At a Glance
- Tasks: Coordinate and monitor contracts to ensure high-quality services in a dynamic healthcare environment.
- Company: Join SWFT Clinical Services, a key player in the NHS providing essential support services.
- Benefits: Enjoy a competitive salary, pension scheme, and access to various employee benefits after probation.
- Other info: Great opportunity for career growth in a supportive and collaborative team.
- Why this job: Make a real impact on healthcare services while developing your skills in contract management.
- Qualifications: Organised, analytical individuals with a proactive approach are encouraged to apply.
The predicted salary is between 29903 - 36549 £ per year.
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.
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.
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 various hospitals; estates and facilities management; 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.
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 that 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, and SWFTCS Estates colleagues.
- 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, Waste management audits, Linen management audits, Security inspections and audits, Portering performance reviews, Retail service monitoring.
- 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.
- Continuous Improvement
- 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
- Maintain contract assurance databases.
- Produce performance reports showing performance.
- Ensure documentation is accurate, complete, and available for inspection.
- Support production of Board and Committee reports where required.
Contracts Co-ordinator in Warwick employer: SWFT Clinical Services
SWFT Clinical Services is an exceptional employer, offering a supportive work environment where leadership and teamwork are highly valued. With a strong focus on employee well-being, the company provides a comprehensive benefits package, including a pension scheme, access to mental health support, and various discounts, ensuring that staff feel appreciated and motivated. Located within the South Warwickshire NHS Foundation Trust, employees have the opportunity for professional growth and development while contributing to vital healthcare services in the community.
StudySmarter Expert Advice🤫
We think this is how you could land Contracts Co-ordinator in Warwick
✨Get Involved with Local Health Initiatives
Join local community health events or volunteer for organisations like public health agencies. This not only builds your experience but also helps you network with industry professionals who might know of openings at places like SWFT Clinical Services.
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We think you need these skills to ace Contracts Co-ordinator in Warwick
Some tips for your application 🫡
Highlight Your Relevant Experience:When applying for a role in health sciences administration, it's super important to spotlight any relevant experience you have in healthcare settings. Whether you've worked in a hospital, a clinic, or any related environment, make sure to detail those roles in your CV – focusing on your responsibilities and achievements that align with the job at SWFT Clinical Services.
Showcase Your Administrative Skills:Administrative skills are key in this field, so don’t hold back! Make sure your CV reflects your proficiency in things like scheduling, data management, and compliance with health regulations. Mention specific software you’ve used, such as patient management systems, as this will demonstrate your hands-on abilities and readiness for the role at SWFT Clinical Services.
Craft a Meaningful Cover Letter:Your cover letter should reflect your passion for the health sciences field and your eagerness to contribute to SWFT Clinical Services. Share a bit about why you’re drawn to this sector, any impactful situations or challenges you’ve encountered, and how they’ve shaped your desire to work in health sciences administration. This personal touch can really set you apart!
Tailor Your Documents to the Job:Don't use a one-size-fits-all approach! Make sure your CV and cover letter are specifically tailored for this role. Highlight any certifications you have relevant to health administration, and ensure you clearly connect your previous roles to the skills needed for the full-time position at SWFT Clinical Services. This way, you're showing them you’ve done your homework and are genuinely interested in being a part of their team.
How to prepare for a job interview at SWFT Clinical Services
✨Showcase Your Administrative Skills
In health sciences administration, being organised is key. Make sure you can demonstrate your skills in managing schedules, paperwork, and data accurately. Be ready to discuss specific tools you've used, like electronic health record systems or scheduling software, and how they improved efficiency in your past experiences.
✨Know Your Regulations
Familiarity with healthcare regulations and compliance is crucial. Brush up on HIPAA, GDPR, or other relevant policies before your interview. We recommend preparing examples of how you've ensured compliance or handled sensitive information in past roles—this will show you're not just knowledgeable but also responsible.
✨Prepare for Scenario Questions
Interviews for administrative roles often involve scenario-based questions to assess your problem-solving skills. Practice responses to common situations you might face, such as dealing with a challenging patient or managing a sudden schedule change. This will not only demonstrate your ability to think on your feet but also highlight your interpersonal skills.
✨Align Your Goals with the Organisation
As a full-time candidate, employers will want to know how your long-term career goals align with their mission. Take some time to research SWFT Clinical Services’s values and be ready to tie your passion for health sciences administration into their objectives. Demonstrating enthusiasm and career alignment can be a game-changer in this competitive field!
