.
• Support the Digital Services induction process by preparing equipment and access checklists, arranging asset handover, providing standard user information and completing allocation and acceptance records.
• Complete routine stock, asset and licence checks; investigate straightforward discrepancies; and refer unresolved issues, expiring licences, low stock or potential compliance concerns to the appropriate manager.
• Assist with recording and progressing reports of lost, stolen or unaccounted-for devices, including updating relevant records and following agreed security and replacement procedures.
• Prepare routine reports and information on assets, stock, software licences, procurement activity and outstanding requests for review by the supervisor or relevant manager.