Contracts Co-ordinator

NHS Jobs; Warwick; On-site; GBP 40,000 - 55,000; Full time

Job summary

NHS Jobs is seeking a Contract Assurance professional to coordinate and monitor the ongoing assurance programme for the Soft FM contract. You will monitor performance against KPIs and SLAs, review data and compliance reports, and maintain records demonstrating contractual compliance.

You will also support monthly and quarterly performance reporting, escalate risks, and coordinate cross-team assurance information for audit findings and contract governance.

Qualifications

• Experience in contract management or assurance programmes.
• Ability to monitor KPIs, SLAs and compliance.
• Strong analytical and reporting skills.

Responsibilities

• Coordinate the ongoing assurance programme for the Soft FM contract.
• Monitor performance against KPIs, SLAs and contractual obligations.
• Review performance data and compliance reports to identify trends and risks.
• Maintain records proving compliance with contractual requirements.
• Support monthly and quarterly contract performance reports using information from the Soft FM supplier.
• Escalate contractual concerns and emerging risks to the Head of Operational Facilities or leads.
• Collate assurance information from multiple teams and share findings with the Soft FM provider.
• Analyse audit findings and produce performance summaries showing KPI/Governance gaps.
• Coordinate evidence for contract meetings.
• Monitor action plans from audits, inspections, complaints and incidents and ensure closure.
• Ensure corrective actions are tracked through to completion.

Job description

Contract Assurance

• Coordinate the ongoing assurance programme for the Soft FM contract.
• Monitor contractual performance against agreed KPIs, Service Level Agreements (SLAs), and contractual obligations.
• Review performance data, audit outcomes, and compliance reports to identify trends, risks, and areas requiring improvement.
• Maintain accurate records demonstrating compliance with contractual requirements.
• Support the preparation of monthly and quarterly contract performance reports, from information shared by the Soft FM supplier Escalate contractual concerns and emerging risks to the Head of Operational Facilities or Leads that cover the contract provisions.
• Collate assurance information from multiple operational teams within Hotel Services and share findings of drop in standards and assurance with the Soft FM provider.
• Analyse audit findings and produce performance summaries cross referencing the Soft FM KPIs and standards have not met the obligations.
• Coordinate evidence required for contract meetings.
• Monitor action plans arising from audits, inspections, complaints, and incidents.
• Ensure agreed corrective actions are tracked through to completion.

Liaison and Coordination

• Act as the central liaison point between: SWFTCS Facilities Management SWFTCS Facilities operational teams Contracted Soft FM provider Trusts Infection Prevention and Control Trusts Nursing teams SWFTCS Estates colleagues.
• Facilitate communication regarding service performance, compliance issues, and contractual obligations.
• Report at meetings relating to contract performance and assurance and where gaps can be seen proactively.

Audit Coordination

• Coordinate assurance information generated through operational monitoring and join auditing/shaddowing including: Training performance and expectations National Standards of Healthcare Cleanliness audits Cleaning inspections including efficacy auditing Incidents and trends PLACE inspections Patient feeding audits Waste management audits Linen management audits Security inspections and audits Portering performance reviews Retail service monitoring.
• Ensure audit results are validated, recorded, and reported appropriately.

Governance

• Support contract governance arrangements.
• Prepare documentation for contract review meetings.
• Produce dashboards and reports highlighting performance trends.
• Maintain risk and issue logs relating to contract performance.
• Assist with evidence collection for internal and external inspections.

Continuous Improvement

• Identify recurring service issues and support development of improvement plans.
• Work with operational teams and the contractor to improve service quality.
• Share learning from audits, incidents, complaints, and patient feedback.

Information Management

• Maintain contract assurance databases.
• Produce performance reports showing performance.
• Ensure documentation is accurate, complete, and available for inspection.
• Support production of Board and Committee reports where required.