HQ Job Description (JD)
Band 4
Directorate: Probation Service
Job Description - Contract Administrator Specialist
Document Ref.
HQ-JES-2231 Contract Administrator Specialist v2.0
Document Type
Management
Version
2.0
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-2231 Contract Administrator Specialist v2.0
Job Description
Job Title
Contract Administrator Specialist
Directorate
Probation Service
Band
4
Overview of the job
Accountable to a designated Senior Contract Manager (SCM) the Contract
Administrator Specialist (CAS) will support efficient and effective contract
management, including Commissioned Rehabilitative Services contracts, within their
area.
The CAS is a support role with administrative, secretariat and data recording
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.
The CAS will support the delivery of the contract management governance processes
in relation to designated portfolio of contracts within the PS region, including
Commissioned Rehabilitative Services providers. They will provide a secretariat
service by co‐ordinating the Service Management Board, Contract Strategy Board,
Change Management Board and Change Protocol Group and other groups as
directed by the SCM and SM.
The geographical base for the CAS post can be flexible within their contract
management area and will require some work in London and other locations.
Summary
The post holder will provide a professional and effective administrative support
service to contract management teams, undertaking secretariat and basic research
and analysis activities as required.
Providing secretariat support to the Senior Contract Managers and Service Managers
in relation to contract management administration. This will include coordinating
and administering meetings, managing the contract documents library and analysing
and presenting contract performance and other data and information.
Responsibilities,
The job holder will be required to carry out the following responsibilities, activities
Activities and Duties
and duties:
• Coordinate, attend and minute commercial, supplies governance and other
contract management meetings:
-
Arranging and distributing the agenda and papers with direction from
the relevant chair.
-
Producing first draft minutes and action logs.
-
Pro-actively manage the actions produced by the various meetings
attended.
• Reviewing and monitoring performance data:
-
Supporting the Contact Support Officer (CSO) in analysis of on‐going
performance delivery by the contractor - e.g., following‐up requests
for information, scheduling of ad hoc meetings.
-
Assisting with completion of monthly templates and reports for the
contract management teams, Director/MoJ and others as required.
• Responsible for the configuration management and library of all documentation,
including baselining and quality checking. This includes being the Local
Information Manager and being responsible for the management of the file
structure:
-
Maintaining formal documentation, Terms of Reference, membership
and distribution lists.
-
Filing, archiving and enacting version control on all relevant
documentation.
HQ-JES-2231 Contract Administrator Specialist v2.0
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
• Communicating and Influencing
• Working Together
• Changing and Improving
• Managing a Quality Service
• Leadership
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Experience
Essential:
• Good understanding of HMPPS strategic direction
Desirable:
• Experience of a project management environment.
• Working knowledge of public, private, social enterprise, charitable, voluntary
and community sector organisations
• Experience of business support, contract management, operational audit
and commissioning
Technical
Requirements
Ability
• Good administration and organisation skills, including attributes to prioritise
the management of tasks and risks on the basis of organisational reputation/
financial risk, with appropriate support, advice and guidance deliver tasks to
time.
• Good problem-solving skills, with strong attention to detail, planning and
communication skills.
• Strong numerical skills with strong presentation skills (written and verbal).
• Intermediate/expert IT skills in MS-Office applications, especially Word, Excel
and PowerPoint.
Minimum Eligibility
• 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-2231 Contract Administrator Specialist v2.0
Success Profile
Strengths
Behaviours
It is advised strengths
Ability
Experience
Technical
are chosen locally,
recommended 4-8
Communicating and Influencing
Good administration and
Essential:
organisation skills, including
Good understanding of HMPPS
attributes to prioritise the
strategic direction.
management of tasks and risks
on the basis of organisational
reputation / financial risk, with
appropriate support, advice and
guidance deliver tasks to time.
Working Together
Good problem-solving skills, with
Desirable:
strong attention to detail,
Experience of a project
planning and communication
management environment.
skills.
Changing and Improving
Strong numerical skills with
Working knowledge of public,
strong presentation skills (written private, social enterprise,
and verbal).
charitable, voluntary and
community sector organisations.
Managing a Quality Service
Intermediate/expert IT skills in
Experience of business support,
MS-Office applications, especially
contract management,
Word, Excel and PowerPoint.
operational audit and
commissioning.
Leadership
HQ-JES-2231 Contract Administrator Specialist v2.0