/ JOB DESCRIPTION
Date Agreed by Line Manager: / 08-05-15
Date Agreed by HR: / 13-05-15
Updated by HR: / 08-05-15

Job Title:Bids & Contract Manager

Reporting to:Managing Director Social Care Development

Department:Social Care Development

PURPOSE OF THE JOB

To ensure that close working relationships are in place to deliver all aspects of competitive tendering and the shaping of high quality winning bid proposals.

To identify, manage and coordinate responses to new business opportunities that arise from tenders

To manage and coordinate LCDs contract management functions and systems including fee negotiation, uplifts, billing and compliance.

KEY RESPONSIBILITIES

New Business Opportunities

  • Operating as business radar to identify tender opportunities. This includes implementing, maintaining and reviewing e-procurement portals, OJEU and other tender identification systems.
  • Evaluating tender opportunities with internal partners (including SSCDMs, DOOs & HOOs) to ensure that commercial opportunity, risks and sensitivities are assessed.
  • Accountability for tracking progress of all tender opportunities that SCD is engaged with; updating the Development Tracker tool and reporting as required including for the Development Committee.
  • Providing learning opportunities in the competitive tendering process to develop and increase commercial awareness within LCD.

Tender Responses

  • Leading the implementation of the SCD bid process in response to new business opportunities (PQQs and tenders) and allocating responsibilities within the process to Bid Officers.
  • Ensuring completion of PQQ and tender document content. Working with key partners in this process (SSCDM, DOOs) to ensure that content is high quality and evidence based. Ensuring that sufficient internal quality assurance review and challenge of written responses are built into the bid management timeline.
  • Ensuring clear, defined governance steps are achieved at each stage of the bid process. This includes adherence to approval thresholds and recording all relevant documents and decisions systematically as an audit trail.
  • Compiling and continually updating data and case studies in a central library. Reviewing content periodically and proposing improvements to the management information collected and policy. Collecting feedback from all competitive tenders and ensuring this is recorded to drive on-going improvement in development activity.
  • To prepare business cases in order for decisions to be made about pursuing bid opportunities.

Contracts Management

  • Leading the organisation and coordination of contractual fee uplifts and price variations with commissioning authorities and private purchasers.
  • Managing the system for contract billing approvals and enquires in liaison with operations and finance heads of service.
  • Accountable for maintaining data and performance reporting systems and the production of reports as required.
  • Coordinating management of contract compliance requirements in partnership with DOOs and HOOs.
  • Accountable for coordinating contracts administration processes including the recording, filing and updating of contracts and related information.
  • Reviewing processes, practices and structures and making recommendations to improve efficiency and effectiveness of the contract management function.

Line Management

  • Line managing a team including Bid Officers, Contract Officers and Administrators; providing supervision, appraisal and workforce development opportunities.

Relationship Management

  • Developing and maintaining strong and productive relationships with key internal stakeholders in particular Directors and Heads of Operations, Finance and HR.

PERSON SPECIFICATION

Essential Qualifications

  • Educated to Degree level or equivalent
  • Evidence of continuing professional development

Essential Other

  • Experience of managing competitive tendering processes / procedures
  • Experience and track record of successful project management
  • Experience of writing reports, business cases and other pieces of high quality business writing.
  • Experience of managing a team
  • Experience of bids and contracts management

Desirable Requirements

  • Experience derived from employment in the health and care sector
  • Project management qualification
  • Understanding of the bids and tender processes in the context of health and social care sectors.
  • Understanding of the key health and social care agendas / drivers

Technical Competencies/skills

  • Project management skills
  • Excellent communication skills –written and verbal
  • IT skills
  • Ability to line manage and supervise a dispersed team
  • Ability to organise tendering activities and use effective internal partnerships to gain specialist input and to allocate workload appropriately
  • Ability to understand, manipulate and interpret complex data .
  • Ability to apply business acumen to support / challenge / facilitate ideas, existing services and pricing models.
  • Ability to engage with staff at all levels of the organisation and to adopt appropriate communication styles.
  • Ability to prioritise workload, meet deadlines and work under pressure
  • Self-motivated
  • Energy and drive to consistently meet deadlines

KEY PERFORMANCE INDICATORS

  • All duties and responsibilities within this job description to be carried out in accordance with current Key Performance Indicators (KPIs)

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Version 6 (final)13-05-15