Job Description: Contracts Manager

Job Description: Contracts Manager

Job reference: (Insert GMSS job ref if appropriate) e.g. Xxx GMSS001

Job Title: Contracts Manager

Team: Contract Management and Performance (CM&P)

Band: Agenda for Change Band 6

Responsible to: Senior Contracts Manager

Accountable to: Associate Head of Contract Management and Performance

Location/base: Ellen House, Waddington Street, Oldham is the normal office base

The post-holder will be required to work at any location within the GM Shared Service footprint throughout the duration of their contract, as set out under the terms of their contract of employment. The post-holder should therefore be able to travel and base themselves at CCG offices in Greater Manchester.

Job Purpose

The CM&P department delivers services via a number of teams, who are allocated a portfolio of providers (from small scale organisations and independent contractors through to large NHS Foundation Trusts) to manage in terms of their contracted levels of expenditure, contractual quality issues and performance delivery.

The Contracts Manager will negotiate and performance manage their own portfolio of health care small contracts on behalf of CCGs for a range of providers from the independent and voluntary sectors. The Contracts Manager will also assist the Senior Contracts Manager in the negotiation and performance management of larger contracts for health care services on behalf of CCGs for a range of providers, including acute, community and mental health. Providers will be NHS, private and voluntary sector.

The role involves working in a multi-disciplinary team including close liaison with senior stakeholders from both providers and CCGs. As such the role requires strong inter-personal skills.

Key Working Relationships

The post holder will establish and maintain constructive working relationships with a broad range of internal/external stakeholders. The post holder may be required to liaise with all levels of staff.

·  Co-ordinating workloads with managers within CCGs in finance, commissioning, contracting performance and business intelligence to provide comprehensive details of the contractual situation.

·  Working with members of the CM&P team to develop and produce reports providing accurate , timely and complex information to Contract Performance Groups, Boards or Executive Directors

·  Participate in internal and external working groups and projects involving other CCGs in Greater Manchester.

·  Maintain dialogue with providers of health care covering NHS Trusts and those in the charity and private sector.

·  Ensure links are maintained with the Department of Health on contracting issues.

Responsibilities for physical and financial resources

·  The post holder will liaise with finance teams from the CCG in negotiating contracts and financial contract performance.

Communication

·  To lead a range of internal and external meetings in relation to the contract management of small provider contracts

·  To support and represent the Senior Contracts Manager across a wide range of internal and external meetings and working groups

·  To manage complaints from providers and CCGs as necessary

·  Produce and assist in the production of regular reports and information to the Senior Management Team, CCG board and Committees, and external groups as necessary, identifying potential risks and presenting recommendations for any actions that may be taken

·  The post holder will communicate relevant information to the CM&P team which may be sensitive or complex, such as non-compliance with activities required regarding contract compliance.

·  The post holder will establish and maintain communication links with a broad range of internal and external stakeholders.

·  Work closely with CCG Commissioning Managers and teams for contracted health care services, providing input and advice regarding contract management and performance.

Planning and Organising

·  To personally manage and review performance for a portfolio of small independent sector and minimal contracts on behalf of the CCG.

·  To support the Senior Contracts Manager to manage and review performance for larger contracts on behalf of the CCG.

·  To propose and draft contracts, contract variations, implementation plans and interpretation of policies, guidelines and service level agreements in relation to small contracts.

·  To assist the Senior Contracts Manager in the proposing and drafting of contracts, contract variations, implementation plans and interpretation of policies, guidelines and service level agreements in relation to large contracts.

·  To operate within consistent standards and procedures for contracting and performance management and assist in the development of such procedures.

·  To ensure effective processes are in place to monitor performance and budgetary control, in a timely manner, for a portfolio of contracts and to further develop these processes to ensure that they continue to be effective.

·  Chasing, collection and organisation of associated contract documentation from the provider.

·  Work as an active member of the CM&P team, organising and attending meetings.

·  Attend regular team meetings and contribute to proposed initiatives and improvements to service delivery.

Information/Data Analysis, Management and Reporting and Information resources

·  To assist in the development of robust systems of contract performance management that enables activity and quality indicators to be specified, measured and monitored, and to ensure that appropriate management action is taken to secure the effective delivery of services that represent value for money without compromising quality of care.

·  To highlight areas of risk with regard to the performance of contracts and service level agreements, and to facilitate the design and implementation of recovery action plans by providers, where appropriate, to ensure that contracts are delivered within their financial, quality and contractual parameters.

·  Support, as appropriate, in the translation of agreed CCG commissioning intentions into appropriate contract documentation.

·  To develop the negotiation strategy for a portfolio of independent sector and minimal contracts and to support the Senior Contracts Manager to develop the negotiation strategy for larger contracts on behalf of the CCG.

·  To ensure contract levers are enacted for small contracts and to support the Senior Contracts Manager to ensure contract levers are enacted in full accordance with the contract within limits agreed and delegated by commissioners.

·  Undertake complex and detailed information analysis of provider performance reports requiring high levels of concentration.

·  Ensure that up-to-date written and electronic records are maintained in accordance with CM&P standards.

·  Set up and maintain appropriate spread-sheets, reports and office documentation to support effective contract management of providers.

·  Updating of and generating reports using appropriate software, particularly Excel, PowerPoint and Word.

·  Prepare relevant statistical information for CM&P meetings and feedback as required.

·  To keep up to date with all relevant guidance, legislation and NHS targets in relation to the NHS Standard Contract, and ensure the effective dissemination of relevant information to providers and CCGs.

·  Support the training and induction of new staff.

·  Line management of contract administrator and/or trainee contract manager.

Research, Development and Audit

·  Contribute to audit and evaluation exercises that may be undertaken within CM&P.

Freedom to Act

·  To act on own initiative in order to contribute to the effective running of CM&P.

·  The post holder is expected to manage their own workload within the scope of the GM Shared Service policies and procedures. This will be outlined in one to one meetings with the post holder’s line manager at regular intervals.

·  The post holder will have responsibility for the negotiation of small value contracts on behalf of CCGs

·  The post holder will have responsibility for managing provider performance against contract requirements for small value contracts on behalf of CCGs. This will involve managing performance meetings, agreeing remedial actions and making recommendations in relation to the application of contract sanctions where appropriate.

·  Implements policies within their own area and proposes changes to policies and procedures that impact other areas.

·  Work is managed through agreed objectives.

Corporate Responsibilities

·  Promote the GMSS’s vision, and mission and to uphold the GMSS’s values in all day to day activities and delivery of services.

·  Participate in the objective setting process as part of the annual performance development review/appraisal process, to understand how own role and objectives are linked to team, directorate and corporate objectives, to review what aspects of your role are being done well, and to identify any areas for development.

·  Undertake relevant activities and mandatory training to meet objectives identified in personal development plan.

·  Adhere to all GMSS policies and guidelines, including HR, Information Governance, Risk Management and Health & Safety policies.

·  Comply with relevant GMSS and own professional codes of conduct and accountability.

·  Maintain professional registration if this is a requirement of the job.

·  Carry out your duties in a way that supports equality and values diversity. This responsibility includes your actions in relation to service users, carers, work colleagues, people in other organisations and members of the public.

·  In accordance with the Health and Safety at Work Act 1974 and subsequent legislation the post holder is required to undertake a proactive role in the management of risks in all their actions. This includes:

o  Undertaking risk assessments in line with the GMSS risk assessment process;

o  Reporting all incidents, near misses and hazards in line with the GMSS’s reporting arrangements/system;

o  Undertaking a statutory duty of care for your own personal safety and that of others;

o  Attending all statutory and mandatory health and safety training, appropriate to the role

·  Maintain the security and confidentiality of information you come across in your role in the GMSS in line with GMSS policies and protocols.

·  All employees have a responsibility to protect and safeguard vulnerable people (children and adults). They must be aware of child and adult protection procedures and who to contact within the GMSS for further advice. All employees are required to attend safeguarding awareness training and to undertake additional training appropriate to their role.

·  To carry out all duties and responsibilities of the post in accordance with the GMSS’s Equality, Diversity and Human Rights policies, avoiding unlawful discriminatory behaviour and actions when dealing with colleagues, service users, members of the public and all other stakeholders. To promote awareness of and respect for Equality, Diversity and Human Rights in accordance with GMSS policies and procedures.

The job description and person specification are an outline of the main tasks, responsibilities and requirements of the role. The post holder will carry out any other duties as may reasonably be required by their line manager commensurate with the band of the post. The job description and person specification may be reviewed on an on-going basis in accordance with the changing needs of the GMSS.

Post Holder: ……………………………………….. Date: ………………

Signed……………………………………………….. Date…………………

Manager:

Signed……………………………………………….. Date…………………

Hilary Baker, Associated Head of Contract Management and Performance 19 August 2015

Person Specification

Post Title – Contracts Manager

Agenda for Change Band 6

Please refer to this document carefully when completing your application form and preparing for your interview. You must demonstrate how you meet the criteria marked ‘A’ on your application form.

Criteria / Description / Essential / Desirable / Method of Assessment
Qualifications / Education to degree level in relevant subject or equivalent level of experience.
Evidence of continued professional development.
Educated to or working toward a Post Graduate Qualification, and/or Management Qualification. / √
√ / √ / A/C
A/C
A/C
Skills Knowledge and Experience / Two years’ experience in a commissioning or contract management environment within a Health & Social Care setting for NHS funded health care services.
Specialist knowledge of areas relating to the specific requirements of the post.
Knowledge of quality and performance management techniques as they apply to NHS funded health care providers
Experience of negotiating contracts with providers.
Good experience of using data and information to understand issues and to formulate recommendations and decisions.
Robust understanding of the NHS commissioning cycle and the NHS contract management process.
Numerate & IT Literate (full range of Microsoft Office Programs)
Excellent oral and written communication skills
Understanding of the principles of project management. / √
√
√
√
√
√ / √
√
√ / A/I
A/I
A/I
A/I
A/I/T
A/I
A/I
A/I
A/I
Equality and Diversity / Understanding of and commitment to the principles, practices and promotion of equality and diversity. / √ / A/I
Other / Physical Skills
Computer literate with enhanced Excel and Word skills
Mental Effort
Ability to work on own initiative with proactive organisation skills, as well as work as part of a team
Ability to organise and prioritise workload with the ability to work in a pressurised environment
Working Conditions
Frequent working in a variety of different office locations including the use of ‘hot desks’ and VPN remote IT connection.
Frequent travel required across Greater Manchester office locations. / √
√
√
√
√ / A/I
A/I
A/I
A/I
A/I
*Method of Assessment:
A=Application form I=Interview P= Presentation T=Test C=Certificate AC = Assessment Centre

*Where stated ‘Car owner/driver essential’ is subject to the provisions of the Equality Act (2010)