Job Description POST TITLE: Contract and Performance Manager BAND: 8A ACCOUNTABLE TO: Executive Director of Finance RESPONSIBLE TO: Executive Director of Finance LINE MANAGEMENT RESPONSIBILITY FOR: Service Performance Team (4 persons) JOB OVERVIEW The Trust has two major Estates and Facilities management contracts which are critical to the delivery of support services to CHFT. The post includes the effective and efficient management of the Contract Partners involved in the delivery of these services. The contracts include a Private Finance Initiative (PFI) contract at Calderdale Royal Hospital (CRH), and a contract operated with the Trust’s Wholly Owned Subsidiary (WOS), Calderdale and Huddersfield Solutions Ltd (CHS) at Huddersfield Royal Infirmary (HRI) and other community properties. The post holder has the lead role in the management of these contracts ensuring the obligations of the contract partners are always delivered in full to ensure the Trust’s commitment to patient care and the hospital environment is met. The post holder will be responsible for providing good commercial and financial governance of these arrangements, promoting a culture of continuous improvement to provide better value for money for the Trust, and managing and implementing change. The post holder will always ensure that the arrangements are fit for purpose and will be the conduit between the Trust’s operational Departments and Divisions and the Contract Partners. The Trust is currently implementing a reconfiguration of its service provision that includes significant changes to its estate and its contracted services. The post holder has a lead role in supporting the reconfiguration activities and working with the Contract Partners to adapt their service provisions. These activities will include the exit of current PFI Partners and transition of services to CHS, and the hand back of assets and the close out of current PFI contract arrangements. At all times the post holder will ensure that these activities comply with the requirements of Infrastructure & Projects Authority (IPA). DETAILED JOB DESCRIPTION AND MAIN RESPONSIBILITIES The post holder’s main role includes: General Responsibilities Take the lead role in managing the Estates and Facilities Management Contracts with the Contract Partners. Act as the subject matter expert in respect to the Estates and Facilities Management Contracts to ensure the Trusts interests are protected and all parties discharge their respective obligations. To seek and provide assurance against regulatory requirements and national guidance relating to the services provided by the Estates and Facilities Management Contracts. To include compliance against Healthcare Technical Memorandums and other applicable standards. To seek and provide assurance that the services and service performance metrics are being met in full, as described in the service schedules or Service Level Agreements. To act as a focal point for Trust issues that impact on or are impacted by, the Contract Partners, and facilitate their resolution. Responsible for overseeing contractual changes through the variation process with Contract Partners across both the PFI and arrangements with CHS. To ensure good Health and Safety practices are adopted by the Contract Partners and their interactions with the Trust, ensuring Trust policies are adopted. To ensure that The Trust and the Contract Partners collaborate to manage health and safety compliance where the services overlap or join. To report incidents, using the Trust reporting tool, where incidents have occurred where visitors, patients or Trust staff have been impacted by the Contract Partners actions/non action. To ensure that Trust Policies are issued and understood by the Contract Partners and are implemented within their services. To lead and direct audit work to provide assurance that all contract obligations of the contract parties are delivered, and the regulatory requirements are met. Establish and maintain effective working relationships with a range of internal stakeholders to ensure the Estates and Facilities Management services continue to provide the required level of service. Establish and maintain effective working relationships with a range of external stakeholders and partners, including the Estates and Facilities contractors to ensure the aims and objectives are met. Responsible for chairing monthly Contact and Performance Meetings between the Trust and Estates and Facilities Management Partners Responsible for facilitating quarterly/bimonthly Contract and Performance meetings between the senior leadership team of the Trust and senior representatives of the Estates and Facilities Management Partners. To identify early warning signs of emerging issues and seek resolution between the Trust and Estates and Facilities Management Partners. Responsible for providing Board level reporting to provide assurance against the contract and regulatory frameworks to the Trust. To be responsible for the delivery of the services against agreed budgets for the Estates and Facilities Management Contracts, the Service Performance Team, and other Trust properties. Report and escalate joint risks between the Trust and Contract Partners ensuring the risks are mitigated, controlled, and reported. Reconcile Estates and Facilities risks flagged by partners and to flag for the Trust. Responsible for the development and implementation of the Car Parking Strategy. To identify operating efficiencies to reduce costs to the Trust and facilitate the delivery of measures to reduce costs of delivery to the Trust. To work with the Trust and Contract partners to facilitate the delivery of energy efficiency measures to reduce the costs of energy within the Trust. To lead and direct the work of the Service Performance Team to ensure all team members (4 persons) support the delivery of contractual and regulatory assurances. To line manage the Service Performance Team with responsibility for recruitment, managing absences and personal performance. To engender an ethos of continuous improvement to all services and outputs. Supporting Reconfiguration Act as the Project Lead in the hand back process that is required by IPA to ensure all requirements are met to exit the existing PFI Partners. To manage the process to identify hand back condition and provide assurance that the assets are returned at the end of the agreement in the required condition. To review all contract and commercial arrangements between the Trust and the Contract Partners and identify options to improve the existing models to clarify roles, responsibilities, and cost saving opportunities. To support the Executive Director responsible for Reconfiguration, facilitate the transition of services from the existing PFI Partners to CHS, ensuring a seamless transfer of responsibilities. To review the existing contract and commercial arrangements between the Trust and CHS and represent the Trust in negotiations to renew and extend the arrangements. To continually review and update the Service Level Agreements between the Trust and CHS and to ensure they are extended to cover a growth of services both at Huddersfield Royal Infirmary, the community sites, and Calderdale Royal Hospital. To support the delivery of a new Multi Storey Park, the New Clinical Building, and other key changes at Calderdale Royal Hospital by leading on the legal processes required to implement the variation on a PFI site. To facilitate the ongoing development and implementation of a net zero strategy in collaboration with Contract Partners. This job description is an outline only and is not definitive or restrictive in any way. It will be regularly reviewed and may be amended in the light of changing circumstances following consultation with the post holder. PERSON SPECIFICATION ROLE TITLE: BAND: REQUIREMENTS E s s e n ti a l o r D e s ir a b le A p p li c a ti o n In te rv ie w R e fe re n c e QUALIFICATIONS / TRAINING Educated to degree level in relevant subject D X Chartered or Corporate Membership of a relevant professional organisation D X KNOWLEDGE, EXPERIENCE & EXPERTISE Substantial experience in managing or delivering a PFI Contract and outsourced Contract Partners. E X X X Substantial experience of managing contract performance of major Contract Partners. E X X X Extensive experience in working in a hospital or care setting. D X X X Extensive experience of working at senior management level E X X X Experience of leading and developing staff E X X X Experience of managing budgets E X X X Experience of decision making and using initiative to make a difference. D X X X Ability to identify creative solutions to problems D X X X Ability to initiate and support change within the Trust to ensure continuous improvement of the services. E X X X Flexible and adaptable to emerging issues with ability to prioritise workload. D X X X COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES) Extensive experience in creating and developing professional relationships. E X X X Extensive experience in team working and developing and maintaining relationships at all levels. E X X X Ability to understand and analyse a broad range of complex information and conveying data in a clear and concise manner. E X X X Resilient with the ability to motivate others. E X X X Skilled in multi-tasking and working across disciplines. D X X X Excellent communication skills and the ability to communicate key messages to internal and external stakeholders. D X X X DBS REQUIREMENT Please state regulated activity as appropriate - Role eligibility for DBS checks | NHS Employers This position is eligible basic disclosure only https://www.nhsemployers.org/publications/role-eligibility-dbs-checks ROLE TITLE: