The Regional Estates Contract Administrator provides support to ensure that the custodial Estates and Facilities Management contract (the TFM contract) is being administered in the region as required under the provisions of the contract, including a strong focus on ensuring governance is taking place with correct documentation, measures, management information and reporting arrangements; and to support efficient and effective contract administration in services delivered to establishments within the region, and supporting the property operational teams.
Reporting to the Regional Contract Administration Manager (RCAM) as line manager, the post holder supports and carries out contract administration for the region. This role is an administrative post based at HMP Leicester.
A minor but important part of the job involves the Contract Administrator contributing alongside other Contract Administrators to supporting coordination arrangements across the wider TFM contract lot comprising several regions and contributing as required to the overall contract management processes.
The Regional Estates Contract Administrator will carry out contract-related work including contract performance, audits and compliance for the Property Services operational teams. There are no line management responsibilities with this role.
Job Description, Duties and Responsibilities
Responsibilities will include the following:
The job holder will be required to carry out the following responsibilities, activities and duties:
• Supporting efficient and effective contract administration for the region and for services delivered to establishments within the region.
• Support the CAM and Area Property Operations Managers (APOMs) in monitoring completion of work, recording accordingly using cloud based I.T systems and excel reporting tools.
• Support the CAM in collating and accurately recording financial information on work instructed, including agreed additional spends for submission to the Contracts Administration Manager and Area Property Operations Manager.
• Support the APOM in maintaining contract related documentation including task order, a risk and compensation event log.
• Provide secretariat support as and when required which will include taking minutes at meetings and distributing agendas.
• Provide assistance in collating returns and supporting information for reporting purposes.
• Organise, produce and maintain accurate records for area of work.
• Act as contact point for communications to the team and prioritise and distribute communications to the appropriate persons.
The duties and responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.
Skills and Experience
• Essential to have strong drive and resilience, interpersonal skills and ability to work accurately under pressure.
• Must have good analytical and IT skills.
• Essential to be a team-player who can also work independently.
• It is desirable that the job holder is able to acquire an understanding of the TFM contract, NEC3 (New Engineering Contract) provisions and the associated processes.
• Commercial and financial awareness are key requirements, with training provided to aid development.
• It is desirable that the post holder has experience working with risks and issues in a contract management/contract administration project or other settings.
