Job overview
The PFI Monitoring Officer - Administrator is responsible for supporting the PFI Compliance Manager in the monitoring and analysis of the performance of the Trust’s two PFI Contracts in relation to Blackburn and Burnley Hospitals. The post holder will assist in ensuring that all services associated with the PFI contracted properties are provided in compliance with all statutory legislative requirements and for ensuring that the obligations and responsibilities defined under the Project Agreements are met.
The post holder will support the relationship between the Trust and its respective PFI Partners and will ensure that the performance, risks, reporting and variations to the contracts are all monitored effectively so that value for money and continuous improvement is achieved.
Main duties of the job
As a PFI Monitoring Officer - Administrator in the Estates & Facilities Directorate the post holder will play a key role in the monitoring and delivery of a range of functions in developing partnership working with the Trust PFI partners, at both Blackburn and Burnley sites, with an overall aim to enhance the patient, staff and visitor experience for the organisation.
The post holder will provide monitoring advice to the PFI Contract and Performance Lead, PFI Compliance Manager and PFI & Estates Officer and ensure that the Trust’s property PFI portfolio is monitored in an efficient and cost-effective manner.
Actively administer all the contractual correspondence to include variations, small works etc and to liaise with internal and external stakeholders.
Effective maintenance of accurate records and management of archived library systems.
Working for our organisation
At East Lancashire Hospitals NHS Trust our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area. We employ over 8,000 staff, many of whom are internationally renowned and have won awards for their work.
Detailed job description and main responsibilities
Performance Monitoring
1. Monitoring and auditing of statutory and Approved Code of Practice (ACOP) documentation in accordance with the Health and Safety and contractual requirements.
2. Monitor, audit and ensure that the PFI partners draw up and maintain an effective risk register for each of their respective site’s which will then form an integral part of the Department/Trust risk register.
3. Monitor and frequently audit the planned preventative maintenance system including the monitoring and reporting of maintenance efficiency and performance in relation to the Trusts responsibilities within all PFI properties.
4. Ensure that services provided by the Trust PFI partners are appropriate and continuously developed to contribute to the overall performance of the Trust.
5. Ensure that monitoring arrangements for compliance matters are robust and transparent.
6. Ensure that robust mechanisms are in place to regularly monitor performance against contractual requirements.
7. Provide data and relevant information to the PFI Contract and Performance Lead, PFI Compliance Manager and PFI & Estates Officer to allow continually and active benchmarking and performance monitoring of the PFI estate against other NHS organisations and develop networks to ensure that the Trust is continually working towards best practice in the operation of its PFI estate.
8. Carry out regular detailed audits to ensure contractual compliance and statutory legislation.
9. The ability to interpret PFI performance information and translate that information into an understandable/workable format for the PFI Contract and Performance Lead, PFI Compliance Manager and PFI & Estates Officer, PFI service providers and non-technical colleagues.
10. Understand fully the inter-relationship between various disciplines that makes up the PFI portfolio.
11. Recognise potentially hazardous situations and be able to take appropriate corrective action.
12. Be the lead for monitoring and the administration of the car parking data base for the Trust
13. Actively participate in a monthly review of the PFI Paymech submissions for both sites. Collaborate with relevant teams to verify the accuracy and completeness of the submissions.
Administrative Responsibilities
1. Act as first point of contact for the PFI Office and provide comprehensive administrative support as required.
2. The post holder will attend meetings and when appropriate take formal minutes to record the progress and development of specific projects.
3. Analyse, interpret and compare multifaceted complex date to produce and present reports.
4. Design and use of spreadsheets and databases using Microsoft packages in respect of effective performance monitoring and contractual correspondence to provide relevant information and reports as required by users and PFI Managers.
5. Attend PFI meetings and maintain accurate notes, manage the PFI management meeting schedule to enable the Trust to meet all of its contractual obligations, undertake administrative functions relating to the PFI contracts.
Person specification
For the role
Essential criteria
* Diploma level qualification or equivalent skills/experience
* GCSE Grade 4-9/ C or above in English and Maths or equivalent level of skill or Qualification
* Advanced keyboard skills and analytical skills, understands spreadsheets and databases
* Diary Management and experience of minute taking
* Committed to promoting a positive image of the Trust and the PFI Office
* Flexible attitude and proven ability to work under own initiative and as part of a team.
Desirable criteria
* RSA II Typing/Word processing
* Experience working within senior monitoring teams in an NHS/PFI environment.
* Knowledge of Information Communications Technology systems