Estates Contracts Coordinator (Engineering) - RRP £4,700 pro rata

Main area Estates and Facilities Grade Band 5 Contract Permanent Hours Full time - 37.5 hours per week Job ref 222-E&F-583

Site St Bernards Hospital Town London Salary £36,943 - £44,900 Per Annum Inclusive + RRP £4,700 pro rata Salary period Yearly Closing 28/08/ :59

West London NHS Trust provides a full range of mental health, community and physical healthcare services for children, adults and older people living in the London boroughs of Ealing, Hammersmith & Fulham and Hounslow.

We also provide some specialist services that are commissioned regionally, such as our medium secure services; and nationally, such as the Cassel Hospital for people with complex and severe personality disorder and our high secure services at Broadmoor Hospital.

Job overview

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.

Working for our organisation

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 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.

Detailed job description and main 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

• 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

• 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
• 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

• 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
• Clear knowledge of the constraints of working in a mental health environment

Skills

• Ability to write complex reports to influence decision making
• Proactive, uses initiative, prioritise and meet deadlines.
• Excellent verbal and written communication
• CAFM, E-procurement systems
• Ability to write complex reports to influence decision making

As an employee of West London NHS Trust, you have a responsibility to maintain a sound understanding of, and a commitment to uphold the National Health Service values and principles set out in the NHS Constitution.

We reserve the right to close adverts prior to the closing date stated should we receive a high volume of applications.

By applying for this post you are agreeing to West London NHS Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, you will be required to undergo a pre-employment checks which can take between 4-8 weeks . After which your information will also be transferred into the national NHS Electronic Staff Records system (ESR ).

Please ensure you include email addresses for your referees which MUST be at supervisory or managerial capacity covering the last 3 years of employment to date to avoid delay in the recruitment process.

West London NHS Trust is committed to safeguarding all children and vulnerable adults and expects all staff and volunteers to share this commitment.

We encourage the thoughtful use of technology as a demonstration of strong time management and a commitment to innovation. However, we encourage applicants to personalise their recruitment application to showcase their unique skills and experiences.

While AI-generated content can be a helpful tool, relying solely on generic responses instead of highlighting your own strengths and achievements may impact the success of your application. The success of an application will always be assessed against the essential and desirable criteria for the role, so it is important to ensure that your application and any supporting information clearly demonstrate how you meet these requirements.

Employer certification / accreditation badges

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

At West London NHS Trust, we want you to support you to build a career you can be proud of and this starts before your first day with us. Our people live our values every day as they deliver, manage and work to improve our services to patients, carers, families and other professionals.

We’re committed to making our recruitment process clear and efficient. It’s in everyone’s interest that we get the very best people on board as soon as we can.

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