Job responsibilities
The Contracts & Programme Manager will lead the Clinical Engineering procurement, coordination and consolidation of maintenance contracts and medical device purchases across the Trust & Partners. They will function as a Clinical Engineering expert using technical knowledge and experience to write technical specifications, implement projects, and advise on complex medical device issues. They will plan and implement robust monitoring processes and systems to ensure providers are compliant with statutory/mandatory requirements, contractual terms, implementation schedule & key performance indicators.
Key Result Areas & Performance:
1. To plan and deliver assigned projects, capital programs and renewal of maintenance contracts within set timelines, budget constraints, internal/external dependencies, Trust SFIs, and expectations.
2. To function as a Clinical Engineering expert on technical specifications and contracts leading Users, Procurement/Finance on the most effective and efficient medical device purchases and maintenance contract arrangement. Focusing on improving patient care, technical performance, efficiency, and value.
3. Performance monitoring of designated contracts in the Trust. To ensure contracts are compliant with contract specifications, including Pre Planned Maintenance regimes, reactive maintenance, and other regulatory requirements.
4. To lead on the procurement, coordination, consolidation of maintenance contracts (~£2M), medical purchases including capital bids (~£2M) across the Trust, and with other partners in collaborative arrangements. Ensuring all paperwork, communications, and records are complete & maintained.
5. To keep within budget, timeframe, adjusting plans to meet set targets and escalate areas of performance/delivery concerns to line manager and senior management. To oversee expenditure, raising purchase orders of medical devices and contracts, ensuring timely monitoring of orders and delivery, and resolving invoicing/payment queries.
6. To ensure robust processes & systems are in place to monitor & manage all information relating to medical device purchases, replacement and maintenance contracts identifying all relevant details. Ensuring accurate maintenance and timely updating of records and specialist databases.
7. To work alongside the EBME Manager to ensure processes are in place for reports of maintenance/service/PPM visits to be captured and recorded in the database, assets are correctly registered, and finance are informed of disposals at agreed intervals.
8. To consult with budget holders, technical and scientific staff, Trust Procurement, and clinical staff to identify items of medical device under internal/external contract maintenance where central coordination will add value, achieve financial savings, and improve efficiency.
9. To plan, lead and organise evaluations of medical devices and contracts which can be highly complex in nature and span across several departments & services. To use advanced negotiating & technical skills to maximise favourable prices, options, discounts, preferential KPIs, terms and conditions. To evaluate tender returns containing highly complex technical data and presenting findings and award at appropriate Trust groups and committees.
10. To lead and deliver regular performance review meetings with key suppliers, partners, and stakeholders. Ensuring senior management are appraised of findings and briefed prior to meetings.
11. To devise, lead & conduct regular audits to monitor programs, contracts, and processes. To ensure these are executed in line with contractual obligations, Trust, and regulatory requirements. Ensure recommendations which could be contentious/sensitive in nature are presented at appropriate meetings and remedial actions are monitored and undertaken.
12. To ensure monitoring takes full account of concerns, complaints, compliments and feedback from service users and their representatives.
13. To analyse auditing and monitoring information to identify issues, trends and service gaps requiring consideration. To translate findings into recommendations and make service improvements. To identify and lead change management where required.
14. To produce reports of monitoring activity based on a complex range of key performance indicators often technical/specialist in nature. Identifying any issues to be addressed by internal/external partners, action required and timescale. Ensuring active monitoring & execution of action logs.
15. To develop and present planning & performance reports for Senior Management team, Trust Medical Devices Group/Committee, and other governance/planning groups. Ensuring reports are tailored & easy to follow.
16. To formulate equipment lists for 5yr replacement plan across the Trust and collaborating partner sites. To deliver approved programmes within NHS fiscal years, adjusting projects as necessary to meet set targets.
17. To apply working knowledge of Clinical Engineering Best Practices, Quality Management Standards, Medical Device Regulations, MHRA guidelines, Health and Safety, and other relevant regulations to own work and to that of the team. Ensuring departmental processes and practices are timely kept up to date.
18. Writes policies, SOPs, protocols, and guides governing own area of work and that of the service in line with Quality Management Standards. To support writing Business Cases for service development.
19. To undertake risk assessment for areas of responsibility and ensure that appropriate health and safety, fire and other relevant regulations are adhered to.
20. Ensure internal/external requests for data/information is provided in accordance with Trust policies, including Information Governance, and consulting with senior management team.
21. To contribute and support delivery of other assigned internal/external projects and programmes.
22. To line manage contracts and programmes monitoring team, and any other assigned staff AFC Bands 1-6.
23. To perform other tasks & duties which may be required by the line manager.
