Contract Management Coordinator

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.

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