Contracts Manager (QSHE)

Education Authority; Armagh; On-site; GBP 40,000 - 55,000; Full time

Job summary

A public educational organization in Northern Ireland is seeking a QSHE Contracts Manager to manage a portfolio of contracts valued over £260m. This role requires strong skills in contract management, supplier negotiation, and audit oversight. The successful candidate will have a relevant qualification and experience in managing complex contracts while ensuring compliance with all legislative requirements. This position offers a dynamic working environment and opportunities for professional development.

Benefits

Professional development opportunities

Flexible working hours

Qualifications

• Minimum of 2 years' experience in managing large complex contracts.
• Experience of engaging with external suppliers.
• Experience of managing contract risk management.

Responsibilities

• Manage a complex portfolio of contracts valued over £260m.
• Ensure compliance with legislation and contractual requirements.
• Oversee audits and reporting of QSHE contracts.

Skills

Contract management

Supplier negotiation

Audit management

Performance management

Education

Cabinet office Practitioner level accreditation or bachelor's degree

Job description

Overview

JOB DESCRIPTION

EA SERVICE: Quality, Safety, Health and Environment (QSHE) Service

REPORTS TO: Lead Officer – Contracts and Financial Compliance

JOB PURPOSE

The Education Authority (EA) requires x 1 QSHE Contracts Managers to work within the Quality, Safety, Health and Environment (QSHE) Service.

Reporting directly to the Lead Officer - Contracts and Financial Compliance, the post holder will manage a complex portfolio of QSHE contracts with a contract value in excess of £260m. Currently, there are 12 high value contracts, including three gold tier, seven silver tier and two with bronze tier status. The post holder will also have responsibility for managing the QSHE obligations with regard to the Term Service Contracts (TSC).

As a Contracts Manager within the EA QSHE Service the post holder will play a vital role in ensuring compliance with legislation and guidance and that all QSHE contracts are managed in accordance with contractual requirements whilst ensuring value for money.

The post holder will be responsible for creating and managing an agreed contracts recording and auditing system, which they will administer across all QSHE contracts, endeavouring to increase efficiencies and improve the service deliverables while reducing costs where possible. The post holder will regularly present their reports and outcomes to the Lead Officer – Contracts and Financial Compliance.

In this challenging role, the post holder will work closely with all EA stakeholders and be instrumental in delivering a quality service that meets the EA goals and objectives and exceeds customers’ expectations.

MAIN DUTIES AND RESPONSIBILITIES

Contracts Administration

• Responsible for ensuring that all contract management activities listed in the EA Contract Management Guide are completed on time and to the required level of detail.

• Develop and manage the contract administraonitoring as well as other contract mechanisms.

• Actively manage the Contract Management System, ensuring all actions have been identified and recommendations are made to meet compliance and objectives.

• Maintain intimate knowledge of the QSHE contracts and associated terms within the portfolio.

• Arrange schedules of QSHE contracts due in advance, arrange panel members, contract specifications, panel meetings and evaluation panels.

• Coordinate and agree with the Lead Officer – Contracts and Financial Compliance, Head of QSHE, QSHE Senior Managers and panels on tender requirements and specifications.

• Act as the interface between external suppliers, internal colleagues and procurement / legal teams concerning QSHE contract reviews, changes and retendering.

• Play a supporting role in the commissioning and procurement of QSHE Services across the EA.

• Comply with all Departmental controls relating to commercial practice and otherwise, including strict adherence to their delegated authorities, governance, legislation, and policy as appropriate.

• Contribute to throvement across all contracts for all goods and services for the QSHE Service.

Auditing and Reporting

• Oversee the management of QSHE contracts through auditing and reporting.

• Manage and oversee all QSHE audits, report writing and action planning within the remit of Contract Management.

• Create, maintain and operate Management Information Reports that ensure all processes and procedures are in place and working effectively within the QSHE Service.

• Provide timely reports and presentations to the Lead Officer – Contracts and Financial Compliance on all QSHE contract review and performance matters, spending and satisfaction levels with each service provider.

• Put in place an annual onsite supplier auditing schedule.

• Set deadlines and ensure timelines are met, often under challenging circumstances and competing priorities.

• Support the QSHE Service in the monitoring and control of contract expenditure in line with agreed budget limits, facilitating action plans to address over and underspend.

• Provide support and recommendations to the Head of QSHE and the QSHE Senior Management Team from the findings identified from audits, reports and end-user complaints.

Continuous Improvement

• Identify areas for improvement opportunities across QSHE Services to ensure best value is being achieved at all times.

• Regularly monitor supplier performance against agreed key performance indicators ensuring achievement and improvement where required.

• Put in place an effective end-user complaint system embedded at the user level and easily identifies trends and service provider failures.

• Act as a point of escalation for the QSHE Service in the event of poor supplier performance, including providing advice on contract terms and conditions and how and when to enact them.

• Investigate quality failures and issues and record and identify trends.

Training and Meetings

• Attend all meetings, training courses and working groups as required and carry out all tasks as requested to ensure QSHE contracts are developed, evaluated, implemented and managed within the agreed procurement requirements, strategy and timeframes.

• Contribute to developing and delivering Social Value initiatives and programmes such as workshops, training and development initiatives to support the QSHE Service, Head of QSHE and QSHE Senior Managers.

• Arrange and coordinate initiation meetings with members of the QSHE Service before the tendering for products and services commences ensuring that all QSHE contracts deliver the QSHE Services requirements.

• Arrange onsite supplier visits with QSHE Senior Managers.

• Arrange and coordinate Category Council meetings, providing agendas, information for agenda items, minute taking and following up on actions delegated.

• Actively participate in service and procurement meetings and consult with internal and external stakeholders as requested.

• Participate in learning and development activities and professional development, as required with the role.

ICT

• Prioritise the smooth running of the Contract Management Portal, ensuring deadlines and value for money are met whilst maintaining a high standard of analysis and insight into each QSHE contract.

• Use electronic sourcing and management systems to ensure all commercial decisions are evidenced.

• Ensure the QSHE Service Risk Register (Category Council) is reviewed and assessed regularly, ensuring significant risks are escalated accordingly.

• Prepare Procurement Needs Requests for the QSHE Service.

• Prepare Business Cases as required for products and new services as the QSHE Service evolves.

• Support and carry out procurement projects when requested by the Lead Officer – Contracts and Financial Compliance.

Leadership and People

• Promote and support the EA Procurement and QSHE Service vision and values.

• Build and maintain effective, professional and respectful stakeholder relationships.

• Develop and maintain clear lines of communication and effective working partnerships with relevant internal/external stakeholders.

• Work with the Head of QSHE, QSHE Senior Managers and CPS to lead and support procurement and compliance.

Other Responsibilities

• Comply with the EA’s policy on Data Protection (in particular, the processing of sensitive personal information).

• Ensure that the EA’s Equal Opportunities Policy, relevant Codes of Employment and Practice and other relevant legislation are adhered to.

• Respond to Parliamentary Questions, Assembly Questions, Minister’s cases, FOI requests and other correspondence within set deadlines.

• Deal with whistleblowing complaints in accordance with the EA’s Whistleblowing procedure.

• Undertake such other relevant duties as may be reasonably expected of the post holder.

• The post holder may be required to work outside normal office hours on occasions.

This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

In accordance with Section 75 of the Northern Ireland Act (1998), the post-holder is expected to promote good relations, equality of opportunity and pay due regard for equality legislation at all times.

To view the summary of terms and conditions for this post, click here.

PERSON SPECIFICATION

NOTES TO JOB APPLICANTS

1. You must clearly demonstrate on your application form under each question, how, and to what extent you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria, where relevant.

2. You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.

3. The stage in the process when the criteria will be measured is outlined in the table below.

4. Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form.

5. Please note that the Selection Panel reserves the right to shortlist only those applicants that it believes most strongly meet the criteria for the role.

6. In the event of an excessive number of applications, the Selection Panel also reserves the right to apply any desirable criteria as outlined in Section 3 at shortlisting, in which case these will be applied in the order listed. It is important therefore that you also clearly demonstrate on your application form on how you meet any desirable criteria.

Section 1 - Essential Criteria

The following are essential criteria which will initially be measured at the shortlisting stage and which may also be further explored during the interview/selection stage. You should therefore make it clear on your application form how, and to what extent you meet these criteria. Failure to do so may result in you not being shortlisted.

Factor Essential Criteria Method of Assessment Qualifications/Experience

Hold a Cabinet office Practitioner level contract manager accredited (equivalent) or bachelor’s degree (UK Qualification and Credit Framework Level 6) or an equivalent or higher qualification and two years’ experience of managing Large complex contracts;

OR

Have five years’ experience of managing Large complex contracts.

*Large complex contracts is defined as contracts worth over £5m with over 20 Contract End Users.

Demonstrable experience of engaging with external suppliers to support the delivery of services and delivery of Value for Money through multiple contracts.

Demonstrable experience of maintaining contract records and communications to a high standard.

Demonstrable experience of embedding and management of Key Performance Indicators.

Demonstrable experience of managing contract risk Management.

Knowledge

In-depth knowledge in negotiating with suppliers, customer engagement techniques and performance management of suppliers.

Other

Demonstrable commitment to continuous personal and professional development.

The successful candidate will be required:

to have access to a suitable vehicle (appropriately maintained and insured for Education Authority business) that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion;

OR

be able to provide sufficient information on the application form that will satisfy the employer that he/she has access to an appropriate alternative form of transport that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion.

Section 2 - Essential Criteria

The following are additional essential criteria which will be measured during the interview/selection stage in line with EA’s Game Changing People Model.

Factor Essential Criteria Method of Assessment Knowledge

Demonstrable knowledge of the current and anticipated challenges related to the role.

Interview

Skills/Abilities

In line with EA’s Game Changing People Model we will look for evidence of:

Ability to self-manage tasks in line with priorities to enable objectives to be met.

Attention to detail with a commitment to high-quality delivery.

Analysing complex written material and identifying and summarising key issues

Ability to identify risks, carryout and effective review and consult appropriately.

Demonstrate excellent planning and organisational skills.

Ability to communicate and work effectively with others as part of a team and to develop and maintain good working relationships at a range of levels.

Interview

Values Orientation

Evidence of how your experience and approach to work reflect EA’s ethos and values. You will find information about our Values here.

Interview

Our Values

Through the selection process we will also seek evidence that the personal values of candidates align with those of the EA. This will include evidence of commitment to equality and excellence in service delivery. These reflect our aim which is to meet the needs of all our children and young people equally, removing barriers to learning and ensuring equality of access to excellent education services so that every child can develop to his or her full potential.

DISCLOSURE OF CRIMINAL BACKGROUND

The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as ‘regulated activity’.

In the event that you are recommended for appointed to a post that involves ‘regulated activity’, the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background. Please note that you WILL be expected to meet the cost of an Enhanced Disclosure Certificate. Details of how to make payment will be sent to you at the pre-employment stage.

Further information can be accessed at NI Direct or the Department of Justice.

APPLICANT GUIDANCE NOTES

To view the applicant guidance notes, please click here.

To learn about the many great benefits of joining the Education Authority, click here

The Education Authority is an Equal Opportunities Employer.