Contracts Co-ordinator

The Methodist Church in Britain; West Midlands; On-site; GBP 32,000 - 42,000; Full time

Benefits offered by this job

Annual discretionary bonus

Company pension 5%

Car lease scheme

Home & Electronics scheme

Cycle to work scheme

Job summary

SWFT Clinical Services oversees a pivotal Contracts Co-ordinator role across Warwick and Leamington hospital sites, managing the outsourced Soft Facilities Management contract. You will monitor performance against KPIs, coordinate the assurance programme, and prepare dashboards and reports for review.

Working with multiple stakeholders, you will manage audits, action plans and risk logs to ensure NHS standards, governance and compliance are met with a professional, collaborative approach.

Qualifications

• Degree-level or equivalent experience in facilities management, contract management, business administration or a related discipline.
• Evidence of continuing professional development.

Responsibilities

• Contract monitoring and SLA/KPI oversight for outsourced Soft FM.
• Coordinate audits and assurance processes for the Soft FM contract.
• Produce performance reports and dashboards from supplier information.
• Maintain contract assurance databases and compliance records.

Skills

Soft FM services

NHS quality assurance

KPIs & SLAs

NHS legislation

Education

Degree-level or equivalent

Job description

This newly created Contracts Co-ordinator post supports the Facilities Team at SWFT Clinical Services, the subsidiary of the South Warwickshire University NHS Foundation Trust. The work centres on monitoring and assuring the outsourced Soft Facilities Management contract, covering cleaning, patient feeding, portering, retail and security. The role spans Warwick and Leamington hospital sites and reports to the Head of Operational Facilities, with some out-of-hours working. Visa sponsorship is not available, and previous applicants should not apply.

What the job involves

• Monitor contractual performance against KPIs, SLAs and contractual obligations
• Coordinate the contract assurance programme for the Soft FM contract
• Analyse audit findings and produce performance summaries against Soft FM KPIs and standards
• Prepare monthly and quarterly contract performance reports from supplier information
• Collate assurance information from operational teams and share falling standards with the Soft FM provider
• Act as central liaison between SWFTCS Facilities, operational teams, the Soft FM provider, Trust infection prevention and control, Trust nursing teams and Estates
• Coordinate audits and inspections, including National Standards of Healthcare Cleanliness, PLACE, patient feeding, waste, linen, security, portering and retail
• Monitor action plans from audits, inspections, complaints and incidents, and track corrective actions to completion
• Escalate contractual concerns and emerging risks to the Head of Operational Facilities or leads
• Prepare documentation for contract review meetings and produce dashboards and performance reports
• Maintain risk and issue logs, contract assurance databases and accurate compliance records
• Identify recurring service issues and support improvement plans with operational teams and the contractor

Qualifications

• Degree-level or equivalent experience in facilities management, contract management, business administration or a related discipline
• Evidence of continuing professional development

Experience

• Contract monitoring
• NHS facilities or Soft FM experience, including outsourced FM contracts
• Coordinating audits and assurance processes
• Producing performance reports and analysing data
• Working with multiple stakeholders

Skills & knowledge

• Understanding of Soft FM services
• Knowledge of NHS quality assurance, governance and compliance processes
• Understanding of KPIs and service level agreements
• Awareness of NHS recognised legislation, guidance and best practice

Checks & eligibility

• Passing occupational health screening
• Current driving licence

Other

• Willingness to work outside normal working hours when necessary
• Professional, approachable and collaborative, customer-focused with excellent interpersonal skills and good presentation
• Strong attention to detail, able to work independently, commitment to continuous improvement

Nice to have

• Knowledge of contract management
• Experience using CAFM or contract management systems
• Knowledge of PLACE assessments
• Knowledge of ERIC and NHS performance reporting

What’s offered

• Annual discretionary bonus, subject to company and individual performance
• Automatic enrolment in the company pension scheme, with 5% employer contribution
• Benefits after six-month probation: car lease scheme, Home & Electronics scheme and cycle to work scheme
• Discounted leisure and travel, and retail discounts
• 24/7 Employee Assistance Programme