JOB PURPOSE
The Education Authority (EA) requires x 1 QSHE Contracts Managers to work within the Quality, Safety, Health and Environment (QSHE) Service.
Reporting directly to the Lead Officer - Contracts and Financial Compliance, the post holder will manage a complex portfolio of QSHE contracts with a contract value in excess of £260m. Currently, there are 12 high value contracts, including three gold tier, seven silver tier and two with bronze tier status. The post holder will also have responsibility for managing the QSHE obligations with regard to the Term Service Contracts (TSC).
As a Contracts Manager within the EA QSHE Service the post holder will play a vital role in ensuring compliance with legislation and guidance and that all QSHE contracts are managed in accordance with contractual requirements whilst ensuring value for money.
The post holder will be responsible for creating and managing an agreed contracts recording and auditing system, which they will administer across all QSHE contracts, endeavouring to increase efficiencies and improve the service deliverables while reducing costs where possible. The post holder will regularly present their reports and outcomes to the Lead Officer – Contracts and Financial Compliance.
In this challenging role, the post holder will work closely with all EA stakeholders and be instrumental in delivering a quality service that meets the EA goals and objectives and exceeds customers’ expectations.
MAIN DUTIES AND RESPONSIBILITIES
Contracts Administration
1. Responsible for ensuring that all contract management activities listed in the EA Contract Management Guide are completed on time and to the required level of detail.
2. Develop and manage the contract administraonitoring as well as other contract mechanisms.
3. Actively manage the Contract Management System, ensuring all actions have been identified and recommendations are made to meet compliance and objectives.
4. Maintain intimate knowledge of the QSHE contracts and associated terms within the portfolio.
5. Arrange schedules of QSHE contracts due in advance, arrange panel members, contract specifications, panel meetings and evaluation panels.
6. Coordinate and agree with the Lead Officer – Contracts and Financial Compliance, Head of QSHE, QSHE Senior Managers and panels on tender requirements and specifications.
7. Act as the interface between external suppliers, internal colleagues and procurement / legal teams concerning QSHE contract reviews, changes and retendering.
8. Play a supporting role in the commissioning and procurement of QSHE Services across the EA.
9. Comply with all Departmental controls relating to commercial practice and otherwise, including strict adherence to their delegated authorities, governance, legislation, and policy as appropriate.
10. Contribute to throvement across all contracts for all goods and services for the QSHE Service.
Auditing and Reporting
11. Oversee the management of QSHE contracts through auditing and reporting.
12. Manage and oversee all QSHE audits, report writing and action planning within the remit of Contract Management.
13. Create, maintain and operate Management Information Reports that ensure all processes and procedures are in place and working effectively within the QSHE Service.
14. Provide timely reports and presentations to the Lead Officer – Contracts and Financial Compliance on all QSHE contract review and performance matters, spending and satisfaction levels with each service provider.
15. Put in place an annual onsite supplier auditing schedule.
16. Set deadlines and ensure timelines are met, often under challenging circumstances and competing priorities.
17. Support the QSHE Service in the monitoring and control of contract expenditure in line with agreed budget limits, facilitating action plans to address over and underspend.
18. Provide support and recommendations to the Head of QSHE and the QSHE Senior Management Team from the findings identified from audits, reports and end-user complaints.
Continuous Improvement
19. Identify areas for improvement opportunities across QSHE Services to ensure best value is being achieved at all times.
20. Regularly monitor supplier performance against agreed key performance indicators ensuring achievement and improvement where required.
21. Put in place an effective end-user complaint system embedded at the user level and easily identifies trends and service provider failures.
22. Act as a point of escalation for the QSHE Service in the event of poor supplier performance, including providing advice on contract terms and conditions and how and when to enact them.
23. Investigate quality failures and issues and record and identify trends.
Training and Meetings
24. Attend all meetings, training courses and working groups as required and carry out all tasks as requested to ensure QSHE contracts are developed, evaluated, implemented and managed within the agreed procurement requirements, strategy and timeframes.
25. Contribute to developing and delivering Social Value initiatives and programmes such as workshops, training and development initiatives to support the QSHE Service, Head of QSHE and QSHE Senior Managers.
26. Arrange and coordinate initiation meetings with members of the QSHE Service before the tendering for products and services commences ensuring that all QSHE contracts deliver the QSHE Services requirements.
27. Arrange onsite supplier visits with QSHE Senior Managers.
28. Arrange and coordinate Category Council meetings, providing agendas, information for agenda items, minute taking and following up on actions delegated.
29. Actively participate in service and procurement meetings and consult with internal and external stakeholders as requested.
30. Participate in learning and development activities and professional development, as required with the role.
ICT
31. Prioritise the smooth running of the Contract Management Portal, ensuring deadlines and value for money are met whilst maintaining a high standard of analysis and insight into each QSHE contract.
32. Use electronic sourcing and management systems to ensure all commercial decisions are evidenced.
Quality and Procurement
33. Ensure the QSHE Service Risk Register (Category Council) is reviewed and assessed regularly, ensuring significant risks are escalated accordingly.
34. Prepare Procurement Needs Requests for the QSHE Service.
35. Prepare Business Cases as required for products and new services as the QSHE Service evolves.
36. Support and carry out procurement projects when requested by the Lead Officer – Contracts and Financial Compliance.
Leadership and People
37. Promote and support the EA Procurement and QSHE Service vision and values.
38. Build and maintain effective, professional and respectful stakeholder relationships.
39. Develop and maintain clear lines of communication and effective working partnerships with relevant internal/external stakeholders.
40. Work with the Head of QSHE, QSHE Senior Managers and CPS to lead and support procurement and compliance.
Other Responsibilities
41. Comply with the EA’s policy on Data Protection (in particular, the processing of sensitive personal information).
42. Ensure that the EA’s Equal Opportunities Policy, relevant Codes of Employment and Practice and other relevant legislation are adhered to.
43. Respond to Parliamentary Questions, Assembly Questions, Minister’s cases, FOI requests and other correspondence within set deadlines.
44. Deal with whistleblowing complaints in accordance with the EA’s Whistleblowing procedure.
45. Undertake such other relevant duties as may be reasonably expected of the post holder.
46. The post holder may be required to work outside normal office hours on occasions.