About this role
Job summary
Are you experienced in contract management, procurement, estates services or engineering administration?
As our Estates Contracts Coordinator, you will play a key role in managing engineering maintenance contracts, contractor performance, procurement activities, compliance records and financial monitoring across multiple Trust sites. You will work closely with senior Estates managers to ensure statutory compliance, value for money and efficient service delivery.
We're looking for someone with:
Experience in contract management, procurement or estates services Strong organisational and analytical skills Excellent stakeholder management and communication skills Knowledge of estates engineering and maintenance services Ability to manage multiple priorities in a busy environment
Main duties of the job
Responsible for the operational management of all Estates contracts and the contract register across all London sites.
To support the Senior Estates Managers in collation and production of all Contract reporting and monitoring for Estates service activities as required.
To organise and negotiate contractual issues and utilise existing contracts efficiently to ensure that Estates contractual service is delivered.
Co-ordinate the allocation of contractor escorts to contractors in accordance with the agreed method and security principle.
The day to day role includes supervising administration staff, ensuring repairs are allocated to appropriate contractors, costs are controlled, risks managed, accurate records are kept of contractor activity.
Planning the procurement of service contracts to ensure maintenance contracts are in place in a timely manner to ensure the Trust remains compliant to regulation and best practice.
About us
West London NHS Trust is one of the most diverse healthcare providers in the UK, delivering a range of mental health and physical healthcare and community services. The Trust runs Broadmoor Hospital, one of three high secure hospitals in the country, with an international reputation.
Our high secure services care for patients from South of England and we provide low and medium secure services across eight London boroughs. The Trust also provides mental and physical healthcare in three London boroughs (Ealing, Hounslow and Hammersmith & Fulham). We employ 4,500 staff, of whom 56% are BME. Our turnover for 2023-24 is £426m.
The Trust is rated as 'Good' overallby the Care Quality Commission. Forensic services are rated as 'Outstanding'.
The Trust is an established partner and contributor in the development of the evolving North West London Integrated Care System and the Integrated Care Board. The Trust leads the NW London Children and Adolescent Mental Health provider collaborative.
Job description Job responsibilities
The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached.
The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.
Person Specification
Qualifications Essential
Industry recognised qualification (e.g. City and Guilds Level 3, recognised apprenticeship or other approved training) in Estates building engineering related field Risk & Security Certification. (NVQ or other recognised accreditation) Specialist knowledge or equivalent knowledge acquired though courses & Experience. Equivalent demonstrable practical knowledge and experience acquired through work experience within the Estates engineering maintenance PLUS supplementary courses. Attended & passed a recognised Supervisor course. Or gained experience in a comparable NHS Security supervisory or leadership role.
Experience Essential
Experience of purchasing and/or contract management in an Estates building engineering related Practical experience in Request for Quotation (RFQ) and tendering Experience of purchase order and invoice processing Experience in collaborating with internal and external stakeholders Experience in identifying improvements and leading on implementing the changes
Desirable
Experience of purchasing service contracts within an NHS Experience in leading RFQ and tender processes Experience in identifying efficiencies and delivering savings Experience supervising staff within specialised area.
Knowledge Essential
Good understanding of the services that Estates maintenance deliver with the NHS Sound knowledge of Health and Safety Legislation, Building Regulations, and Data Protection. Good understanding of public sector finance Basic understanding of a secure mental environment
Desirable
Clear knowledge of the constraints of working in a mental health environment
Skills Essential
Spreadsheets, Word, PowerPoint, Databases, Email, Internet, Procurement, Finance Ability to write complex reports to influence decision making Proactive, uses initiative, prioritise and meet deadlines. Excellent verbal and written communication
Desirable
CAFM, E-procurement systems Ability to write complex reports to influence decision making
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.
Certificate of Sponsorship 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).
Employer details Employer name West London NHS Trust
Address St Bernards Hospital
London
UB1 3EU
United Kingdom
Employer's website https://www.westlondon.nhs.uk (Opens in a new tab)