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'll be responsible for carrying out auditing of cleaning across Trust sites in Oxfordshire, to ensure all site services achieve high standards, are within budget and meet Infection Control and Trust standards.

You'll be monitoring performance of external providers, ensuring compliance with contractual agreements, and supporting the management of facilities contracts. You'll 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 have access to a vehicle for work. Adjustments can be considered in line with the Equality Act 2010 where required.  

Main duties of the job

• Responsible for carrying out auditing of cleaning across Trust sites in Oxfordshire, to ensure all site services achieve high standards, are within budget and meet Infection Control and Trust standards
• Compile action plans for all remedial actions required.
• Responsible for carrying out audits to ensure KPIs are being met and supporting the management teams in meetings and taking notes, assist in procurement and Health and safety management
• Communicate with contractors and internal workforce to answer any questions relating to a contract.
• Using several internal software systems, including our Seeker system, Share and E-financials, contractor portals to interrogate information.
• Raising purchase orders, receipting and reconciling invoices for the purchase order.
• Communication with colleagues in Estates & Facilities, customers and suppliers for planning and booking maintenance works for out Soft FM Contracts.
• Manage the diary for team and contractor/supplied meetings. Book rooms, diary management, prepare agendas and any relevant documents for contract meetings, including minutes of contract meetings.
• Send out Customer satisfaction surveys, collate result and report findings to contract manager, identifying items that require attention and action.

Please refer to the job description attached for a comprehensive list of duties 

Working for our organisation

Oxford Health is a great place to work and to be able 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.

As a Trust we provide physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and Northeast Somerset. Our services are delivered at community bases, hospitals, clinics and people’s homes, delivering care as close to home as possible. 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. These include:

• 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
• Competitive pension scheme
• Lease car scheme
• Cycle to work scheme
• Employee Assistance Programme
• Mental Health First Aiders
• Staff accommodation (please note waiting lists may apply)
• Staff networking and support groups hosted by our Equality, Diversity & Inclusion team