Job summary
The Contract Support coordinator is a key role within Chelsea and Westminster NHS Foundation Trust, providing essential support to the Estates and Facilities team in the management of contracts and service delivery. Reporting to the Contract & Service Specialist Manager, the postholder will assist in the coordination, documentation, and monitoring of Estates contracts, ensuring compliance with Trust procedures and regulatory standards.
The postholder will be responsible for maintaining accurate records, supporting Estates & Facilities Functions, and liaising with internal departments and external contractors. A proactive and detail-oriented approach is essential, along with strong communication and organisational skills. The Contract & Service Specialist Manager will contribute to the efficient operation of Estates services, supporting the delivery of safe, compliant, and high-quality healthcare environments.
Main duties of the job
Assist with scheduling and tracking routine Estates maintenance activities.
Maintain accurate and up-to-date records of service contracts, including specifications, schedules, and performance data.
Raise purchase orders and process invoices for contracted services, ensuring compliance with Trust procurement procedures.
Liaise with contractors and internal teams to coordinate planned preventative maintenance (PPM) visits and remedial works.
Track and file service reports, ensuring they are signed off by relevant managers and available for audit.
Assist in the preparation of contract review documentation.
Assist with the monitoring of contractor performance against KPIs and escalate issues as required.
About us
Our Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites--Chelsea and Westminster Hospital and West Middlesex University Hospital--along with award-winning clinics across North West London.
Our nearly 7,500 staff care for a diverse population of 1.5m, providing full clinical services including maternity, A&E and children's services, plus specialist HIV and sexual health care. The CQC rates us Good in safety, effectiveness, care and responsiveness, and Outstanding in leadership and resource use.
We continually invest in our facilities, including a £30m expansion of critical care at Chelsea and an £80m Ambulatory Diagnostic Centre at West Mid.
We are delivering sustainable healthcare through our Green Plan. In line with Greener NHS ambitions, we aim for net zero carbon emissions by 2045. Achieving this requires collective effort. We encourage staff to reduce their impact on carbon, waste and pollution wherever possible. Every action counts to create a healthier, more sustainable future.
We are committed to equal opportunities and believe diversity drives innovation and excellence. We welcome applications from the global majority, veterans and underrepresented communities, valuing the perspectives they bring.
If you haven't heard from us within 3 weeks of the closing date, your application was likely unsuccessful. Employment is subject to a six-month probation. Some roles may require weekend shifts at multiple sites.
Job description
Job responsibilities
Take minutes and circulate agendas for team meetings and other forums to ensure that records are maintained accurately and in a timely manner.
Provide desk-based reception support including answering phones and logging enquiries.
Maintain and update the Estates contracts database and associated filing systems.
Support the production of monthly performance reports and audit submissions.
Place orders for stationery and arrange delivery to the department.
Carry out tasks in line with existing service standards.
Produce report where the postholder analyses multimonth trends in contractor SLA/PPM performance, interprets conflicting data (e.g., high completion % but rising repeat failures), and recommends an action (with quantified impact on risk, cost and service).
Undertake options appraisals for recurring issues (e.g., reactive vs planned interventions), presenting two or more viable options with pros/cons and a clear recommendation for managerial approval.
Maintain an asset criticality matrix (developed with E&F) and apply it to scheduling conflicts, making reasoned tradeoffs (e.g., deferring lowcriticality works to protect statutory tasks in clinical areas), with a written rationale retained against the work order.
Job description
Job responsibilities
Take minutes and circulate agendas for team meetings and other forums to ensure that records are maintained accurately and in a timely manner.
Provide desk-based reception support including answering phones and logging enquiries.
Maintain and update the Estates contracts database and associated filing systems.
Support the production of monthly performance reports and audit submissions.
Place orders for stationery and arrange delivery to the department.
Carry out tasks in line with existing service standards.
Produce report where the postholder analyses multimonth trends in contractor SLA/PPM performance, interprets conflicting data (e.g., high completion % but rising repeat failures), and recommends an action (with quantified impact on risk, cost and service).
Undertake options appraisals for recurring issues (e.g., reactive vs planned interventions), presenting two or more viable options with pros/cons and a clear recommendation for managerial approval.
Maintain an asset criticality matrix (developed with E&F) and apply it to scheduling conflicts, making reasoned tradeoffs (e.g., deferring lowcriticality works to protect statutory tasks in clinical areas), with a written rationale retained against the work order.
Person Specification
Education
Essential
- NVQ level 3 or equivalent in Business administration, Facilities management
Desirable
- Familiar with estates & Facilities operations
Person Specification
Education
Essential
- NVQ level 3 or equivalent in Business administration, Facilities management
Desirable
- Familiar with estates & Facilities operations
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).