Job overview
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
1. ·Contract Monitoring & Management
2. ·Administration
3. ·Stakeholder Engagement
4. ·Projects
5. ·Finance
6. ·Line Management
7. ·Decisions and judgements
8. ·Physical, emotional and mental demands of the post
9. · Working conditions
Working for our organisation
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.
Detailed job description and main responsibilities
10. ·Support with contract management (All contracts) including but not limited to Linen, JLA, Uniforms, Medstrom, Franking, Hybrid mailing, Fleet management
11. ·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.
12. ·Monitor suppliers’ performance, ensure service level agreements (SLAs) and key performance indicators (KPIs) are met, and drive improvement.
13. ·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.
14. ·Support the Facilities Management team with all departmental administrative workstreams as required.
15. ·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.
16. ·Co-ordinate, attend and minute internal and external both sub-group and committee meetings as required.
17. · Create, format, prepare and distribute any correspondence, reports, committee papers, Board papers and presentations for and on behalf of the Directorate.
18. ·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.
19. ·To participate and lead ad-hoc projects as required for the Directorate.
20. ·Assist Facilities Management with compiling and submitting of ERIC & PAM reports
21. ·Supporting management with actively seeking to demonstrate quality by developing systems and standards across the Dept.
22. ·Monitor contract and SLA financial positions as requested by the Senior Facilities Management team.
23. ·Ensure that costs for ad-hoc variation rechargeable services provided are collated and produced in line with Trusts Standing financial instructions policy.
24. ·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.
25. ·To undertake any other duties which is deemed appropriate to the band when requested.
26. ·Line management for the contract monitoring team
27. ·Lead all aspects of staff management, including recruitment, induction, appraisals/PDPs, training, performance reviews, absence management, and disciplinary/grievance processes
28. ·Produce and manage a rota to ensure service coverage, balancing leave and operational needs
29. ·The post holder will work under regular supervision and within set boundaries, whilst having the freedom to balance and prioritise their workload.
30. ·To always act with discretion when dealing with managers and staff and ensure confidentiality is maintained as appropriate
31. ·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
Essential criteria
32. Appropriate experience in a corporate setting sufficient to demonstrate competency and ability
33. Educated to degree or equivalent / associated discipline related to the role
34. Management qualification or equivalent professional experience
35. BICS, CPSS, NVQ level 3 Knowledge of COSHH
Desirable criteria
36. Experience in working within healthcare
Skills & Abilities
Essential criteria
37. Proven experience of managing diaries and administrative requests
38. Able to demonstrate ambition and resilience in management and work ethic
39. A good team member with proven ability to lead, motivate, inspire and support diverse teams
40. An effective communicator (both verbal and written)
41. Able to influence and negotiate across a broad scope of staff
42. Effectively able to coach others
43. IOSH Working Safely
44. Able to manage own time and meet deadlines
45. Good standard of literacy and numeracy
46. Ability to communicate effectively with patients, visitors, colleagues, clients
Desirable criteria
47. Experience in healthcare environment
48. Project management skills
Knowledge & Experience
Essential criteria
49. Good knowledge of the NHS National Standards of Cleanliness
50. Comprehensive understanding procurement processes – raising purchase orders, processing invoice and sourcing quotes
51. Experience in compiling data to produce high level reports
52. Experience of collecting and analysing data
53. Experience of day-to-day office management – such as diaries and procuring stationary
Desirable criteria
54. Experience of collecting and analysing data
55. Experience of working in a large, multi-site organisation
56. Experience in carrying out conditional surveys – not chartered survey level
Personal Qualities
Essential criteria
57. Be flexible in approach to work Show empathy, care and compassion
58. Ability to work independently, flexibly and professionally – dealing with stressful and changeable situations
59. Proven excellent planning and organisational skills
60. Ability to respond quickly to problem Ability to adhere to instructions, standards and procedures
61. Ability to build relationships and show respect for other people
62. Positive attitude and enthusiasm
63. Ability to work as part of a team
64. Excellent customer service skills
SAFEGUARDING CHILDREN AND ADULTS
To comply with the Trust’s Safeguarding Children and Adults policies, procedures and protocols. All individual members of staff (paid or unpaid) have a duty to safeguard and promote the welfare of children, young people and vulnerable adults This will require you to:
65. Ensure you are familiar with and comply with the London Child Protection Procedures and protocols for promoting and safeguarding the welfare of children and young people.
66. Ensure you are familiar and comply with the London Multi Agency Safeguarding Vulnerable Adults Pan London Procedures.
67. Ensure you are familiar and comply with local protocols and systems for information sharing.
68. Know the appropriate contact numbers and required reporting lines.
69. Participate in required training and supervision.
70. Comply with required professional boundaries and codes of conduct
Whittington Health is committed to safeguarding all children and vulnerable adults and expects all staff and volunteers to share this commitment.