EFM (Estates & Facilities Management) Contracts Monitoring Officer

Job description

Job responsibilities

In liaison with all stakeholders to support the Estates and Facilities management teams to review contract performance against agreed specifications, KPI and SLA agreements.

To lead on the contract performance monitoring of all outsourced Estates & Facilities services and specialist

contracts to include but not limited to Cleaning, Catering, Security Guarding, Specialist PPM and Reactive

Maintenance, Waste services, Linen & Laundry, Non-Emergency Patient Transport, Capital projects andEBME.

To provide data analysis highlighting trends of successes and cases for improvement using data andbusiness analysis tools.

To drive quality of service and performance standards through auditing to contribute to a customer focused, cost effective and efficient Estates & Facilities Service.

To support the creation and development of service metrics to enable the appropriate tracking of contract performance achievement.

To monitor contract performance that evidences successful delivery of services by the supplier and provides value for money to the Trust and its partners.

Support the auditing and monitoring of the Non-Clinical SLAs that the Trust holds with Host Trust sites.

Ensure that regular minuted contract monitoring reviews (e.g. monthly / quarterly) are in place and attended,

to review, evidence and challenge performance of each service provider, that all committed points arediscussed and actions recorded and monitored.

Ensure that appropriate escalation takes place when breaches of specifications, SLAs and KPIs occur andrecord and monitor remedial actions and escalate when they are not being completed in a timely manner.

Ensure that costs for ad-hoc variation and rechargeable services provided are collated and produced in linewith the Trusts standing financial instructions.

To report on the service providers compliance with Trust policies and procedures and to escalate when found to be breached.

To ensure that data protection and confidentiality standards are always adhered to.

To engage, communicate, and develop good working relationships with a wide range of clinical and non-

clinical stakeholders to ensure good liaison between the contractor companies and the Estates, Facilities, Capital Projects and EBME teams to ensure delivery against the terms of the contract.

To raise awareness of what the consequences could be for breaches of contractual compliance with regards to financial penalties and the potential for harm should non-compliances occur.

To create and present regular reports covering contractual compliance, breaches of specifications, SLA & KPI achievements, penalties applied, earnback gained, completed paymechs and any other data reporting relevant to each specific contract.

Each month audit against contract deliverables interrogating contractor reports and the backing data provided for accuracy.

Support the EFM managers when contracts require extending, ensuring that all specification requirements are included and variations are considered for adding to fixed extension period.

To develop and administer the estates and facilities contracts risk register.

Where appropriate attend Duty of Care visits with the relevant EFM manager to supplier sites (such as waste transfer stations) to audit compliance against relevant contractual obligations.

To assist in creating Local Operating Procedures to support the EFM team to manage contracts more effectively for improved performance, value for money and adherence to contract specifications.

Have an oversight of contract change notice (CCN) processes to ensure all variations are captured, recorded and invoiced / paid correctly.

The post holder will be based at the City Road site but may be required to visit and provide guidance and advice across some of the Trusts sites.

Support the Trusts sustainability and carbon reduction commitments.

To support the EFM and commercial team review, monitor and evidence service providers adherence to their Social Value commitments through the Trusts social value portal. To report deviance from their commitments and advise of any penalties that should be administered and action plans that should be put inplace to rectify.

Person Specification

Education / Qualifications

Essential

• A degree level qualification or equivalent in Business Analysis
• Evidence of continued professional development and relevant training

Experience

Essential

• 3 Years experience in EFM compliance monitoring in a healthcare or similar environment or 3 years experience in a business analysis role
• Experience in the assistance of developing / implementing & reviewing policy & guidance

Desirable

• Demonstrable experience of working in an EFM function in the NHS

Knowledge

Essential

• A good understanding of the healthcare sector
• A good working knowledge of procurement processes and contract management

Desirable

• In depth knowledge of NHS contract management, audit systems and processes

Skills / Abilities

Essential

• Ability to analyse data from a variety of sources and produce formal reports from that data
• High degree of attention to detail
• Able to utilise PowerPoint to create presentation packs

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.

Employer details

Employer name

Moorfields Eye Hospital NHS Foundation Trust

Address

Moorfields Eye Hospital NHS Foundation Trust

162 City Road

London

EC1V 2PD

Employer's website

https://www.moorfields.nhs.uk/work-for-us (Opens in a new tab)