Job info |
Job info details |
Job title |
Corporate Contracts Officer |
Strategic team/Directorate |
Financial Services |
Service |
Finance |
Business unit |
Commercial Services |
Responsible to (day to day issues) |
Strategic Contract Lead - Corporate |
Accountable to (line manager) |
Strategic Contract Lead - Corporate |
Salary grade |
24 - 27 |
JE ref |
FIN74 |
1. Key purpose of job
- To manage and monitor a diverse and complex portfolio of corporate contracts with external Suppliers and Council wholly owned companies, delivering works, goods and services for Torbay Council.
- To manage and lead on the collection, collation and reporting of contractual information, data, spend, performance, social value data from external Suppliers and Council wholly owned companies, leading on the contract modification process for corporate contracts.
- To lead on, with appropriate support, the exit of corporate contracts, working with Commercial Services colleagues and Council officers to plan for future need, and to assist with the mobilisation of new contracts.
- Responsible for ensuring corporate suppliers and, where applicable, Council wholly owned companies comply with their contractual obligations, including suppliers financial standing, policies, insurances, modern slavery statements and any other necessary documents.
2. Anticipated outcomes of post
- A proactive, effective, and compliant approach to the management of corporate contracts and contracts delivered through Council wholly owned companies, underpinned by a robust framework for addressing risk, identifying and celebrating success and managing poor performance.
- There is an understanding of the diverse and complex council portfolio of corporate contracts and the activities carried out by Council wholly owned companies, as well as future corporate need.
- Positive relationships with suppliers are in place which support efficient, effective and consistent contract and supply chain management, innovation and improvements in delivery.
- Best value and budget maximisation are delivered through the provision of effective and consistent commercial advice and support.
3. List key duties and accountabilities of the post
- Responsible for safeguarding and promoting the welfare of children and vulnerable adults at all times.
- Responsible for managing, with appropriate support, a diverse and complex portfolio of contracts with external Suppliers (including Council wholly owned companies), effectively managing conflicting priorities and changing circumstances, to ensure issues are addressed and obligations are met in accordance with contractual deadlines.
- Responsible for understanding and managing internal customer and supplier expectations, to ensure effective delivery of contracts.
- Responsible for developing strong partnerships and trusting relationships with internal customers and external Suppliers, providing advice and support on contractual issues.
- To assist in ensuring the Council acts in accordance with contractual and other legal obligations and Suppliers are delivering goods, services and works in line with agreed contract terms and conditions.
- To lead on operational meetings with Suppliers, celebrating success, dealing with complaints, poor performance and default notices and, where required, develop improvement action plans jointly with the Supplier and monitor implementation/progress against such plans.
- To be a first point of contact for Suppliers and sub-contractors, making decisions to manage contentious and complex situations which may impact contractually or financially on either the Council or the Supplier. Handling matters with tact and diplomacy to prevent significant detrimental impact on delivery or causing reputational damage.
- Responsible for identifying and implementing mutually acceptable solutions to resolve problems as promptly as possible.
- Using creativity and innovation to develop and implement systems and processes which drive continuous improvement of performance, service quality and customer satisfaction, to ensure individual contracts deliver best value and meet Council needs and priorities.
- To take a creative an innovative approach when identifying solutions, and to take into account that no two contracts are the same, and problems need to be addressed on an individual and contract specific basis.
- Responsible for processing paperwork for the variation, modification, and extension of contracts in accordance with contractual deadlines and legislative requirements.
- Responsible for the effective management and monitoring of identified budgets in compliance with Financial Regulations.
- To lead on the development of accurate and timely reports and updates on contract performance and issues across corporate Council contracts to stakeholders, management and the Senior Leadership Team. To ensure reporting and provision of information is undertaken with due consideration of commercial sensitivities and potential political impact.
- To manage the collation, analysis, and quality assurance of data in order to monitor contract compliance and enable continuous improvement.
- Responsible for identifying learning from existing contracts and Suppliers and using that knowledge to influence the early development of service specifications and sourcing plans.
- Responsible for undertaking trend analysis to diagnose service delivery problems. Reporting on these trends and identifying solutions to resolve problems, and assist in the development and implementation of action plans to maintain and continually improve levels of service.
- Responsible for maintaining knowledge and awareness of legislation, policy, practice and procedure in order to ensure the delivery of and inform the Council’s Financial Regulations and Contract Procedures.
- Contributing to the delivery of the Council’s Commercial Strategy by taking learning of existing contractual compliance issues to deliver improvements within the management of corporate contracts.
- Supporting senior procurement and contract management staff and wider Commercial Services team in embedding the Council’s approach to contract management.
- Responsible for ensuring confidentiality of information, in accordance with the Council’s obligations under Data Protection and Freedom of Information legislation, in respect of records maintained and tasks undertaken.
- Any other duties commensurate with the post as may be required from time to time.
4. Budgetary/Financial Responsibilities of the post
- No direct budgetary responsibility but has role in ensuring contracts awarded by the Council are put in place and managed in accordance with the Council’s Constitution, UK Public Contracts Regulations and EU Procurement Directives and that the appropriate financial due diligence checks have been undertaken.
- To manage and monitor a diverse portfolio of high value and complex externally commissioned contracts on behalf of the Council and other strategic partners as appropriate, within the agreed policy and processes for each organisation. This includes budgetary monitoring to ensure spend is on track and appropriate action is taken to address any pressures.
- Key supplier/contract management responsibility for a diverse portfolio of corporate contracts.
5. Supervision/Line Management Responsibilities of the post
6. Working environment and conditions of the post
- Normal working environment and conditions.
7. Physical demands of the post
8. Specific resources used by the post
9. Key contacts and relationships
- External:
- Other local authorities and public bodies, including but not limited to members such as South West Procurement Board and Devon & Cornwall Procurement Partnership, Devon Integrated Care Board, Children’s Services Peninsula Commissioning Group, Torbay schools and academies.
- Council’s key strategic partners and wholly owned companies, including but not limited to Torbay and South Devon NHS Foundation Trust, SWISCo, TDA group, Torbay Education Ltd.
- Prospective and current contracted suppliers.
- Public Buying Organisations and Framework Management Organisations.
- Local business forums, including Federation of Small Business, Chamber of Commerce and Torbay Business Forum.
- Voluntary and community sector organisations and Torbay Community Development Trust.
- Internal:
- Senior Leadership Team, staff at all levels across the Council, the Leader, Finance Portfolio Holder, Cabinet and all other Members, through formal and informal governance routes.
- Individual programme and project boards.
10. Other duties
- To undertake additional duties as required, commensurate with the level of the job.
Other Information
- All staff must commit to Equal Opportunities and Anti-Discriminatory Practice.
- The Council operates a Smoke-Free Policy and the post-holder is prohibited from smoking in any of the Council's buildings (including Council owned and Council leased buildings, but excluding designated areas in residential schemes), enclosed spaces within the curtilage of buildings, and Council vehicles. The Council does not permit smoking breaks within work time, however, in services where the flexi-scheme is in operation, employees may take reasonable break times outside of core hours, in accordance with flexi-time arrangements. Employees should follow the flexi-scheme procedure for agreeing time away from their duties in the normal manner with their immediate colleagues and line manager, with break start and finish times being recorded, as with any other break-time arrangement.
- The post-holder is expected to familiarise themselves with and adhere to all relevant Council Policies and Procedures.
- The post-holder must comply with the Council’s Health and Safety requirements as outlined in the H&S policy appropriate to the role.
- This post is office based at Tor Hill House but the post holder may be required to move their base to any other location within the Council at a future date.
- The post is eligible for both hybrid and permanent home working with requirement for site visits as necessary.
- The post-holder must be committed to the Council’s Core Values for employees – “Torbay Council employees are committed to being forward thinking, people orientated and adaptable - always with integrity”. Evidence will be sought during the probation and appraisal processes.
- If you are required to use your own vehicle on Council business or drive a council vehicle you will be asked to provide information on any driving endorsements by accessing gov.uk/view-driving-licence and providing a code to your Line Manager in order to share your driving licence information with the Council.
- You will be asked to complete a Criminal Records Self Declaration Form. Criminal convictions will only be taken into account when they are relevant to the post. You will only be asked to disclose ‘unspent’ convictions.
Person Specification
Note for Candidate
All Candidates
The supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement.
In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.
Candidates who consider that they have a disability
Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.
If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.
Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.
If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.
Job info |
Job info details |
Job Title |
Corporate Contracts Officer |
Strategic team/Directorate |
Financial Services |
Service |
Finance |
Business unit |
Commercial Services |
Skills and effectiveness
Essential skills and effectiveness
- Ability to work autonomously and without direction to meet the requirements of the role and Council priorities.
- Ability to make decisions in line with the requirements of the role and the ability to recognise when there is a need to consult with more senior officers.
- Ability to make decisions and recommendations, often to more senior officers, that may be contentious and/or have significant implications for others and provide rationale.
- Influencing, persuasion and negotiation skills and the ability to use these skills when dealing with situations where there may be resistance to ensure compliance, improved performance and / or positive outcomes for all parties. Ability to work with tact, diplomacy and consideration.
- Problem solving skills to support dentification of creative and innovative commercial solutions to meet Council needs and priorities.
- Ability to respond positively and effectively to organisational and legislative change.
- Commercial skills including delivering or providing advice on:
- Contract preparation;
- Contract mobilisation;
- Performance monitoring;
- Supplier relationship management;
- Contract negotiation;
- Change control;
- Mediation and dispute resolution;
- Risk analysis, mitigation and management.
- Ability to work on and prioritise multiple projects / contracts across a diverse range of subject matters, dealing with conflicting and ever changing priorities.
- Ability to demonstrate the motivational, negotiation, challenge and influencing skills required to secure:
- Improved service delivery and best value;
- Buy-in and best outcomes through collaborative and partnership working.
- Communication skills necessary to be able to present complex and contentious information clearly, in a range of formats to varied audiences.
- The ICT literacy and skills necessary produce a range of complex correspondence, reports, spread sheets, financial monitoring, presentations, etc.
- Ability to work effectively as part of the wider Commercial Services team to deliver against policy and strategy.
- Numerate with analytical skills to evaluate data (particularly financial information). to inform decision making.
- Ability to work to the Council’s core values of being forward thinking, people oriented and adaptable, always with integrity.
Desirable skills and effectiveness
- Project management skills.
- Ability to deliver excellent outcomes within the public sector in a commercial (procurement or contract/supplier relationship management) role.
Knowledge
Essential knowledge
- Awareness of the principles of supplier relationship management and contract management, including the commercial cycle, cost and efficiency savings, budget, and performance management.
- Awareness of legislation, policy and guidance relating to contract management, such as:
- Public Contracts Regulations;
- Public Services (Social Value) Act;
- Modern Slavery;
- National Procurement Policies and Policy Statement;
- Best Value Duty;
- Public Sector Equality Duty;
- Local Government Transparency Code;
- Environmental and sustainability issues;
- Data Protection Act / GDPR;
- Freedom of Information Act.
- Awareness of contract clauses, contract formation and development, contract management and compliance.
- Awareness of how working in the public sector differs from working in the private sector.
- Knowledge and understanding required to effectively use Microsoft Office applications, including Teams, Excel, Word, PowerPoint and Outlook.
Desirable knowledge
- Awareness of Torbay Council Financial Regulations and Contract Procedures.
- Awareness of local government policies, priorities, structure and governance.
- Knowledge of POP/PL modules / finance systems.
- Knowledge of Microsoft Project and Planner.
Experience and achievements
Essential experience and achievements
- Experience of involvement in contract management activities.
- Experience of service provision to an appropriate standard to maintain a quality of service that effectively meets customer and organisational expectations.
- Experience of performance monitoring.
Desirable experience and achievements
- Experience of performance management techniques to drive service improvement.
- Experience of using POP/PL modules / finance systems.
- Experience of working in a public sector setting.
Qualifications/professional memberships
Essential qualifications/professional memberships
- Educated to Degree Level or equivalent or demonstrable academic or professional ability or experience.
- Willingness to study towards Government Commercial Function (GCF) Contract Management Foundation level or Level 3 Advanced Certificate in Procurement and Supply or equivalent.
Desirable qualifications/professional memberships
- Student membership of the Chartered Institute of Procurement and Supply (CIPS).
- Project/Programme Management qualification, e.g.PRINCE2 Foundation or equivalent.
Other requirements
Other requirements of the job role
- Demonstrates a commitment to safeguard and promote the welfare of children and young people.
- Ability to carry out the physical requirements of the role (i.e. manual handling).
- Ability to travel efficiently around the Bay/South West/UK in order to carry out duties.
- Ability to accommodate occasional/permanent homeworking.