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.
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.
SWFT Clinical Services is a wholly owned subsidiary of the South Warwickshire University NHS Foundation Trust (SWFT). The company provides a number of services such as outpatient pharmacy facilities at Warwick, Stratford upon Avon, George Eliot, University Hospital of Coventry and Warwickshire and St Cross (Rugby) hospitals; estates and facilities management at Warwick, Stratford upon Avon and Ellen Badger hospitals, Acorn House and Lillington Health Hub; private patient service and consultancy services to NHS Trusts.
Subject to the Company and individual’s performance, an annual discretionary bonus will be awarded.
There is automatic enrolment to the Company pension scheme, with the Company contributing 5%.
A benefits package is available to the appointed candidate upon successful completion of the six month probationary period. This gives access to benefits such as a car lease scheme; Home & Electronics scheme; discounted leisure and travel; retail discounts and a cycle to work scheme.
There is also access to a 24/7, 365 days a year Employee Assistance Programme to support colleagues who may be facing some tough times or they need extra support with their mental well-being.
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.
