Contracts and Standards Coordinator (Ref:CRH388)

Job title: Contracts and Standards Coordinator

Department: Contract Operations and Engagement Team

Reporting to: Contracts and Standards Executive

Location: Remote

Contract type: Permanent

Hours of work: 40 hours p/w (Mon - Friday, 8:30am - 5pm)

Salary: £38,000.00 per annum

The Contract and Standards Coordinator is responsible for supporting the wider team, namely the Contract and Standards Executives, in areas such as operational performance, compliance monitoring, and subcontractor management. The role ensures service delivery is in accordance with Home Office standards, contractual requirements, and organisational procedures.

The Coordinator will also be responsible for internal and external stakeholder liaison, including but not limited to, public inbox management and internal action tracking and record keeping.

The role requires strong attention to detail, collaborative working, stakeholder engagement, and the ability to manage tasks effectively within a fast-paced environment.

Key Relationships:

Key relationships internally include line managers (Contracts and Standards Executives), compliance colleagues, operations colleagues, DPO, Customer Support Team, Legal colleagues, and the Change and Transformation team.

Key relationships externally include Service Users, Home Office, members of the public, MPs, and other public bodies.

Scope and Decision Making:

The Coordinator largely works independently on inbox management and updating records. They will work on action trackers and deadline requests with guidance from the two Contract and Standards Executives.

The role does not have management responsibility but involves monitoring and following up actions and update requests with colleagues across the organisation.

Both personal and commercially sensitive information access is required as part of this role, including Service User data. Therefore, the role holder is expected to display confidentiality and integrity as core values.

Core Responsibilities:

• Create, maintain, and store organised records for key team documents. Ensure high standards of record keeping for audit purposes.
• Maintain and develop action trackers based on high level requests and customer formal letters, track contract changes, and update meeting documents.
• Manage the public inbox, liaise with relevant internal teams to provide appropriate responses to emails.
• Analyse large estate and Service User data sets to assist Executives in commercial and contractual tasks, including report writing and data collation. Utilise Excel functions such as Pivot tables to conduct this work.
• Support the Executives with large projects such as site exits and new sites mobilisation.
• Contribute to a culture of accountability, transparency and continuous improvement throughout the organisation.
• Cover for Contracts Administrators’ leave, including issuing Service User warning letters and proof of addresses, void checks, welfare check administration, system updates.

Procedures:

• Follow all company operational and compliance procedures, contractual requirements and governance frameworks.
• Utilise team processes, documentation, and guidance in day-to-day tasks.
• Maintain accurate records, audit trails and reporting documentation.
• Ensure all mandatory training remains current and completed.

Behaviours and Values:

• Delivers high-quality work, maintaining accuracy and attention to detail.
• Works collaboratively with stakeholders and managers to support delivery of objectives.
• Demonstrates ownership, initiative, and accountability with workstreams and tasks.

 Connect and Collaborate:

• Build and maintain effective working relationships with colleagues and stakeholders.
• Liaise regularly with managers to provide updates on objectives, progress, and support as needed.
• Share information appropriately on a need-to-know basis.

Responsive:

• Keep up-to-date with all written and verbal communications (i.e. emails/messages/calls).
• Respond quickly to line management requests.
• Take ownership of issues and see them through to resolution.
• Adapt to changing priorities and processes.

Talented:

• Excellent attention to detail and organisation skills.
• Great communication and stakeholder engagement abilities.
• Ability to dissect tasks using analytical and problem-solving skills, to move workstreams and tasks forward.

Trusted:

• Handle sensitive information professionally and confidentially.
• Deliver accurate reporting and analysis with integrity.
• Build trust through accountability, reliability and consistent delivery.
• Maintain compliance with organisational policies and professional standards.

Agile and Diverse

• Organisational Skills: Excellent ability to manage multiple priorities and ensure timely delivery of reports and updates.
• Attention to Detail: Strong focus on precision in documentation and reporting.
• Problem-Solving: Analytical and proactive approach to resolving complex challenges.
• Adapt positively to changing systems and priorities, and support continuous Demonstrate flexibility to support team and organisational needs.

Professional

• Maintain high standards of professionalism in all communications and reporting, including formal emails to internal and external stakeholders.
• Take responsibility for personal performance and professional development.

Safeguarding, Compliance and Conduct:

• Comply with all company policies, procedures, professional standards and contractual requirements relevant to the role.
• Promote safeguarding, confidentiality, data protection, health and safety, equality, diversity and inclusion in all areas of work.
• Complete mandatory training and maintain any required vetting, checks, licences or professional registrations.
• Act professionally and respectfully when working with colleagues, residents, service users, partners and stakeholders

 Person Specification

• The person specification must be directly linked to the duties of the role. Criteria should be objective, measurable and assessable through application, interview or selection activity.

Essential Criteria:

Knowledge and Experience:

• Understanding of adhering to contractual requirements and processes.
• Experience working within highly regulated or contractual service environments.
• Experience engaging with senior stakeholders.
• Experience operating effectively within fast-paced environments whilst managing competing priorities.
• Experience with Excel specifically and data analysis.

Skills and Abilities:

• Excellent verbal and written communication skills.
• Strong stakeholder engagement and relationship management skills.
• Strong organisational skills with the ability to prioritise workload effectively.
• High level of accuracy and attention to detail.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and SharePoint. Familiarity with Excel Pivot Tables and other functions. The role holder should have confidence and experience with data analysis and MI.

 Qualifications and Requirements:

• GCSE (or equivalent) in English and Mathematics.
• Right to work in the UK.
• Ability to meet any required vetting (e.g. DBS, CTC).

Desirable Criteria:

• Desirable criteria describe additional knowledge, experience or qualifications that would support performance in the role but are not required at appointment.

Knowledge and Experience:

• Report writing experience including large dataset summaries.

Skills and Abilities:

• Adaptable to changing priorities and direction.

Qualifications and Development:

• Relevant previous or similar experience in high level contract delivery role.

Additional:

• Experience supporting cross-functional collaboration 

• 25 days annual leave plus national bank holidays
• Westfield Health Membership (offering cashback on health services plus discounts for retailers and gym memberships)
• Life Cover (2 x basic salary)
• Employer pension contribution (4% employer, 4% employee)
• Laptop/Phone/other equipment if required as part of job role
• Referral Scheme

Diversity Statement

Clearsprings Group is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Modern Slavery Statement

Clearsprings Groups conduct robust checks on any new employee including eligibility to work in the UK to safeguard against human trafficking or individuals being forced to work against their will.

Safeguarding Statement

Clearsprings Group is committed to Safeguarding and promoting the welfare of children, young people and adults at risk, and expect all employees to share this commitment.

All successful applicants will be required to undertake a satisfactory DBS check and CTC Clearance in line with their job role.

This role is not open to applications from those who will require sponsorship under the points-based system. Should you apply for this role and be found to require sponsorship, your application will be rejected, and any provisional offer withdrawn.

We reserve the right to close the advert early if there is a higher level of interest that expected.