Main area Facilities Grade Band 4 Contract Permanent Hours Full time - 37.5 hours per week (Monday- Friday 08.00-16.00) Job ref 267-CS7076520
Employer Oxford Health NHS Foundation Trust Employer type NHS Site Littlemore Mental Health Centre Town Oxford Salary £26,530 - £29,114 per annum | pro rata Salary period Yearly Closing 03/04/2025 23:59
Contract Monitoring Administrator
Band 4
Oxford Health NHS Foundation Trust has been rated as Good by the Care Quality Commission (CQC).
We are a responsive and innovative Foundation Trust that places our values of Caring, Safe and Excellent at the heart of everything we do. We take great pride in our staff and believe that investing in you is key to us achieving our vision of outstanding care delivered by outstanding people.
We focus on delivering care as close to home as possible for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and North East Somerset.
We actively support anti-racism, equality, diversity, and inclusion. If you’re excited about this job opportunity and you meet our Trust values, but feel unsure about applying, please get in touch for a conversation.
Job overview
We are seeking an experienced and enthusiastic Contract Monitoring Administrator to support the delivery of high-quality Facilities Contracts across the Trust’s estate.
You will be responsible for auditing cleaning across Trust sites in Oxfordshire, ensuring all site services achieve high standards, are within budget, and meet Infection Control and Trust standards.
Your responsibilities include monitoring the performance of external providers, ensuring compliance with contractual agreements, and supporting the management of facilities contracts. You will liaise with contractors and internal teams to resolve issues, process purchase orders and invoices, and maintain accurate records. Strong communication skills are essential as you will attend contract meetings, take minutes, and manage action logs.
We are looking for a motivated individual with excellent analytical and organisational skills. You should have experience in an administrative function, working with Microsoft Office and bespoke IT systems. The ability to manage multiple tasks and work to deadlines is crucial. Experience in healthcare or facilities management is desirable but not essential.
If you are ready for a rewarding challenge and want to contribute to the success of our Trust, we would love to hear from you!
Applicants must have a full valid driving licence and access to a vehicle for work. Adjustments can be considered in line with the Equality Act 2010 where required.
Main duties of the job
* Carry out auditing of cleaning across Trust sites in Oxfordshire, ensuring all site services achieve high standards, are within budget, and meet Infection Control and Trust standards.
* Compile action plans for all remedial actions required.
* Conduct audits to ensure KPIs are being met and support management teams in meetings, taking notes, and assisting in procurement and Health and Safety management.
* Communicate with contractors and internal workforce to answer questions relating to contracts.
* Utilize several internal software systems to interrogate information.
* Raise purchase orders, receipt, and reconcile invoices for the purchase order.
* Communicate with colleagues in Estates & Facilities, customers, and suppliers for planning and booking maintenance works for Soft FM Contracts.
* Manage the diary for team and contractor/supplier meetings. Book rooms, manage diaries, prepare agendas and relevant documents for contract meetings, including minutes.
* Send out customer satisfaction surveys, collate results, and report findings to the contract manager, identifying items that require attention and action.
Working for our organisation
Oxford Health is a great place to work. To showcase the best of yourself when making an application, please read the “candidate guide to making an application” and ensure your supporting statement is tailored to the role you are applying for and addresses any essential criteria.
Our vision is that no matter who you are or where you are, you will tell us that you receive: “Outstanding care delivered by an outstanding team”
Our values are: “Caring, safe and excellent”
At Oxford Health, we offer a wide range of benefits designed to support your career and wellbeing, including:
* Excellent opportunities for career progression
* Access to tailored individual and Trust-wide learning and development
* 27 days annual leave, plus bank holidays, rising to 33 days with continuous service
* NHS Discount across a wide range of shops, restaurants, and retailers
* Lease car scheme
* Cycle to work scheme
* Employee Assistance Programme
* Mental Health First Aiders
* Staff accommodation (waiting lists may apply)
* Staff networking and support groups hosted by our Equality, Diversity & Inclusion team
Detailed job description and main responsibilities
We hope that the advert has given you a clear understanding of the skills we are seeking and the opportunity at hand. You will need to use the “supporting statement” element of your application form to demonstrate your suitability for this role and refer to the job description, person specification, and guidance notes attached to this role to help tailor your application.
The essential and desirable criteria will be used to shortlist for interview, and you should ensure that you refer to these within your application to increase your chances of being selected for interview.
Person specification
* Recognised Computer/Word and Excel Training
* Organisational Skills
* Experience in maintaining and updating paper/electronic data/information systems
* Administration Experience
* Car Driver
* Experience within NHS
* Knowledge of cleaning and waste processes
* Knowledge of NHS Cleaning Standards
Qualifications
* Further Training or Education
* Administration Skills
* All new starters have a thorough induction process, both local and Trust-wide, creating a positive supportive working environment allowing new employees to learn key elements of their role over a reasonable timescale.
* Appointment to this post is subject to the Trust receiving satisfactory references covering 3 years of employment or study. Please ask your referees to respond promptly to reference requests.
* We’re advocates of flexible working, and many of our roles offer a range of employment options to help balance work and personal life.
* Employees are expected to undertake mandatory and statutory training related to their role.
* We are ambitious in our pursuit of excellence, driven by the belief that a fair, just, and fully inclusive organisational culture enables our teams to deliver the best quality of care and services possible.
* We welcome applications from all sections of the community and are an Equal Opportunities employer with internal networking groups to support our employees, and we will always look to make reasonable adjustments to help you fulfil the role.
* We are committed to safeguarding and promoting the welfare of children and vulnerable adults, expecting all staff and volunteers to share this commitment.
Employer certification / accreditation badges
This post will require a submission for Disclosure to check for any unspent criminal convictions.
Name Samantha Wilcox Job title Acting Facilities Support Manager Email address samantha.wilcox@oxfordhealth.nhs.uk Telephone number 07917426596 Additional information
At Oxford Health NHS Foundation Trust, we want to employ people not just with experience, but with the aptitude and motivation to succeed and whose values resonate with our own.
Therefore, if you don’t meet all the requirements of the role and are unsure about applying but are excited about the opportunity, please get in touch. We will be happy to discuss the requirements in more detail ahead of making a written application.
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