Job summary
We are looking for a Contract Management Coordinator to join our Contracting Team. The Contract Management Coordinator is responsible for the maintenance, fulfilment and maximisation of critical contractual relationships with NHS Bodies (ICBs and Trusts) and Private Medical Insurers.
Reporting into the Contract Support Manager, the Contract Management Coordinator is responsible for the coordination of all commissioning activities, effective document management, timely submission of reports, and contributing to the successful project management of tender and procurement opportunities.
This is a full-time role, primarily home-based, but you will be expected to work in our Nottingham office 1-2 days per month and to travel to meetings in London and Nottingham once a month.
Main duties of the job
This is a varied role, and you will support the team with contract maintenance, the coordination of tender processes and new opportunities and contract development.
This will involve the accurate maintenance of all department documents, supporting the launch of new services and contracts with the preparation of contract documentation and communications as well as leading on monthly and quarterly reporting to commissioners.
You will regularly review the healthcare landscape to monitor ICB changes alongside reviewing trust waiting list information to identify potential areas for Newmedica to support. You will work with the Head of New Business to establish key contacts in new development areas in addition to maintaining a comprehensive library of new business opportunities.
You will support the wider team with coordination and administrative duties, managing the department inboxes and addressing queries.
About us
Newmedica are one of the leading providers of NHS ophthalmology services in England, providing outpatient appointments, diagnostic testing and eye surgery. We aim to change lives through better sight and eye health.
We care for thousands of NHS and private patients a year in our specialist eye clinics across the country. We have significant growth plans over the next few years as we look to establish a national footprint and open many new sites across the UK.
We are thrilled to say that following an independently conducted survey of Newmedica colleagues to tell us what its like to work here, we have been certified as a Great Place to Work for the second year running. The feedback has directly contributed to Newmedica being listed among the UKs top 50 Best Workplace for 2025.
Job description
Job responsibilities
Role Summary
The contracting team are responsible for the maintenance, fulfilment and maximisation of mission critical contractual relationships with NHS Bodies (ICBs and Trusts) and Private Medical Insurers. The Contracting Team and the Contracts Management Co-ordinator will work with a range of internal and external stakeholders to ensure a joined-up approach to contractual queries, management and compliance.
The contracting team is at the forefront of the business, ensuring the development of excellent working relationships with NHS commissioners, other providers and bodies within the NHS environment and the private medical insurance market.
The Contracts Management Coordinator is responsible for coordinating all commissioning office activities, ensuring effective document management, timely submission of reports, and the successful project management of tender and procurement opportunities.
Key Responsibilities
Contract Maintenance
- The accurate maintenance of all department documents including Contract Register, reporting summaries, Opportunities Tracker and tender pipeline.
- Coordinate the contracting work programme with key stakeholders across all contracting partnerships.
- Work with service colleagues to ensure full understanding of all delivery requirements.
- Assist the Contract Support Manager, Senior Contract Managers and Head of Contracting with the management and liaison with commissioners and other stakeholders.
- Through the reporting and management cycle, identify risks for escalation that may impact current stakeholder relationships and may require a strategic approach to be agreed with relevant partners, prior to any contract meetings.
- Monitor contractual meeting outputs that require action by Newmedica and support timely and meaningful responses.
- Support the launch of new services and contracts with the preparation of contract documentation and communications.
- To support with PMI queries from colleagues and PMI providers.
- To support the SCM on credit control issues and escalations from the finance team, and work to secure unpaid balances.
- Lead on the coordination of monthly and quarterly reporting to commissioners, providing appropriate support and guidance to colleagues to ensure accurate and timely completion
- Lead on the coordination of monthly financial challenges from commissioners, ensuring that the Monthly Challenge Tracker is regularly checked and updated.
- Maintain a comprehensive library of documentation as a reference point for all contracts and bids, liaising with the responsible teams/colleagues when policies and certifications are due to expire.
- The review and quality control of all contracted reporting requirements, ensuring timely submission of schedules, ensuring consistency of meaningful and well-presented information is produced, aligned to the demands of the contracts.
- Management of the departments mailboxes, ensuring timely responses and sharing with respective individuals to action.
Management of Tender Processes
- Horizon scanning and routine review of all potential tender opportunities, identifying suitable opportunities for Newmedica to the relevant teams/individuals.
- Work with the Head of New Business, Senior Contract Manager New NHS Business and Senior Contracts Manager (Devolved Nations) to coordinate the bid/tender process across all contributors to ensure timely and accurate submissions.
- Ensure that any bid/tender notifications, responses, clarifications and any other correspondence is communicated to the HoNB /relevant manager in a timely manner.
New Opportunities & Contract Development
- Routinely review the healthcare landscape to monitor ICB changes/integrated care system development.
- Routinely review trust waiting list information and identify potential areas for Newmedica to provide support, by accurately updating and maintaining the RTT tracker, sharing and highlighting these areas with the relevant SCM and wider team.
- Review annual turnover activity and provide summary information where activity thresholds have been achieved and contracts to be attained.
- Work with the Head of New Business to establish key contacts in new development areas.
- To identify and research new NHS Bodies within target growth areas to support both the Head of the department, and the SCM in securing new relationships.
- Maintain a comprehensive library of new business opportunities, including the issue of introductory documents and arranging meetings. Management and maintenance of frameworks and associated opportunities.
Job description
Job responsibilities
Role Summary
The contracting team are responsible for the maintenance, fulfilment and maximisation of mission critical contractual relationships with NHS Bodies (ICBs and Trusts) and Private Medical Insurers. The Contracting Team and the Contracts Management Co-ordinator will work with a range of internal and external stakeholders to ensure a joined-up approach to contractual queries, management and compliance.
The contracting team is at the forefront of the business, ensuring the development of excellent working relationships with NHS commissioners, other providers and bodies within the NHS environment and the private medical insurance market.
The Contracts Management Coordinator is responsible for coordinating all commissioning office activities, ensuring effective document management, timely submission of reports, and the successful project management of tender and procurement opportunities.
Key Responsibilities
Contract Maintenance
- The accurate maintenance of all department documents including Contract Register, reporting summaries, Opportunities Tracker and tender pipeline.
- Coordinate the contracting work programme with key stakeholders across all contracting partnerships.
- Work with service colleagues to ensure full understanding of all delivery requirements.
- Assist the Contract Support Manager, Senior Contract Managers and Head of Contracting with the management and liaison with commissioners and other stakeholders.
- Through the reporting and management cycle, identify risks for escalation that may impact current stakeholder relationships and may require a strategic approach to be agreed with relevant partners, prior to any contract meetings.
- Monitor contractual meeting outputs that require action by Newmedica and support timely and meaningful responses.
- Support the launch of new services and contracts with the preparation of contract documentation and communications.
- To support with PMI queries from colleagues and PMI providers.
- To support the SCM on credit control issues and escalations from the finance team, and work to secure unpaid balances.
- Lead on the coordination of monthly and quarterly reporting to commissioners, providing appropriate support and guidance to colleagues to ensure accurate and timely completion
- Lead on the coordination of monthly financial challenges from commissioners, ensuring that the Monthly Challenge Tracker is regularly checked and updated.
- Maintain a comprehensive library of documentation as a reference point for all contracts and bids, liaising with the responsible teams/colleagues when policies and certifications are due to expire.
- The review and quality control of all contracted reporting requirements, ensuring timely submission of schedules, ensuring consistency of meaningful and well-presented information is produced, aligned to the demands of the contracts.
- Management of the departments mailboxes, ensuring timely responses and sharing with respective individuals to action.
Management of Tender Processes
- Horizon scanning and routine review of all potential tender opportunities, identifying suitable opportunities for Newmedica to the relevant teams/individuals.
- Work with the Head of New Business, Senior Contract Manager New NHS Business and Senior Contracts Manager (Devolved Nations) to coordinate the bid/tender process across all contributors to ensure timely and accurate submissions.
- Ensure that any bid/tender notifications, responses, clarifications and any other correspondence is communicated to the HoNB /relevant manager in a timely manner.
New Opportunities & Contract Development
- Routinely review the healthcare landscape to monitor ICB changes/integrated care system development.
- Routinely review trust waiting list information and identify potential areas for Newmedica to provide support, by accurately updating and maintaining the RTT tracker, sharing and highlighting these areas with the relevant SCM and wider team.
- Review annual turnover activity and provide summary information where activity thresholds have been achieved and contracts to be attained.
- Work with the Head of New Business to establish key contacts in new development areas.
- To identify and research new NHS Bodies within target growth areas to support both the Head of the department, and the SCM in securing new relationships.
- Maintain a comprehensive library of new business opportunities, including the issue of introductory documents and arranging meetings. Management and maintenance of frameworks and associated opportunities.
Person Specification
Experience
Essential
- Experience of working within a fast-paced dynamic working environment
Desirable
- Experience of working in a healthcare role
- Experience of working in a contracting role
Skills and knowledge
Essential
- Fluent and capable in utilising Microsoft Office IT packages
- Strong written and verbal communication skills
- Ability to analyse and interpret data
- Ability to prepare accurate reports for internal and external review
- Self-motivated and proactive
- Accuracy and attention to detail
- Well organised and ability to manage competing priorities
- Confident at communicating with people at all levels
- A flexible approach to working hours and task delivery requirements.
- Ability to manage conflicting deadlines and multiple workstreams
Qualifications
Essential
Person Specification
Experience
Essential
- Experience of working within a fast-paced dynamic working environment
Desirable
- Experience of working in a healthcare role
- Experience of working in a contracting role
Skills and knowledge
Essential
- Fluent and capable in utilising Microsoft Office IT packages
- Strong written and verbal communication skills
- Ability to analyse and interpret data
- Ability to prepare accurate reports for internal and external review
- Self-motivated and proactive
- Accuracy and attention to detail
- Well organised and ability to manage competing priorities
- Confident at communicating with people at all levels
- A flexible approach to working hours and task delivery requirements.
- Ability to manage conflicting deadlines and multiple workstreams
Qualifications
Essential
