Contracts Manager

at  Barnet Enfield Haringey Mental Health NHS Trust

This is an existing post in the Finance Directorate.
The main purpose of the role is to support the Head of Contracts in negotiating, developing and maintaining financially and clinically viable contracts for delivering high quality mental health and community services, as well as contribute to the overall financial sustainability of the Trust and Partnership.

TO BE NOTED:

This is not an exhaustive list of duties and responsibilities, and the post-holder may be required to undertake other duties which fall within the grade of the job, in discussion with the manager.
This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post-holder.
The post-holder is expected to comply with all relevant Trust policies, procedures and guidelines, including those relating to Equal Opportunities, Health and Safety and Confidentiality of Information

Support the Head of Contracts in the contract management process for the Partnership, including coordinating the development of detailed service specifications, key performance indicators and working within an established contract performance management framework.
Facilitate involvement of Borough-based clinical units in the contract management process, including building sound working relationships across the clinical units.
To support delivery of contract work programmes across commissioners, and leading on smaller contracts in terms of their development, execution and management.
To lead the negotiation, agreement and management of provider-to-provider and other minor contracts, so as to ensure their clinical and financial viability with a view to contributing to the Trust and Partnership’s financial bottom-line.
This position is in the Contracts Team within the Finance Directorate, which is dynamic and well respected across the Partnership. This is a small but highly productive team with a solid work ethic and a no-blame and collective responsibility culture embedded in its ethos.
Managerial/Administrative
To deputise for the Head of Contracts at key meetings and forums.
To support the Head of Contracts in maintaining effective working relationships between the Trust and Partnership and Commissioners, and between the Trust and Partnership and other Providers.
Assisting with the maintenance of £190m worth of contracts to meet the Trust and Partnership’s business objectives, as well as supporting the existing contractual performance management processes.
To lead the negotiation, development and execution of smaller contracts, and ensuring the contracts & income register is kept up-to-date.
To support the Head of Contracts maintain effective relationships with Trust Departments and Specialties, ensuring that their service needs, limitations, obligations and agreed activities are fully and accurately represented in the Contracts, and that the departments’ role in delivering the contract requirements, including any performance-related bonuses, such as any CQUIN payments, is understood and supported.
To collaborate and work closely with other corporate departments (including Finance, Performance Improvement, Informatics etc.) to ensure operational departments are supported with relevant and timely information on contractual performance internally, and that all activity and performance against targets agreed in the contracts are fully and accurately reported externally in order to ensure fair payment.
To ensure timely and appropriate response to contractual queries and performance/activity challenges, minimising financial risk to the Trust and Partnership.
To regularly compile and present reports using a variety of software (including MS Excel / Access, Word, PowerPoint etc.), where the documents may be complex and sensitive in nature.
To maintain up to date knowledge of legislation, national and local policies and issues in relation to NHS Contracts.
Staff Development and Training
Ensure a comprehensive induction training programme is available to all new staff within the Contracting Team and that a preceptorship programme is in place for newly qualified staff
Line management of the Income Accountant, including managing the annual appraisal, regular supervision / 1:1 sessions and ensuring all their HR concerns are effectively managed
To develop good working relationships with staff across the Trust and Partnership, and, therefore, aiding good and clear communication and working practices.
To provide cover in the absence of the Head of Contracts.
Ensure direct reports attend all Trust and Partnership mandatory training and ensure this is given priority for all staff, keeping up to date records of all staff attendance.
Analytical Tasks
Plan, co-ordinate collect and analyse required contractual financial performance information from a range of internal sources both manual and electronic.
Analysing complex and often sensitive technical information, comparing options and presenting findings to a varied audience in a non-technical and easy to understand manner.
Using detailed analysis of current market trends, future forecasts and developments in relation to activities of other collaborative bodies ensure that the Trust and Partnership is provided with accurate advice to enable current pro-active decisions to be made that will maximise the income benefit to the Trust and Partnership in line with set targets.
To ensure the timely collection, validation and response on contractual reporting requirements to the Head of Contracts.
To ensure that accurate and timely information is available to key colleagues at senior and executive level in order to facilitate informed decision making across the Trust and Partnership.
Extensive analysis of contractual performance data, including the development and management of intricate financial data systems. Providing the Trust and Partnership’s overall contractual performance position through analysis of quality, KPI and financial data from various information sources, as well as including intelligence gained from senior colleagues from operations, performance & finance.
Planning & Organisational Skills
To take lead responsibility within the Trust and Partnership for specific project work which is linked to service improvement / development and the impacts on contract development and management.
The post holder will lead the negotiation, agreement and management of various annual / bi-annual provider-to-provider contracts, sub-contracts, as well as support the Head of Contracts in the development of all major contractual documents.
Deputise for the Head of Contracts as the Trust and Partnership’s representative at key forums and meetings with NHS England, ICBs and other local and national forums.
Developing and implementing plans to ensure the Trust and Partnership’s Contracting Register is up to date, by working with colleagues from other departments within the Trust and Partnership, as well as from other NHS organisations, local authorities and private sector. This will be in line with the annual contracting timetable for each contract, as well as the Trust and Partnership’s strategic objectives.
Responsibility for Patient Care
Incidental involvement in patient care through the monitoring of performance and the development of improvement plans to remedy deficits some of which may have an impact on patient care.
Policy and Service Development
Lead the implementation of local and national policies / guidance relating to contracts across clinical directorates and all corporate departments of the Trust and Partnership
To be source of knowledge and subject matter expert, expertise and advice regarding contract development & management
To represent the Contracts Team at various forums within the Trust and Partnership and externally.
Work in co-operation with lead clinicians and Heads of Service on the modernisation and redesign of services to meet local needs in response to changing performance requirements and targets.
Financial & Physical Resources
Whilst not directly a budget holder, the post holder will have a significant input into assistance of all departmental budget holders within the organisation by providing sound contractual / financial advice and specialist procurement advice to assist in the stewardship of individual departmental budgets.
Define and deliver contractual income in accordance with agreed objectives. Monitor performance and report on the delivery of savings on a regular and consistent basis. To monitor all work plans to ensure that they are meeting targets and also provide data to support Carter requirements and metrics.
Work collaboratively with clinicians, managers, staff and contractors to produce efficiency savings by influence and improving procurement activities and performance in all areas of the Trust and Partnership.
Ensure rigorous internal systems are in place e.g. renewal and renegotiation of contracts, contract monitoring/management etc.
It is necessary to have advanced and accurate keyboard skills and up to date IT knowledge in pursuance of own duties.
The ability to work under pressure and to deadlines
Ability to travel across the Trust and Partnership’s catchment area, including but not limited to Trust’s other sites and Commissioner Offices.
Freedom to Act
The post-holder will be expected to act independently within established parameters and refer additional issues for resolution Head of Contracts at routine meetings.
Mental & Emotional Effort
The post holder will be required to spend long periods carrying out research or analysing detailed and complicated information whilst at the same time responding to many unplanned interruptions that require immediate attention. Therefore, the post holder will need to be able to show, and demonstrate excellent organisational, time management and mental effort skills.
Whilst there will not be any direct contact with the patients in the Trust and Partnership, the post holder will on many occasions have to deal with sensitive or emotive issues. Therefore the post holder will need to demonstrate to the team, excellent empathy skills by being able to divulge unpleasant or difficult news in a calm, professional, courteous and sensitive manner. Situations where this may occur may include:
Dealing with staff
Dealing with internal and external colleagues, including but not limited to NHS England, ICBs, Local Authorities etc.