EFM (Estates & Facilities Management) Contracts Monitoring Officer

We have vacancies in the following sectors

If you want to be part delivering world class eye health services and you share our values: excellence, equity, and kindness, then we would love to hear from you!

NHS AfC: Band 6

Main area: Estates & Facilities Management

Grade: NHS AfC: Band 6

Contract: Permanent

Hours: Full time – 37.5 hours per week (Monday to Friday)

Job ref: 273-DC-7042924

Site: Moorfields Eye Hospital NHS Foundation Trust

Town: London

Salary: £44,806 – £53,134 per annum incl. HCAS

Salary period: Yearly

Closing date: 23/03/2025 23:59

Moorfields – A global leader in Ophthalmology

We are Moorfields Eye Hospital NHS Foundation Trust. Founded in 1804, Moorfields Eye Hospital is a world-class centre of excellence for eye health services, ophthalmic research, and education.

With more than 2,300 staff we are proud to be supported by one of the most diverse workforces in the NHS. Every year we treat more than 700,000 patients at City Road in central London and at our 22 satellites sites, and, in partnership with the UCL Institute of Ophthalmology and Moorfields Biomedical Research Centre we lead one of the most impactful ophthalmic research programmes in the world.

This is an exciting time to join Moorfields. The pandemic fast-tracked a huge amount of innovation which is changing the way we work and deliver care. Construction is under way on Oriel, our new eye care, research, and education centre being built in Camden. The new centre will be flexible and modern, enabling us to bring together healthcare, eye research and education under one roof for the first time.

Job overview

Moorfields Eye Hospital NHS Trust Estates & Facilities Management team provide EFM services across a number of sites in London through a number of EFM service providers and our in-house teams.

You will be vital in ensuring that our service partners provide the expected level of service to our patients, visitors and staff with an excellent level of service that allows everybody to perform in their role to the best of their ability within a well presented and functioning environment with limited or no disruption to their location.

Main duties of the job

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 and EBME.

Working for our organisation

At Moorfields, we provide more than just an excellent career and great colleagues to work with. We also offer:

• Salary including High-Cost Area Supplement
• Opportunity to join the NHS Pension Scheme
• Free 24/7 independent counselling service
• Learning and development opportunities
• Easy and quick transport links
• A range of attractive benefits and discounts
• Access to Blue Light Card and other NHS Discount Schemes
• Free Pilates classes
• Full support and training to develop your skills
• Flexible working friendly organisation

Detailed job description and main 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 provide data analysis highlighting trends of successes and cases for improvement using data and business 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 are discussed and actions recorded and monitored.

Ensure that appropriate escalation takes place when breaches of specifications, SLAs and KPIs occur and record 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 line with the Trust\’s 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 Trust’s sites.

Support the Trust\’s sustainability and carbon reduction commitments.

To support the EFM and commercial team review, monitor and evidence service provider’s adherence to their Social Value commitments through the Trust’s 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 in place to rectify.

Person specification

Education / Qualifications

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

Experience

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

Knowledge

• A good understanding of the healthcare sector
• A good working knowledge of procurement processes and contract management
• In depth knowledge of NHS contract management, audit systems and processes

Skills / Abilities

• 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

Due to the nature of this position, employment is subject to proof of eligibility to work in the UK, completion of a satisfactory DBS disclosure and two references. We do not offer visa sponsorship for roles unless clearly stated in our adverts, so please consider this before applying.

Our commitment to equality, diversity and inclusion is at the heart of our organisational culture. As part of our pledge to take positive action in recruitment we encourage applications from under-represented candidates including BAME (Black, Asian, and Minority Ethnic) and Disabled candidates as we work towards a representative workforce that is able to provide the quality, the dignity and respect and to deliver above and beyond.

Moorfields is a flexible working friendly organisation, and we are committed to helping our employees achieve a work-life balance that is beneficial for health and wellbeing, motivation levels and job satisfaction. Every employee of the Trust has the right to request to work flexibly. Please speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.

If we receive sufficient applications, we will close this ad prior to the closing date. You are advised not to delay submitting your completed application.

If you would like to discuss any reasonable adjustments before applying or would like an accessible version of any recruitment documents, please contact the recruitment team at

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

#J-18808-Ljbffr