Contract Management Officer - Workplace Services

The Government Property Agency is the largest property holder in government, with more than 2.1 billion in property assets and over 55% of the governments office estate.

We are transforming the way the Civil Service works by creating great places to work, leading the largest commercial office programme in the UK, working towards halving carbon emissions from government offices, and achieving greater value for taxpayers. And we are looking for innovative, solutions-focused people to join our team.

Representing the best covenant in the UK His Majestys Government we are leading significant transformational programmes such as the Government Hubs Programme, Whitehall Campus Programme and Net Zero Programme. We are also delivering cost- effective property services such as asset management, lifecycle replacement and workplace services. Innovation and progress underpin our behaviours. We foster a culture of lifelong learning, where curiosity and self-improvement are encouraged. Our four core values are at the heart of everything we do. They shape our culture and guide how we work, lead and grow together:

• Striving for excellence - We always aim to deliver great results
• Empowering through respect - We insist on fair treatment for all, always
• Acting with integrity - We consistently do the right thing
• Succeeding together - We rely on each other to achieve success

We are committed to representing the communities we serve by making Equality, Diversity, and Inclusion (EDI) part of everything we do. Our strong emphasis on EDI is not just about driving inclusion across our organisation, it is also about ensuring our services meet the needs of government departments and the civil servants who use our spaces.

Join our dynamic and diverse team that leads with purpose, improving sustainability, nurturing social value, driving inclusivity and flexibility, and kickstarting economic growth. We are driven by purpose, and you can be part of it too: where you make a meaningful impact; where you influence; where your voice really matters; where you help to shape our future direction.

The GPA is committed to representing the communities we serve by making Diversity, Equality and Inclusion part of everything we do.

To ensure that we are always recruiting and retaining a diverse mix of talent, we are particularly inviting applications from candidates who are disabled, ethnically or gender diverse, and people who identify as being part of the LGBTQ+ community.

The Contract Lifecycle Management (CLM) team is entering an exciting phase of operational maturity. Following a comprehensive review of our core workflows, we are recruiting a Contract Management Officer to own, embed, and continuously optimise our newly refined end-to-end contract management processes within Workplace Services.

This team offers the opportunity to drive and make change often implementing new processes and proposing enhancements to our digital systems. You will need to be self-motivated, have an enquiring mind set, be able to understand and apply contract management skills and knowledge both practically and pragmatically.

The successful candidate will play a pivotal role in ensuring these processes drive efficiency, reduce risk, and remain scalable. You will act as the teams process champion, translating high-level process architecture into daily operational success, managing key stakeholder relationships, and ensuring compliance across the lifecycle.

The Contract Management Officer role is a pivotal position within the Workplace Services Contract Lifecycle Management (CLM) Team. Reporting to and supporting the management of contract delivery.

You will need to be a team player and work with a range of stakeholders both internally and externally to drive change, innovation and instil best practice contract management practices.

The remit of the team is both transformative and operationally critical, providing support to the wider Workplace Services and Commercial teams.

This is an excellent time to join GPA, and play a crucial role in contributing to a priority agenda.

Key Responsibilities

• Take accountability and management for the newly mapped CLM processes (for example, contract variations, contract notices, risk notices, rectification plans), ensuring they are seamlessly embedded across the team and wider business units.
• Regularly review process performance, identifying bottlenecks or inefficiencies, and proactively pitching/implementing solutions to keep workflows lean.
• Undertake planned and random checks and audits to ensure contract registers, digital records and documentation is accurate, complete, stored correctly and processes are being followed.
• Work closely with cross-functional teams to guide them through process changes, ensuring high adoption rates and minimal disruption.
• Maintain, update, and own the teams standard operating procedures (SOPs), process maps, and guidance documentation so they remain a "living" source of truth.
• Establish and track key performance indicators (KPIs) tied to process efficiency and compliance, reporting updates regularly to management.
• Provide guidance and upskilling to team members on process execution and best practices.
• Effective allocation, tracking and tracing all contract event driven activity via the digital platform through to resolution.
• Development and ownership of contract management schedules with contract owners and suppliers and creating a forward-looking list of agenda items for regular meetings.
• Implement essential contract management tools across contract managers, including contract management plans, risk notices, variation forms, and others as needed. Create training and guidance documents to ensure a clear understanding.
• Develop and enhance consistency across contracts and regions, such as risk registers and change control registers.
• Ensure excellent contract administration for all contract management information, including contract artefacts, contract changes, and continuous improvement plans.
• Review and maintain contract management plans in partnership with commercial leads and contract owners.
• Provide support to the Contract Management Lead for Workplace Services in driving contract management improvements leading to high quality service delivery and lower costs.
• Implement improved controls and practices, enhancing efficiency, value, and compliance.
• Promote the GPA as an Intelligent Client in its management and delivery of supplier contracts.
• Management of the Administration team monitoring the Contract inbox for each contract
• Delivering the delivery of the formal contractual change control procedures relating to the Workplace Service contracts
• Digital Contract Administration and Facilitation: Management of the allocation, tracking, and timely resolution of all contract event-driven activities, managing notices and variations within the digital contract management platform to ensure easy retrieval, robust audit trails and timely resolution.
• Coordinate regional supply chain cost assurance reviews, working closely with internal and external stakeholders.
• Undertake investigations and analyse data from the digital platform to progress Work Orders through the full end-to-end processes.
• Provide support to Workplace Services and the wider GPA to monitor Work Order statuses. Where necessary, follow up with internal and external stakeholders to ensure Work Orders are progressed through the lifecycle in line with SLAs.
• Line Management ...