Facilities Contracts Officer

Whittington Hospital NHS Trust; Greater London; On-site; GBP 37,000 - 46,000; Full time

Job summary

A leading healthcare provider in Greater London is seeking a Facilities Contract Officer to oversee the contractual delivery of services. The role involves monitoring suppliers, managing teams, and ensuring high-quality service provision across the Trust. Ideal candidates should have a degree in a related field and experience in facilities management. This position is vital for maintaining smooth operations and supporting the delivery of essential services to the community.

Qualifications

• Experience in a corporate setting sufficient to demonstrate competency.
• Knowledge of NHS National Standards of Cleanliness.
• Experience in compiling and analyzing data for reports.

Responsibilities

• Monitor suppliers' performance and ensure SLAs are met.
• Support Senior Facilities Management team.
• Manage the contract monitoring team and ensure coverage.

Skills

Management

Communication

Organizational Skills

Team Leadership

Negotiation

Education

Degree or equivalent in related discipline

Management qualification or equivalent experience

Job description

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. This position is essential for providing operational support across the organization. The role ensures that daily processes run smoothly, assists in resolving operational issues, and contributes to maintaining efficient workflows. The post is required to support core functions, coordinate with internal teams, and uphold the operational standards necessary for successful business performance.

Main duties of the job

• Contract Monitoring & Management
• Administration
• Stakeholder Engagement
• Projects
• Finance
• Line Management
• Decisions and judgements
• Physical, emotional and mental demands of the post
• Working conditions

About us

Whittington Health provides general hospital and community services to 500,000 people living in Islington and Haringey as well as other London boroughs including Barnet, Enfield and Camden. We have an income of over £500m and more than 5,000 staff delivering care across North London in The Whittington Hospital and from 30 locations in Islington and Haringey. As one organisation providing both hospital and community services, we are known as an "integrated care organisation". This means we can bring high quality services closer to home and speed up communication between community and hospital services, improving our patients' experience particularly for those who need different levels of care. Key to our approach is partnering with patients, carers, GPs, social care, mental health and other healthcare providers. We have a strong reputation for safe care, for two years consistently having one of the lowest death rates in England, one of the key criteria for measuring patient safety. Our organisation also has a highly-regarded educational role, teaching more than 600 undergraduate medical students, nurses and therapists throughout the year, and providing a range of educational packages for postgraduate doctors and other healthcare professionals.

Job responsibilities

• 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 inhouse 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.
• To participate and lead ad-hoc projects as required for the Directorate.
• Assist Facilities Management with compiling and submitting of ERIC & PAM reports
• Supporting 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/requisition, processing waivers and invoices and liaising, when necessary, with both internal finance and accounts payable departments.
• To 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.
• To 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.

Person Specification

Education / Qualifications

• Appropriate experience in a corporate setting sufficient to demonstrate competency and ability
• Educated to degree or equivalent / associated discipline related to the role
• Management qualification or equivalent professional experience
• BICS, CPSS, NVQ level 3 Knowledge of COSHH
• Experience in working within healthcare

Skills & Abilities

• Proven experience of managing diaries and administrative requests
• Able to demonstrate ambition and resilience in management and work ethic
• A good team member with proven ability to lead, motivate, inspire and support diverse teams
• An effective communicator (both verbal and written)
• Able to influence and negotiate across a broad scope of staff
• Effectively able to coach others
• Able to manage own time and meet deadlines
• Good standard of literacy and numeracy
• Ability to communicate effectively with patients, visitors, colleagues, clients
• Experience in healthcare environment

Knowledge & Experience

• Good knowledge of the NHS National Standards of Cleanliness
• Comprehensive understanding procurement processes - raising purchase orders, processing invoice and sourcing quotes
• Experience in compiling data to produce high level reports
• Experience of collecting and analysing data
• Experience of day-to-day office management - such as diaries and procuring stationary
• Experience of collecting and analysing data
• Experience of working in a large, multi-site organisation
• Experience in carrying out conditional surveys - not chartered survey level

Personal Qualities

• Be flexible in approach to work Show empathy, care and compassion
• Ability to work independently, flexibly and professionally - dealing with stressful and changeable situations
• Proven excellent planning and organisational skills
• Ability to respond quickly to problem Ability to adhere to instructions, standards and procedures
• Ability to build relationships and show respect for other people
• Positive attitude and enthusiasm
• Ability to work as part of a team

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

£37,259 to £45,356 a yearPer Annum Including HCAS