Contracts Co-ordinator in Warwick

We are delighted to introduce this newly created Contracts Coordinator role within SWFT Clinical Services (SWFTCS). This position has been established to strengthen the management, oversight, and assurance of our outsourced Soft Facilities Management (Soft FM) contract, ensuring the continued delivery of high-quality, safe, and compliant support services across our hospital sites.

As Contracts Coordinator, you will play a central role in supporting the Facilities Team by coordinating contract monitoring, performance reporting, and assurance activities. Working closely with internal stakeholders and our contracted service provider, you will help ensure that key services—including Cleaning, Patient Feeding, Portering, Retail, and Security—consistently meet contractual standards, regulatory requirements, and organisational expectations.

This is an excellent opportunity for an organised, analytical, and proactive individual who is looking to make a tangible impact within a dynamic healthcare environment. You will be instrumental in driving service assurance, supporting continuous improvement, and helping to shape the future of contract performance management across SWFT Clinical Services.

Main duties of the job

• The Contracts Coordinator is a pivotal role within SWFT Clinical Services (SWFTCS), providing dedicated support to the Facilities Team in the management and assurance of the outsourced Soft Facilities Management (Soft FM) contract.
• The post holder will support the ongoing oversight of the contract, ensuring that the service provider consistently meets its contractual obligations and delivers the required levels of quality, compliance, and assurance.
• The Soft FM contract encompasses Cleaning, Patient Feeding, Portering, Retail, and Security services across Warwick and Leamington Hospital sites, including associated satellite locations.
• Reporting to the Head of Operational Facilities, the post holder will coordinate and support the ongoing monitoring, auditing, reporting, and documentation associated with the Soft FM contract.
• They will help ensure that services are delivered in accordance with contractual specifications, agreed performance standards, legislative and regulatory requirements, and that any contractual variations are effectively monitored and incorporated into assurance processes.

Working for our organisation

SWFT Clinical Services is a wholly owned subsidiary of the South Warwickshire University NHS Foundation Trust (SWFT). The company provides a number of services such as outpatient pharmacy facilities at Warwick, Stratford upon Avon, George Eliot, University Hospital of Coventry and Warwickshire and St Cross (Rugby) hospitals; estates and facilities management at Warwick, Stratford upon Avon and Ellen Badger hospitals, Acorn House and Lillington Health Hub; private patient service and consultancy services to NHS Trusts.

Subject to the Company and individual’s performance, an annual discretionary bonus will be awarded. There is automatic enrolment to the Company pension scheme, with the Company contributing 5%. A benefits package is available to the appointed candidate upon successful completion of the six month probationary period. This gives access to benefits such as a car lease scheme; Home & Electronics scheme; discounted leisure and travel; retail discounts and a cycle to work scheme. There is also access to a 24/7, 365 days a year Employee Assistance Programme to support colleagues who may be facing some tough times or they need extra support with their mental well-being.

Detailed job description and main responsibilities

• Contract Assurance
• Coordinate the ongoing assurance programme for the Soft FM contract.
• Monitor contractual performance against agreed KPIs, Service Level Agreements (SLAs), and contractual obligations.
• Review performance data, audit outcomes, and compliance reports to identify trends, risks, and areas requiring improvement.
• Maintain accurate records demonstrating compliance with contractual requirements.
• Support the preparation of monthly and quarterly contract performance reports, from information shared by the Soft FM supplier.
• Escalate contractual concerns and emerging risks to the Head of Operational Facilities or Leads that cover the contract provisions.
• Performance Monitoring
• Collate assurance information from multiple operational teams within Hotel Services and share findings of drop in standards and assurance with the Soft FM provider.
• Analyse audit findings and produce performance summaries cross referencing the Soft FM KPI’s and standards have not met the obligations.
• Coordinate evidence required for contract meetings.
• Monitor action plans arising from audits, inspections, complaints, and incidents.
• Ensure agreed corrective actions are tracked through to completion.
• Liaison and Coordination
• Act as the central liaison point between:
• SWFTCS Facilities Management
• SWFTCS Facilities operational teams
• Contracted Soft FM provider
• Trusts’ Infection Prevention and Control
• Trusts’ Nursing teams
• Facilitate communication regarding service performance, compliance issues, and contractual obligations.
• Report at meetings relating to contract performance and assurance and where gaps can be seen proactively.
• Audit Coordination
• Coordinate assurance information generated through operational monitoring and join auditing/shadowing including:
• Training performance and expectations
• National Standards of Healthcare Cleanliness audits
• Cleaning inspections including efficacy auditing
• Incidents and trends
• PLACE inspections
• Patient feeding audits
• Security inspections and audits
• Portering performance reviews
• Ensure audit results are validated, recorded, and reported appropriately.
• Governance
• Support contract governance arrangements.
• Prepare documentation for contract review meetings.
• Produce dashboards and reports highlighting performance trends.
• Maintain risk and issue logs relating to contract performance.
• Assist with evidence collection for internal and external inspections.
• Identify recurring service issues and support development of improvement plans.
• Work with operational teams and the contractor to improve service quality.
• Share learning from audits, incidents, complaints, and patient feedback.
• Information Management
• Produce performance reports showing performance.
• Ensure documentation is accurate, complete, and available for inspection.
• Support production of Board and Committee reports where required.

Person specification

• Qualifications
• Educated to degree level or equivalent experience in Facilities Management, Contract Management, Business Administration, or a related discipline.
• Evidence of continuing professional development.
• Experience
• Experience of contract monitoring.
• Experience within NHS Facilities or Soft FM.
• Experience coordinating audits and assurance processes.
• Experience producing performance reports and analysing data.
• Experience working with multiple stakeholders.
• Skills
• Understanding of Soft FM services.
• Knowledge of NHS quality assurance processes.
• Understanding of KPIs and Service Level Agreements.
• Aware of NHS recognised Legislation, guidance and/or best practice.
• Knowledge of governance and compliance processes.
• Experience in outsourced FM contracts.
• Knowledge of Contract Management.
• Experience using CAFM or contract management systems.
• Knowledge of PLACE assessments.
• Knowledge of ERIC and NHS performance reporting.
• Personal Qualities
• Professional and approachable.
• Collaborative working style.
• Strong attention to detail.
• Able to work independently.
• Commitment to continuous improvement.
• Customer-focused with excellent interpersonal skills.
• Other
• Passes Occupational Health Screening.
• Good presentation.
• Willingness to work out of normal working hours when necessary.
• Holds a current driving licence.

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.