Soft FM Performance Manager
Job overview
To monitor and demonstrate soft FM contract compliance for the Trust's various PFI contracts.
To manage and oversee the Trust’s interest regarding service and quality outcomes, as detailed in the Trust's various Project Agreements for Soft FM Services, which are delivered by the Private Finance Initiative (PFI) Service Providers.
Be responsible for advising and keeping updated on service improvements that align with current legislation.
To promote a culture of quality and monitor the quality of soft services across all Trust sites.
Ensure all statutory requirements and standards are met and implemented into the contracts.
To produce performance reports; develop, maintain and implement reports on service outcomes and demonstrate contract compliance.
Ensure validation of information required to be provided by the Project Agreement.
To undertake auditing and monitoring of soft services and documents as required to validate service provider standards, performance and contract obligations, assuring the Trust the contractor/service provider is fulfilling the technical and statutory obligations required under the contract and providing a safe and efficient healthcare environment.
To support the in-house EFM team at the Horton Hospital site with service reviews to support their in-house monitoring of their soft FM services
Develop good working relationships and support to ensure effective and constructive communications that positively contribute to a collaborative care provision.
Main duties of the job- Ensure high-quality provider services to meet the Trust specification requirements and contractual commitments and comply with Department of Health guidance and Health and Safety legislation.
- Be responsible for reviewing, auditing, and analysing service provider performance, systems, reports, and information, evaluating outcomes against contractual requirements and terms.
- Where there is noncompliance, ensure an appropriate remedial /corrective action plan is initiated and monitored.
- Produce monthly reports advising and verifying service outcomes and service failures and providing assurance of compliance with guidance and legislative documents.
- Develop and maintain quality systems, including databases, to monitor quality standards and services doe soft fm service across all Trust sites and provide reports on findings.
- Act as an interface and mediate between service providers and trust-retained service agencies regarding service interface problems and problem resolution. Investigate and clarify where there are conflicting interests. Promote sound working relationships between all disciplines of staff within the Trust and service providers.
- Establish networks of end-user representatives, including departmental staff, patient representatives, and external bodies. Responsible for providing monthly summary services operating reports to these groups.
- Undertake benchmarking analysis of services provided and production of reports.
Working for our organisation
Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.For more information on OUH please view OUH At a Glance by OUHospitals - Issuu
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community.
We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.
Detailed job description and main responsibilities
Main Tasks and Responsibilities- Ensure high-quality provider services to meet the Trust specification requirements and contractual commitments and comply with Department of Health guidance and Health and Safety legislation.
- Be responsible for reviewing, auditing, and analysing service provider performance, systems, reports, and information, evaluating outcomes against contractual requirements and terms.
- Where there is noncompliance, ensure an appropriate remedial /corrective action plan is initiated and monitored.
- Produce monthly reports for the PFI Contracts Manager Soft FM advising and verifying service outcomes and service failures and providing assurance of compliance with guidance and legislative documents.
- Receive reports and dates from the PFI partners, interpret and analyse the information, and check for accuracy.
- Establish and undertake planned annual audits to validate and analyse service provider performance reports and contract obligations. Advising, where appropriate, on new methods of service delivery, risks, and issues.
- Develop and maintain quality systems, including databases, to monitor quality standards and services doe soft fm service across all Trust sites and provide reports on findings.
- Act as an interface and mediate between service providers and trust-retained service agencies regarding service interface problems and problem resolution. Investigate and clarify where there are conflicting interests. Promote sound working relationships between all disciplines of staff within the Trust and service providers.
- Establish networks of end-user representatives, including departmental staff, patient representatives, and external bodies. Responsible for providing monthly summary services operating reports to these groups.
- Liaise and collaborate with the quality and performance departments to successfully manage the PFI contracts and other Trusts-employed Estates and Facilities Managers to ensure the best outcome of all service provisions.
- Evaluate provider-contracted service levels against any new NHS Standards or performance levels and advise of the operational and financial effect of these against the current performance standard. Ensure self-awareness of new legislation.
- Provide input and professional advice on any trust service modernisation, expansion, refurbishment, or new development.
- Monitor, identify, and promote efficiencies for all provider agencies regarding service quality, value for money, and cost, responsive to changing service needs and developments.
- Undertake benchmarking analysis of services provided and production of reports.
- To assist in reviewing and updating trust policies and procedures for soft services.
- To undertake project work as required.
- To provide specialist knowledge on relevant Trust policies, Department of Health Guidance notes (HTMs) and methods of working and statutory instruments.
- To act as the Trust specialist for the PFI contracts regarding the soft services, providing advice and training to others as required.
- Ensure best practices and standards are identified and adopted in line with Trust protocols and procedures.
- To ensure that information reporting systems are up to date and that information is delivered that is accurate, of good quality, timely, and accessible.
- To deputise for the PFI Contracts Manager Soft FM as required.
- The post will be office-based; however, you will be expected to travel across the Trust's various sites undertaking audits, inspections, and witnessing events; these can involve being exposed to a wide range of unpleasant conditions during site visits, including heat, chemicals, sewage, pest investigation, etc.
- To identify and report on all contract issues, risks, and management, including providing detailed and high-level risk assessments relating to the contract and the built environment.
- Participate in the investigation of PFI Soft FM complaints and incidents.
- To ensure accurate notes of all meetings, decisions and actions arising from meetings are clearly summarised, and notes are produced expeditiously to support follow-up action.
- Ensure that contractors/service provider staff and performance management staff comply with all appropriate legal and statutory requirements, including health and safety and accident/incident reporting.
- To review and input into policy and procedure information relevant to the area.
- To provide support and information for formal contract legal disputes.
Proposed interview date - Friday 30/05
Person specification
Person Specification
Essential criteria- Experience in performance management
- Contract/Facilities management in a Healthcare setting