Job summary
An exciting opportunity has arisen within the Estates & Facilities department for a Contracts Monitoring Officer, Estates (Hard FM). We need people with energy, expertise and enthusiasm to help us achieve our strategy to improve the quality of care for our patients.
Main duties of the job
The Contracts Monitoring Officer will support the Senior Estates Manager, PFI & Contracts and Operational Contracts Manager in the day- to- day management of a range of high value, strategic contracts across the Estates & Facilities directorate, ensuring compliance with contractual terms & key performance indicators, with particular emphasis on Hard Facilities Management aspects.
This includes PFI contracts at Queen Elizabeth and Lewisham, with a combined annual value of £50m p.a.
The post holder will communicate at all levels of the Organisation including Matrons, Ward Managers, Infection Control and Patient Groups via regular reports, e-mail, face to face and formal presentations of monitoring outcomes.
The role is central to ensuring that the Estates & Facilities contracts are provided in line with statutory and mandatory compliance, contract specifications, terms and conditions, provide value for money and Key Performance Indicators.
About us
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
- Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
- Widening access (anchor institution) and employability
- Improving the experience of staff with disability
- Improving the EDI literacy and confidence of trust staff through training and development
- Making equalities mainstream
Job description
Job responsibilities
The Contracts Monitoring Officer will support the Senior Estates Manager, PFI & Contracts and Operational Contracts Manager in the day- to- day management of a range of high value, strategic contracts across the Estates & Facilities directorate, ensuring compliance with contractual terms & key performance indicators, with particular emphasis on Hard Facilities Management aspects.
This includes PFI contracts at Queen Elizabeth and Lewisham, with a combined annual value of £50m p.a.
The post holder will communicate at all levels of the Organisation including Matrons, Ward Managers, Infection Control and Patient Groups via regular reports, e-mail, face to face and formal presentations of monitoring outcomes.
The role is central to ensuring that the Estates & Facilities contracts are provided in line with statutory and mandatory compliance, contract specifications, terms and conditions, provide value for money and Key Performance Indicators.
Key Result Areas & Performance:
- Supporting the Senior Estates Manager, PFI & Contracts and the Operational Contracts Manager in overseeing the performance of contractors to the Trust.
In particular, to ensure that the Soft and Hard FM aspects of Estates and Facilities contracts are compliant with contract specifications, including Pre Planned Maintenance regimes and statutory and mandatory obligations and other regulatory requirements.
- Responsible for negotiating and recording all material changes to the contract. Approve and document Service Variations in accordance to financial thresholds set down in the Trusts Standing Financial Instructions
- Liaise with User Departments at all levels of staff in the monitoring of Estates & Facilities contracts, in particular Matrons, Ward Managers, Infection Control and Patient Groups
- Lead annual PLACE assessments where required, including the appointment of Patient Assessors
- To have a good knowledge of appropriate software such as Excel, Powerpoint, and microsoft programmes for the collation and interpretation of data. To produce detailed spreadsheets and databases. To contribute to the development of monitoring systems and documentation
- Have a working knowledge of Health and Safety, Water regulations, Fire Regulations and other relevant legislation in relation to Health premises.
- To develop and maintain of a programme of monitoring and auditing to evaluate Soft and Hard FM performance against standards set out in contracts.
- To ensure that monitoring takes full account of concerns, complaints, compliments and feedback from service users and their representatives
- Prepare reports and briefing papers for the Executive team and Board on Contractors performance when required
- Monitor and audit a complex range of key performance indicators, identify any issues to be addressed and proactively follow through with contractors if any service falls below the contractual standard
- To keep the Operational Contracts Manager fully briefed of all monitoring activity
- To use monitoring information to identify trends, issues and service gaps requiring consideration
- To bring serious concerns about service provision, including possible breaches of contract or abuse of service users to the immediate attention of the Operational Contracts Manager
- To chair Service Review and meetings and forums held between the Trust and the Contractors
- Establish and maintain effective relationships with external contractors and work with them to ensure contract compliance
- Assist in the implementation of Trust and Directorate policies, provide contribution and comment based on experience
- Plan and prioritise inspections and audits in wards & departments in line with statutory, legislative and contractual requirements
- Develop and maintain concise records, ensuring that contract monitoring schedules, variations, contract amendments and usage data are recorded accurately, in a timely manner and are open to scrutiny and audit.
Job description
Job responsibilities
The Contracts Monitoring Officer will support the Senior Estates Manager, PFI & Contracts and Operational Contracts Manager in the day- to- day management of a range of high value, strategic contracts across the Estates & Facilities directorate, ensuring compliance with contractual terms & key performance indicators, with particular emphasis on Hard Facilities Management aspects.
This includes PFI contracts at Queen Elizabeth and Lewisham, with a combined annual value of £50m p.a.
The post holder will communicate at all levels of the Organisation including Matrons, Ward Managers, Infection Control and Patient Groups via regular reports, e-mail, face to face and formal presentations of monitoring outcomes.
The role is central to ensuring that the Estates & Facilities contracts are provided in line with statutory and mandatory compliance, contract specifications, terms and conditions, provide value for money and Key Performance Indicators.
Key Result Areas & Performance:
- Supporting the Senior Estates Manager, PFI & Contracts and the Operational Contracts Manager in overseeing the performance of contractors to the Trust.
In particular, to ensure that the Soft and Hard FM aspects of Estates and Facilities contracts are compliant with contract specifications, including Pre Planned Maintenance regimes and statutory and mandatory obligations and other regulatory requirements.
- Responsible for negotiating and recording all material changes to the contract. Approve and document Service Variations in accordance to financial thresholds set down in the Trusts Standing Financial Instructions
- Liaise with User Departments at all levels of staff in the monitoring of Estates & Facilities contracts, in particular Matrons, Ward Managers, Infection Control and Patient Groups
- Lead annual PLACE assessments where required, including the appointment of Patient Assessors
- To have a good knowledge of appropriate software such as Excel, Powerpoint, and microsoft programmes for the collation and interpretation of data. To produce detailed spreadsheets and databases. To contribute to the development of monitoring systems and documentation
- Have a working knowledge of Health and Safety, Water regulations, Fire Regulations and other relevant legislation in relation to Health premises.
- To develop and maintain of a programme of monitoring and auditing to evaluate Soft and Hard FM performance against standards set out in contracts.
- To ensure that monitoring takes full account of concerns, complaints, compliments and feedback from service users and their representatives
- Prepare reports and briefing papers for the Executive team and Board on Contractors performance when required
- Monitor and audit a complex range of key performance indicators, identify any issues to be addressed and proactively follow through with contractors if any service falls below the contractual standard
- To keep the Operational Contracts Manager fully briefed of all monitoring activity
- To use monitoring information to identify trends, issues and service gaps requiring consideration
- To bring serious concerns about service provision, including possible breaches of contract or abuse of service users to the immediate attention of the Operational Contracts Manager
- To chair Service Review and meetings and forums held between the Trust and the Contractors
- Establish and maintain effective relationships with external contractors and work with them to ensure contract compliance
- Assist in the implementation of Trust and Directorate policies, provide contribution and comment based on experience
- Plan and prioritise inspections and audits in wards & departments in line with statutory, legislative and contractual requirements
- Develop and maintain concise records, ensuring that contract monitoring schedules, variations, contract amendments and usage data are recorded accurately, in a timely manner and are open to scrutiny and audit.
Person Specification
Qualifications and Training
Essential
- Educated to degree level or equivalent.
- ONC or equivalent in relevant engineering subject.
- Completion of a recognised engineering related apprenticeship
Desirable
- A recognised qualification in Business Studies or Procurement to NVQ 4 level
Experience
Essential
- Experience of Hard and Soft Facilities Management services.
- Evidence of working in a commercial environment and with multi-disciplinary teams
- Experience working in Estates or Facilities particularly in regards to monitoring Hard and Soft FM contracts and contractors
Desirable
Knowledge
Essential
- Working knowledge of electrical, mechanical and buildings systems. Water management regulations and health and safety regulations
- Understanding of contracts, contract terms and Key Performance Indicators in a practical service setting.
Desirable
- Previous experience of monitoring hard FM contracts and application of Key Performance Indicators
Person Specification
Qualifications and Training
Essential
- Educated to degree level or equivalent.
- ONC or equivalent in relevant engineering subject.
- Completion of a recognised engineering related apprenticeship
Desirable
- A recognised qualification in Business Studies or Procurement to NVQ 4 level
Experience
Essential
- Experience of Hard and Soft Facilities Management services.
- Evidence of working in a commercial environment and with multi-disciplinary teams
- Experience working in Estates or Facilities particularly in regards to monitoring Hard and Soft FM contracts and contractors
Desirable
Knowledge
Essential
- Working knowledge of electrical, mechanical and buildings systems. Water management regulations and health and safety regulations
- Understanding of contracts, contract terms and Key Performance Indicators in a practical service setting.
Desirable
- Previous experience of monitoring hard FM contracts and application of Key Performance Indicators
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.
