HQ Job Description (JD)
Band 6
Directorate: Probation Service
Job Description - Contract Support Officer
Document Ref.
HQ-JES-1898 Contract Support Officer v4.0
Document Type
Management
Version
4.0
Classification
Official
Date of Issue
11/06/21
Status
Baselined
Produced by
Job Evaluation Assurance and Support Team
Authorised by
Reward Team
JD Evidence
HQ-JES-1898 Contract Support Officer v4.0
Job Description
Job Title
Contract Support Officer
Directorate
Probation Service
Band
6
Overview of the job
Accountable to a designated Senior Contract Manager (SCM) the CSO will support
efficient and effective contract management, including Commissioned Rehabilitative
Services contracts, within their area. The post holder will also support the work of
their local contract management team and Operational and System Assurance Group
to quality assure and audit operational service delivery and deliver the Annual
Service Operational Audit Plan.
It is an offender facing role in terms of working with service users to ascertain their
views on the services received.
The post holder will contribute to the support of a portfolio of contracts within the
PS regions, including Commissioned Rehabilitative Service contracts, and it involves
complex stakeholder and delivery chain relationships.
The geographical base for the CSO post can be flexible within their contract
management area and may require some work in London and other locations.
Summary
The CSO is a support role with administrative, secretariat and data handling and
analysis responsibilities. Overall, the post contributes to the support of the contract
management team with their remit to monitor and validate provider performance,
assure delivery of services in the community and manage the relevant contracts.
Working alongside the Senior Contract Manager and Service Manager (SM), the CSO
will support the delivery of the contract management governance processes in
relation to designated providers. They will provide a secretariat service by co-
ordinating Service Management Board, Contract Strategy Board, Change
Management Board and other groups as directed by the SCM and SM.
The post-holder will support the work of their local contract management team and
operational audit activity to assist the process of OA such as data collection and
analysis, research and observation of provider practice and performance.
The post holder will undertake research and analysis activities as required which will
demand initiative and self-motivation. E.g., review of stakeholder surveys and
opinions, development of 'good practice' case studies, reporting on risk and
monitoring the provision of third-party commissioned services.
The post holder will also ensure that changes to data requirements are approved by
the Data Gateway Services protocol.
The geographical base for the CSO post can be flexible within their contract
management area and will require some work in London and other locations.
Responsibilities,
The job holder will be required to carry out the following responsibilities, activities
Activities and Duties
and duties:
• Providing secretariat support to the Senior Contract Managers and Service
Managers; Service Management Board, Contract Strategy Board, Change
Management Board and any other meetings convened by them.
o Arranging and distributing the agenda and papers with direction from
the relevant chair.
o Producing first draft minutes and action logs.
HQ-JES-1898 Contract Support Officer v4.0
o Maintaining formal documentation, Terms of Reference, membership
and distribution lists.
o Following-up with action owners for updates.
o Filing, archiving and enacting version control on all relevant
documentation.
• Supporting their local contract management team and OSAG to deliver their
annual programme of assurance activities to operationally audit and analyse
provider delivery data including: regular sample testing of provider performance
information and validation of reported data; involvement in periodic process
review activities; and observation of provider activities.
• Reviewing and monitoring performance data in relation to designated providers.
• Supporting Senior Contract Managers and Service Managers in the delivery of
on-going contract management activities with providers - e.g., following-up
requests for information from Commissioned Rehabilitative Providers,
scheduling of ad hoc meetings.
• Conducting research and analysis activities as required by team managers - e.g.,
review of stakeholder surveys and opinions, analysis of MI trends and issues,
development of ‘good practice’ case studies, reporting on risk and monitoring
the Provision of third-party commissioned services.
• Support the National Strategic Contract Management team and national
supplier level management through liaison, consultation, information sharing
and acting on guidance to ensure consistency.
• Providing information to Director/ MoJ and others as required.
• Ensuring changes to data requirements are approved by the Data Gateway
Services protocol.
The duties/responsibilities listed above describe the post as it is at present and is not
intended to be exhaustive. The job holder is expected to accept reasonable
alterations and additional tasks of a similar level that may be necessary. Significant
adjustments may require re-examination under the Job Evaluation Scheme and shall
be discussed in the first instance with the job holder.
Behaviours
• Working Together
• Changing and Improving
• Managing a Quality Service
• Making Effective Decisions
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Experience
• Good understanding of HMPPS strategic direction
• Good level of confidence sufficient to allow post holder to represent the
organisation in a professional manner to a range of stakeholders
• Sound skills to enable management of effective relationships in a contractual and
political environment
• Sound knowledge of Project and Programme management techniques
• Sound attributes to prioritise the management of tasks and risks and with
appropriate support, advice and guidance deliver tasks to time
• Sound problem solving, planning and communication skills
• Strong numerical and IT skills with strong presentation skills (written and verbal)
• Strong attention to detail
• Strong networking capabilities enabling the development of productive working
relationships across organisational boundaries and across all levels of an
organisation
• Working knowledge of public, private, social enterprise, charitable, voluntary and
community sector organisations
• Strong analytical skills and research and evaluation skills to make informed
judgements on concern and gaps in provision
• Sound ability to work in a dispersed team and be a self-motivator with the
capacity to organise and prioritise on the basis of organisational reputation/
financial risk
HQ-JES-1898 Contract Support Officer v4.0
• Strong Business support and/or secretariat experience
• Experience of co-ordinating, organising, reviewing and taking minutes of high
level meetings in a politically sensitive environment involving a wide range of
senior representatives
• Strong commitment to valuing and promoting diversity as the vehicle for
achieving successful business outcomes
• Strong commitment to excellence within a changing landscape with the ability to
innovate and adapt working style
• Good ability to maintain professional integrity and adherence to organisational
priorities in the face of competing pressures
Technical
No specific qualifications are essential but experience and qualifications relevant to
Requirements
contract support and contract management are desirable.
Ability
Psychometric tests will not be required to assess the ability of post holders.
Minimum Eligibility
Please do not alter this box
• All candidates are subject to security and identity checks prior to taking up post.
• All external candidates are subject to 6 months’ probation. Internal candidates are
subject to probation if they have not already served a probationary period within
HMPPS.
• All staff are required to declare whether they are a member of a group or
organisation which HMPPS consider to be racist.
Hours of Work
(Unsocial Hours)
Allowances
HQ-JES-1898 Contract Support Officer v4.0
Success Profile
Strengths
Behaviours
It is advised strengths
Ability
Experience
Technical
are chosen locally,
recommended 4-8
Working Together
Psychometric tests will
• Good understanding of HMPPS
No specific qualifications are
not be required to assess
strategic direction
essential but experience and
the ability of post
• Good level of confidence sufficient
qualifications relevant to contract
holders.
to allow post holder to represent
support and contract management
the organisation in a professional
are desirable.
manner to a range of stakeholders
• Sound skills to enable management
of effective relationships in a
contractual and political
environment
• Sound knowledge of Project and
Programme management
techniques
• Sound attributes to prioritise the
management of tasks and risks and
with appropriate support, advice
and guidance deliver tasks to time
• Sound problem solving, planning
and communication skills
• Strong numerical and IT skills with
strong presentation skills (written
and verbal)
• Strong attention to detail
• Strong networking capabilities
enabling the development of
productive working relationships
across organisational boundaries
and across all levels of an
organisation
HQ-JES-1898 Contract Support Officer v4.0
• Working knowledge of public,
private, social enterprise, charitable,
voluntary and community sector
organisations
• Strong analytical skills and research
and evaluation skills to make
informed judgements on concern
and gaps in provision
• Sound ability to work in a dispersed
team and be a self-motivator with
the capacity to organise and
prioritise on the basis of
organisational reputation / financial
risk
• Strong Business support and/or
secretariat experience
• Experience of co-ordinating,
organising, reviewing and taking
minutes of high level meetings in a
politically sensitive environment
involving a wide range of senior
representatives
• Strong commitment to valuing and
promoting diversity as the vehicle
for achieving successful business
outcomes
• Strong commitment to excellence
within a changing landscape with
the ability to innovate and adapt
working style
• Good ability to maintain
professional integrity and
adherence to organisational
priorities in the face of competing
pressures
Changing and Improving
Managing a Quality Service
Making Effective Decisions
HQ-JES-1898 Contract Support Officer v4.0