Contracts Co-ordinator

Job overview

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.

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

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/shaddowing 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.

Applicant requirements

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.