Electronic Medical Record jobs in Cardiff

Vacancy: Contract Officer

Closing date: Tuesday 27 October

Shortlisting: Friday 30 October

Interview date: Wednesday 4 November

Salary: £33,717.01

About the vacancy:

Join Hedyn as a Contract Officer and play a key role in supporting the delivery of housing improvement and investment projects.

In this role you'll work closely with contractors, residents and internal teams, you'll coordinate project administration, compliance, governance reporting and resident communications to ensure projects are delivered safely, efficiently and to a high standard.

This is an excellent opportunity for someone with strong organisational skills, project coordination experience and a customer-focused approach who enjoys managing multiple priorities while helping improve homes and communities across our housing portfolio.

• A full UK driving licence and access to your own vehicle with business insurance is essential

Specifically, in the role you will:

• Maintain accurate and up-to-date contract management trackers and asset management records for all projects, ensuring data integrity and auditability.
• Set up and manage structured electronic project files, using a consistent folder framework for key areas such as contract documentation, health and safety, surveys, communications, finance and photographic records.
• Administer the full project lifecycle checklist, from initial project mobilisation and system setup through to post‑completion review and lessons learned.
• Raise and manage work orders for all relevant properties and blocks, monitoring progress and recording completion status to support valuations and payment approvals.
• Proactively obtain and file contractor documentation, including risk assessments and method statements, construction phase plans, insurance evidence and statutory certification (for example gas and electrical).
• Arrange, attend and provide full administrative support for mobilisation and progress meetings, including producing accurate minutes, maintaining action logs and following up outstanding actions.
• Prepare, update and circulate performance and governance information for project meetings, including KPI reports, resident contact logs and complaint summaries.
• Draft, quality check and issue resident communications, including statutory and non‑statutory letters, consultation notices and start/completion notifications, and record and track all responses.
• Administer party wall processes, including identifying affected neighbours, issuing notices, logging responses, and escalating or chasing non‑responses in line with procedure.
• Monitor project mailboxes, log all resident and stakeholder contact in agreed systems, allocate queries to the appropriate officer and track responses to completion.
• Coordinate regular health and safety site inspections, ensuring reports are filed promptly and that identified actions are monitored and closed within agreed timescales.
• Collate and validate handover documentation at practical completion, including snagging records, operation and maintenance manuals, warranties and as‑built information.
• Update asset and compliance records at practical completion so that new components, certificates and servicing requirements are accurately recorded and scheduled.
• Maintain defects period records, coordinate end‑of‑defects inspections, ensure defects are resolved, and arrange closure of projects across all relevant systems and records.

(Please refer to the attached recruitment pack for more information.)

For further information about the role, please contact

Application Process:

We require an application form to be completed for every role.

We do not require recruitment agency support at this time - all speculative CV's will be treated as a direct application.

Your Hedyn, our comprehensive benefits package:

We believe Hedyn is a great place to work and it's important to us that our people feel the same way.

As well as offering varied and fulfilling careers, we want every colleague to feel appreciated. That means having the best possible benefits package, the flexibility to maintain a great work-life balance and the opportunity to achieve your full potential.

We are still at the beginning of our journey. Join us to help shape it.

Enhanced Pension Scheme:
We offer an attractive pension scheme with generous employer contributions of up to 12%. You are able to determine the level of contributions that is right for you.

Enhanced Annual Leave:
You'll start on 25 days annual leave (+ Bank Holidays) which would increase gradually to 30 days following 3 years' service.

SMART Working (dependent on role):
You're trusted to manage your time to work in a way that meets the needs of our customers, colleagues and communities.

At Hedyn, we believe that 'work is something you do rather than somewhere you go.'

Health and Wellbeing:
We have many health and wellbeing policies and initiatives such as Cycle to Work and Enhanced Maternity/Paternity/Adoption.

Flexible Benefits
We have a flexible benefits package that allows colleagues to spend £625 towards the benefits that suit them. There is a wide range of benefits available to choose from including Private Medical Insurance, Health Cash Plan, the option to have your professional memberships paid for, and Electric Vehicles.

Development:
We offer many professional and personal development options such as sponsored study opportunities and career progression and development.

We want you to be at your very best. Please feel free to let us know of any changes we can make at any point in the recruitment process that will help support your application.

If you are looking for your next career challenge, seeking responsibility, and are passionate about delivering the best possible service, we'd love to hear from you.