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.
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
Skills
Essential
- Spreadsheets, Word, PowerPoint, Databases, Email, Internet, Procurement, Finance
- Ability to write complex reports to influence decision making
- Proactive, uses initiative, prioritise and meet deadlines.
- Excellent verbal and written communication
Desirable
- CAFM, E-procurement systems
- Ability to write complex reports to influence decision making
Knowledge
Essential
- 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
Desirable
- Clear knowledge of the constraints of working in a mental health environment
Experience
Essential
- 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
Desirable
- 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.
Qualifications
Essential
- 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.
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Applying for this NHS job
This advert is for Estates Contracts Coordinator (Engineering) - RRP £4,700 pro rata with West London NHS Trust in Southall, London, England. It is listed as a Band 5 Estates and facilities role. The advertised salary is £36,943 - £44,900 Per Annum Inclusive + RRP £4,700 pro rata. The contract type is Permanent. The application deadline is 10 Jul 2026.
Before you apply, compare the job description with the person specification and mirror the employer's essential criteria in your supporting information. Use the vacancy title, employer, location, salary, contract type, closing date and posted date (26 Jun 2026) to decide whether this role fits your current NHS job search. If the employer can close applications early, prepare the application before the stated deadline rather than waiting for the final day.
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