SHEFFIELD CITY COUNCIL

JOB DESCRIPTION

Informal Enquiries Barry Mellor 0114 2053928

DIRECTORATE:
/
Chief Executive
SERVICE: / Corporate Resources
DIVISION/SECTION: / Commercial Services
POST TITLE: / Head of Strategic Contract Management
GRADE: / DG7
RESPONSIBLE TO: / Director of Commercial Services
RESPONSIBLE FOR: / Contract Manager (OSP), Contract Support Officers and Contract Admin Support also transition role of Contract Development Manager. Other Contract Managers as and when other Strategic Contracts are approved to come within this area
HOLIDAYS AND SICKNESS RELIEF: / To be covered by one of the direct reports or another member of Commercial Services Management Team
PURPOSE OF THE JOB: / Sheffield City Council is dependent on a relatively small number of mission critical outsourced service and asset management contracts (e.g. OSP, Kier, Veolia, three Schools PFI’s, BSF etc).
The prime purpose of this role is to ensure that there is appropriate performance management, process management, (including risk management), supplier relationship management and governance in place and applied over the life of all strategic contracts. This role has two components:
  • Firstly direct operational contract management responsibility for the new OSP Contract, which will cover five service areas. This direct responsibility may extend to other strategic contracts in due course.
  • Secondly by working across the Council to agree appropriate overview and/or operational contract management of all other strategic contracts. At a minimum this will encompass ensuring that a common approach/tool kit is adapted, formal review/reporting arrangements are implemented and leading the identification and implementation of internal and external best practice in the contract management area.
To be the Councils professional lead on contract management matters and member of the Commercial Services Management Team

SPECIFIC DUTIES AND

RESPONSIBILITIES

This Job Description should be read in conjunction with the detailed Target Operating Model (TOM) for the Strategic Contract Management Group.

All duties and responsibilities should be carried out in accordance with agreed Council Policy & Procedures, in particular the Council’s standing orders and its policies on equal opportunities and health and safety:

  1. To be a member of the Commercial Services Management Team jointly responsible for ensuring that the service provides strategic leadership, direction, innovation and governance across the full range of the Council’s Procurement, Commercial contract and supplier management activities in order to deliver value for money and efficiency targets, whist ensuring effective risk management, business continuity and quality of support.
  1. Participate fully in and contribute to the Commercial Services Management team, including the setting of targets, performance management, benefit realisation, risk management and budget monitoring, ensuring that the generation of an appropriate level of external income is realised an managed to maintain approved spending levels and resources within the service, in compliance with Financial Regulations and Council Standing Orders.
  1. Undertake the role of Commercial Services Business Partner for one of the Council Directorates. This role will consist of:
  • Acting as the primary contact point between the Directorate and Commercial Services in order to proactively define and support business needs, translate business strategy into service demand and activities, commission service delivery and to keep abreast of changing business needs
  • Representing the Directorates interests at Commercial Services Management meetings especially in relation to priorities, allocation of resources
  • Keeping an overview of the support provided and ensuring customer satisfaction
  • Establishing appropriate day to day operational links between Commercial Services and the Directorate and ensuring that these are operating effectively
  1. Responsible for the overall contract management of the new OSP Contract , covering the five service areas of Revenues & Benefits, Financial Business Transactions, ICT, HR Services & Payroll and Property & FM, and with specific personal responsibilities for:
  • Overall contract performance management, benefit realisation and reporting
  • Overall contract process management (e.g. Change Management and risk management)
  • Establishing and maintaining the governance arrangements, operating as a member of the OSP Management Board and attending Service Operational Boards as required
  • Strategic relationship management process
  • Working with five leads of service to ensure compliance with the contract and that the contract develops and changes to meet business needs

Noting that, subject to the completion of point 5, this role may be extended to cover other strategic contracts.

  1. Work with Directorates to define and agree the long term contract management arrangement for all other Council strategic contracts with associated transition plans, revisions to structure, roles and responsibilities where appropriate.
  1. Lead the development of best practice processes, procedures, techniques and supporting systems for strategic contract management, building on internal and external best practice.
  1. Apply the above to the new OSP Contract, and lead the roll-out of these to all other strategic contracts, with a process of continuous improvement.
  1. Establish appropriate benchmarking arrangements to support best practice identification and continuous improvement.
  1. Take ownership of the Council’s Intelligent Client Model, its full implementation across the Council and its continuous improvement.
  1. Periodically report on the overall health/performance of strategic contract management across the Council, with reference to external benchmarks, and the benefits delivered.
  1. Where strategic contract management remains devolved within Directorates ensure that the single standard approach/tool kit is fully utilised and work within Directorates to ensure that necessary levels of skilled resources are in place with clear roles and responsibilities.
  1. Promote effective communications internally and externally to ensure that initiatives, strategies and policies are presented in a positive manner and contribute towards service delivery.
  1. In respect to Strategic Contract Management promote the interests with Government Departments and agencies, professional bodies and other Local Authorities or Public Bodies to promote the professional development of the area and to further the Council’s corporate objectives.
  1. Undertake any other related duties and responsibilities as may arise.

Dimensions

  1. Commercial Services Management Team responsibility is over the full £540 million per annum (2005/6 data) of external expenditure on products and services of Sheffield City Council.
  1. Head of Strategic Contract Management is responsible for:

(a) Circa 6 members of staff, with potential to expand in line with growth of direct contract responsibility

(b) Direct budget of circa £400k

(c) Contract Management of new OSP Contract, covering five service areas with a value of £175 million over 7 years

(d) Performance leadership across all other strategic contracts with a combined value of circa £110 million per annum. Noting that over time this professional responsibility may change to full line responsibility for a number of these strategic contracts

(e) Anticipated financial savings of circa £1.4 million per annum

PERSON SPECIFICATION

Post Title: HEAD OF STRATEGIC CONTRACT MANAGEMENT DG7

MINIMUM ESSENTIAL REQUIREMENTS / METHOD OF ASSESSMENT
Skills/Knowledge
Substantial skills related to contract management , demonstrating abilities in contract practice and procedure and knowledge of legal principles. An awareness and understanding of the whole life cycle of procurement and contract and relationship management. / Application/Interview/Presentation
Experience and understanding of Intelligent Client models and their application within large diverse organisations. / Application/Interview/presentation
Establishment and delivery of processes and standards including performance measurement and an understanding of the need to achieve best value through the implementation of best practice in contract management. / Application/Interview/Presentation
Developing strategic approaches and delivering on key policies in relation to contract management, involving work with officers in other Directorates and partners across the wider public sector at all levels. / Application/Interview/
Substantial people management skills and leadership qualities. Team working skills including the ability to develop, lead and motivate teams. / Application/Interview
Prioritisation of practices and processes to meet objectives and targets, especially in relation to planning, programming and organising workload, meeting targets and deadline / Application/Interview/
Excellent communications skills, verbal and written, especially in writing guidance and reports and presentation. / Application/Interview/Presentation
Analytical skills covering written, graphic, numeric and statistical information and involving risk assessment. Knowledge of risk management within a medium to large organisation. / Application
Financial and budgetary skills including monitoring, analysis, planning, interpretation and summarisation. / Application/Interview/
Understanding and knowledge of project management, processes and practices. / Application/Interview/
Experience/Qualifications/Training etc (if any)
Experience of Procurement and Contract Management. / Application/Interview
The development and drafting of strategies and plans relating to the achievement of targets and objectives. / Application/Interview
Experience of preparing reports, briefs or general information and their presentation to diverse audiences. / Application/Presentation
Experience of promoting contract management best practice and policies through an effective communication strategy. / Application/Interview
Recognised professional qualification or working towards it. / Application
Involvement in project groups either within or outside own discipline. / Application/Interview
Work Related Circumstances (Including Working Conditions)
Able to work under pressure and meet tight deadlines. / Application
Able to work outside normal office hours. / Not tested
Able to work at a variety of work locations, often away from the office base. / Not tested

Strategic Contract Management Organisational Structure

WORKING FOR SHEFFIELD

BAM/Head of Strategic Contract Management October 08 / Version 3