Job Description
Job Title: Referrals & Contracts Manager
Role Purpose
To lead and manage the organisation’s referral pathway, contract management, mobilisation of new services, and bid/tender submissions within a CQC-regulated supported living environment.
The role is responsible for ensuring safe, suitable placements, contract compliance, sustainable occupancy levels, and high-quality tender submissions that support strategic growth.
This role directly impacts revenue stability, regulatory compliance, and commissioner confidence.
Key Responsibilities
Referral Management & Placement Oversight
Act as the central point of contact for all incoming referrals from Local Authorities, ICBs, and other commissioners.
Review referral documentation including assessments, risk profiles, funding approvals, and care requirements.
Assess placement suitability in collaboration with Registered Managers and clinical/operational leads.
Coordinate timely responses to commissioners within agreed KPIs.
Maintain a live referral tracker, pipeline forecasting, and conversion analysis.
Ensure placements align with service capacity, skill mix, and CQC registration scope.
Monitor occupancy levels and identify risks to void management.
Mobilisation of New Packages
Lead mobilisation of new placements from contract agreement to service commencement.
Coordinate staffing requirements, recruitment, training needs, and rota planning.
Ensure all care plans, risk assessments, MAR charts, and compliance documentation are in place prior to go-live.
Liaise with housing providers, landlords, and external professionals where required.
Oversee structured handover to operational teams post-mobilisation.
Monitor initial stabilisation period to ensure safe delivery and contractual adherence.
Contracts & Compliance Management
Maintain oversight of all placement contracts and service agreements.
Review contract terms to ensure pricing, service scope, KPIs, and reporting requirements are understood and adhered to.
Track contract start/end dates, uplift cycles, renewal deadlines, and framework agreements.
Support negotiations on fee uplifts, variations, and amendments.
Ensure services are delivered in line with contractual obligations and funding agreements.
Work closely with finance to ensure billing accuracy and alignment with commissioned hours.
Maintain an organised contracts register and audit-ready documentation.
Bids & Tender Management
Identify and monitor tender opportunities through procurement portals and commissioner networks.
Lead completion of PQQs, ITTs, DPS applications, and framework submissions.
Coordinate contributions from operations, finance, HR, and quality teams.
Maintain and update a tender library including policies, KPIs, case studies, and CQC evidence.
Track submission deadlines, clarifications, and award outcomes.
Contribute to strategic growth planning through market analysis and commissioner engagement.
Stakeholder & Relationship Management
Develop and maintain strong professional relationships with commissioners, social workers, care coordinators, and housing partners.
Represent the organisation at provider forums and partnership meetings.
Respond professionally and proactively to placement concerns or contractual queries.
Data, Reporting & Performance
Produce regular reports on referral volumes, conversion rates, occupancy, and contract status.
Monitor trends in referral rejection, voids, and contract performance risks.
Provide data insights to senior leadership to support strategic planning.
