Facilities Contract Officer

Whittington Health NHS Trust; City of Westminster; On-site; GBP 35,000 - 45,000; Full time

Job summary

A healthcare organization in the UK seeks a Facilities Contract Officer to oversee and enhance the delivery of facilities services. This role includes monitoring contracts, managing stakeholder relationships, and ensuring that services meet NHS standards. Ideal candidates will have experience in facilities management, excellent administrative skills, and the ability to manage financial aspects. The position requires strong leadership and communication abilities for a successful and efficient team operation.

Qualifications

• Experience in facilities management and contract administration is essential.
• Strong organizational and communication skills required.
• Ability to manage finances and monitor performance indicators.

Responsibilities

• Facilitate, monitor, and analyze facilities services delivery.
• Manage team performance and contract compliance.
• Oversee audits and ensure adherence to quality standards.

Skills

Contract monitoring

Stakeholder engagement

Administration

Financial management

Job description

About this role

The Facilities Contract Officer will play a key role in facilitating, monitoring, analysing, and developing the contractual delivery of facilities services across the Trust, ensuring high-quality, compliant, and cost-effective service provision. Working within and in support of the Estates & Facilities Directorate, the postholder will be responsible for maintaining effective relationships with contractors and internal stakeholders, overseeing performance against contractual standards, identifying areas for improvement, and ensuring that all facilities management activities contribute to a safe, efficient, and sustainable estate.

The Facilities Contract Officer is responsible for day‑to‑day contract, operations and services monitoring team, including line management of the monitoring team, overall contract support (all contracts), general administration and accommodation support.

Key responsibilities

• Contract monitoring & management
• Administration
• Stakeholder engagement
• Projects
• Finance
• Line management
• Decisions and judgements
• Physical, emotional and mental demands of the post
• Support with contract management (all contracts) including but not limited to Linen, JLA, Uniforms, Medstrom, Franking, Hybrid mailing, Fleet management
• Support the Senior Facilities Management and Performance team with all facilities based elements, management and monitoring of operational, contractual and financial elements of all in‑house and outsourced services
• Monitor suppliers' performance, ensure service level agreements (SLAs) and key performance indicators (KPIs) are met, and drive improvement
• Ensure regular audits are carried out within a defined area of control, in conjunction with the contractors to ensure services are being provided to agreed NHS National Standards
• Support the Facilities Management team with all departmental administrative workstreams as required
• Maintain, manage and arrange where required the Facilities Management Team diaries to ensure sensible planning of commitments and assist in prioritising workload in relation to the current and anticipated workload
• Co‑ordinate, attend and minute internal and external both sub‑group and committee meetings as required
• Create, format, prepare and distribute any correspondence, reports, committee papers, Board papers and presentations for and on behalf of the Directorate
• Undertake any ad‑hoc projects under the supervision of the Facilities Contracts Manager and Head of Facilities, obtaining and analysing information from both internal and external sources
• Participate and lead ad‑hoc projects as required for the Directorate
• Assist Facilities Management with compiling and submitting ERIC & PAM reports
• Support management with actively seeking to demonstrate quality by developing systems and standards across the Dept
• Monitor contract and SLA financial positions as requested by the Senior Facilities Management team
• Ensure that costs for ad‑hoc variation rechargeable services provided are collated and produced in line with Trusts standing financial instructions policy
• Support with financial duties such as procuring quotes, raising purchase orders/requisitions, processing waivers and invoices and liaising, when necessary, with both internal finance and accounts payable departments
• Undertake any other duties which is deemed appropriate to the band when requested
• Line management for the contract monitoring team
• Lead all aspects of staff management, including recruitment, induction, appraisals/PDPs, training, performance reviews, absence management, and disciplinary/grievance processes
• Produce and manage a rota to ensure service coverage, balancing leave and operational needs
• The post holder will work under regular supervision and within set boundaries, whilst having the freedom to balance and prioritise their workload
• Always act with discretion when dealing with managers and staff and ensure confidentiality is maintained as appropriate
• The post holder will be required to work in all areas of the Trust where conditions may from time to time be unpleasant or challenging

Safeguarding Children and Adults

• Ensure you are familiar with and comply with the London Child Protection Procedures and protocols for promoting and safeguarding the welfare of children and young people
• Ensure you are familiar and comply with the London Multi Agency Safeguarding Vulnerable Adults Pan London Procedures
• Ensure you are familiar and comply with local protocols and systems for information sharing
• Know the appropriate contact numbers and required reporting lines
• Participate in required training and supervision
• Comply with required professional boundaries and codes of conduct