Soft FM Performance Manager

Transformationunitgm; Oxford; On-site; GBP 37,000 - 45,000; Full time

Job summary

An established industry player is seeking a Soft FM Performance Manager to ensure high-quality service delivery across its various healthcare sites. This role involves monitoring contract compliance, producing performance reports, and working closely with service providers to uphold the Trust's standards. The ideal candidate will have a strong background in performance and facilities management within a healthcare setting. If you are passionate about delivering excellence in service and have the skills to drive improvements, this is a fantastic opportunity to make a significant impact in a leading NHS Trust.

Qualifications

• Experience in performance management and contract compliance.
• Knowledge of healthcare service standards and legislation.

Responsibilities

• Monitor soft FM contract compliance and service quality.
• Produce performance reports and manage audits of service providers.
• Develop relationships with stakeholders for effective service delivery.

Skills

Performance Management

Contract Management

Facilities Management

Healthcare Compliance

Education

Relevant Degree

Tools

Database Management Systems

Job description

Employer Oxford University Hospitals NHS Foundation Trust Employer type NHS Site John Radcliffe Hospital Town Oxford Salary £37,338 - £44,962 per annum Salary period Yearly Closing 14/05/2025 23:59 Interview date 30/05/2025

Soft FM Performance Manager

NHS AfC: Band 6

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.

The Trust comprises of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call thisDelivering Compassionate Excellenceand its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via theOUH YouTube channel .

Many of our recruitment programmes useValue Based Interviewingto identify those who have the skills we seek, who share our values and who are able to deliver compassionate excellence from the outset. We know that this makes a significant difference to your job satisfaction and above all the outcomes and experience of our patients and their families. For more information about our Values and Value Based Interviewing please visitwww.ouh.nhs.uk/about/vision-and-values

Job overview

To monitor and demonstrate soft FM contract compliance for the Trust's various PFI contracts.

To manage and oversee the Trust’s interest regarding service and quality outcomes, as detailed in the Trust's various Project Agreements for Soft FM Services, which are delivered by the Private Finance Initiative (PFI) Service Providers.

Be responsible for advising and keeping updated on service improvements that align with current legislation.

To promote a culture of quality and monitor thequality of soft services across all Trust sites.

Ensure all statutory requirements and standards are met and implemented into the contracts.

To produce performance reports; develop, maintain and implement reports on service outcomes and demonstrate contract compliance.

Ensure validation of information required to be provided by the Project Agreement.

To undertake auditing and monitoring of soft services and documents as required to validate service provider standards, performance and contract obligations, assuring the Trust the contractor/service provider is fulfilling the technical and statutory obligations required under the contract and providing a safe and efficient healthcare environment.

To support the in-house EFM team at the Horton Hospital site with service reviews to support their in-house monitoring of their soft FM services

Develop good working relationships and support to ensure effective and constructive communications that positively contribute to a collaborative care provision.

Main duties of the job

• Ensure high-quality provider services to meet the Trust specification requirements and contractual commitments and comply with Department of Health guidance and Health and Safety legislation.
• Be responsible for reviewing, auditing, and analysing service provider performance, systems, reports, and information, evaluating outcomes against contractual requirements and terms.
• Where there is noncompliance, ensure an appropriate remedial /corrective action plan is initiated and monitored.
• Produce monthly reports advising and verifying service outcomes and service failures and providing assurance of compliance with guidance and legislative documents.
• Develop and maintain quality systems, including databases, to monitor quality standards and services doe soft fm service across all Trust sites and provide reports on findings.
• Act as an interface and mediate between service providers and trust-retained service agencies regarding service interface problems and problem resolution. Investigate and clarify where there are conflicting interests. Promote sound working relationships between all disciplines of staff within the Trust and service providers.
• Establish networks of end-user representatives, including departmental staff, patient representatives, and external bodies. Responsible for providing monthly summary services operating reports to these groups.
• Undertake benchmarking analysis of services provided and production of reports.

Working for our organisation

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. For more information on OUH please view OUH At a Glance by OUHospitals - Issuu

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community.

We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.

Detailed job description and main responsibilities

Main Tasks and Responsibilities

1. Ensure high-quality provider services to meet the Trust specification requirements and contractual commitments and comply with Department of Health guidance and Health and Safety legislation.

2. Be responsible for reviewing, auditing, and analysing service provider performance, systems, reports, and information, evaluating outcomes against contractual requirements and terms.

3. Where there is noncompliance, ensure an appropriate remedial /corrective action plan is initiated and monitored.

4. Produce monthly reports for the PFI Contracts Manager Soft FM advising and verifying service outcomes and service failures and providing assurance of compliance with guidance and legislative documents.

5. Receive reports and dates from the PFI partners, interpret and analyse the information, and check for accuracy.

6. Establish and undertake planned annual audits to validate and analyse service provider performance reports and contract obligations. Advising, where appropriate, on new methods of service delivery, risks, and issues.

7. Develop and maintain quality systems, including databases, to monitor quality standards and services doe soft fm service across all Trust sites and provide reports on findings.

8. Act as an interface and mediate between service providers and trust-retained service agencies regarding service interface problems and problem resolution. Investigate and clarify where there are conflicting interests. Promote sound working relationships between all disciplines of staff within the Trust and service providers.

9. Establish networks of end-user representatives, including departmental staff, patient representatives, and external bodies. Responsible for providing monthly summary services operating reports to these groups.

10. Liaise and collaborate with the quality and performance departments to successfully manage the PFI contracts and other Trusts-employed Estates and Facilities Managers to ensure the best outcome of all service provisions.

11. Evaluate provider-contracted service levels against any new NHS Standards or performance levels and advise of the operational and financial effect of these against the current performance standard. Ensure self-awareness of new legislation.

12. Provide input and professional advice on any trust service modernisation, expansion, refurbishment, or new development.

13. Monitor, identify, and promote efficiencies for all provider agencies regarding service quality, value for money, and cost, responsive to changing service needs and developments.

14. Undertake benchmarking analysis of services provided and production of reports.

15. To assist in reviewing and updating trust policies and procedures for soft services.

16. To undertake project work as required.

17. To provide specialist knowledge on relevant Trust policies, Department of Health Guidance notes (HTMs) and methods of working and statutory instruments.

18. To act as the Trust specialist for the PFI contracts regarding the soft services, providing advice and training to others as required.

19. Ensure best practices and standards are identified and adopted in line with Trust protocols and procedures.

20. To ensure that information reporting systems are up to date and that information is delivered that is accurate, of good quality, timely, and accessible.

21. To deputise for the PFI Contracts Manager Soft FM as required.

22. The post will be office-based; however, you will be expected to travel across the Trust's various sites undertaking audits, inspections, and witnessing events; these can involve being exposed to a wide range of unpleasant conditions during site visits, including heat, chemicals, sewage, pest investigation, etc.

23. To identify and report on all contract issues, risks, and management, including providing detailed and high-level risk assessments relating to the contract and the built environment.

24. Participate in the investigation of PFI Soft FM complaints and incidents.

25. To ensure accurate notes of all meetings, decisions and actions arising from meetings are clearly summarised, and notes are produced expeditiously to support follow-up action.

26. Ensure that contractors/service provider staff and performance management staff comply with all appropriate legal and statutory requirements, including health and safety and accident/incident reporting.

27. To review and input into policy and procedure information relevant to the area.

28. To provide support and information for formal contract legal disputes.

Proposed interview date - Friday 30/05

Person specification

Person Specification

• Experience in performance management
• Contract/Facilities management in a Healthcare setting

COVID-19: The COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not a condition of employment , we do encourage our staff to get vaccinated. If you are unvaccinated there is helpful advice and information at Oxfordshire County Council Website where you can also find out more about how to access vaccination.

Vacancy Closures: Please note, this vacancy may close early if a high volume of applications are received.

Probation Period: This post is subject to a 6 month probationary period. If you currently hold a contract of employment with the Oxford University Hospitals, this will not apply. This statement does not apply to Medical staff or Executive Appointments.

Referencing: When providing employment reference details please provide correct work related email addresses so references can be sought promptly when we are looking to progress your application. Your first referee will need to be your line manager, supervisor or clinical lead from your current or most recent post or place of study. Please note that if you have previously worked for the Trust we will require a reference from your last Manager, this information is essential if your offer of employment is to be confirmed.

Next Steps: Please make sure that you read the job description and person specification, and that your supporting statement reflects this as your application will be judged against these criteria. Candidates selected for interview will be contacted after the short-listing process, usually within 2 weeks. (Please note that shortlisting times vary when applying for a Medical position within the Trust). The majority of correspondence will be via the e-recruitment system; therefore you should check your emails regularly including junk mail folders in web-based email products.

No unsolicited recruitment agency telephone calls or emails.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.