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HQ Job Description (JD)
Band 9
Directorate: Contracted Services Directorate
Job Description: Head of Contract Management
Systems
Document Ref.
HQ JES 2159 Head of Contract Management
Systems v2.0
Document Type
Management
Version
2.0
Classification
Official
Date of Issue
15 April 2026
Status
Baselined
Produced by
Job Evaluation Assurance and Support Team
Authorised by
Reward Team
JD Evidence
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HQ JES 2159 Head of Contract Management Systems v2.0
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Job Description
Job Title
Head of Contract Management Systems
Directorate
Contracted Services Directorate
Band
9
Overview of the
The Head of Contract Management Systems is accountable for
job
ensuring that suitable contract management information systems
are available to support and assure the contract management of
HMPPS contracts. The responsibilities include running specific
systems as a ‘business as usual’ service and delivering projects
to provide new or improved systems capability.
In fulfilling these duties, the role will be responsible for
contributing to the strategic development and implementation of
the HMPPS contract management model. The work of the job
holder will contribute to reducing the risk of contract
management failures (and the associated financial and
reputational impacts on MoJ and HMPPS) and maximising the
opportunities for the organisation to extract value from its
contracts.
The role reports to the Head of Contract Management Process
Support in the HMPPS Contract Management Support Unit and
is a member of the unit’s Senior Management Team. The post
holder will have sufficient seniority to represent the Head of Unit
when required and to work effectively with Deputy Directors.
The role has five direct reports at Band 7 and will be responsible
for securing and task managing interim resource and/or resource
located in other functions to fulfil the duties of the role.
The job is non-operational and will be based nationally.
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HQ JES 2159 Head of Contract Management Systems v2.0
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Summary
The Head of Contract Management Systems is accountable for
ensuring that suitable contract management information systems
are available to support and assure the contract management of
HMPPS contracts. The responsibilities include running specific
systems as a ‘business as usual’ service and delivering projects
to provide new or improved systems capability.
In fulfilling these duties, the role will be responsible for
contributing to the strategic development and implementation of
the HMPPS contract management model. The work of the job
holder will contribute to reducing the risk of contract
management failures (and the associated financial and
reputational impacts on MoJ and HMPPS) and maximising the
opportunities for the organisation to extract value from its
contracts.
Responsibilities of the role include:
• Running specific systems as a ‘business as usual’ service, for
example the contract records library, including by agreeing
service levels for the service, task managing those providing
the service, acting as escalation point, monitoring the service
and addressing performance issues, marketing the service,
developing new approaches and expanded services.
• Developing and securing mandate(s), business cases and
sign-off for projects to ensure that suitable information
systems are available for the purpose of efficient and
effective contract management process support and process
assurance.
• Delivering suitable requirements and specifications for
contract management systems, either as the delivery lead or
as the “intelligent customer", on behalf of all HMPPS
Contracts, for developments where delivery is led by another
function.
The role reports to the Head of Governance in the Governance
team and is a member of the unit’s Senior Management Team.
The post holder will have sufficient seniority to represent the
Head of Unit when required and to work effectively with Deputy
Directors.
The role has five direct reports at Band 7 and will be responsible
for securing and task managing interim resource and/or resource
located in other functions to fulfil the duties of the role.
The job is non-operational and will be based nationally
Responsibilities,
The job holder will be required to carry out the following
Activities and
responsibilities, activities and duties:
Duties
Strategic:
• Accountable for ensuring that suitable contract
management systems are available to support and assure
efficient and effective contract management processes.
• Accountable for contributing to the strategic development
and implementation of the HMPPS contract management
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HQ JES 2159 Head of Contract Management Systems v2.0
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model, by providing subject matter expertise in contract
management systems.
• Contribute to development of the HMPPS Contract
Management Support function, as a member of the group
SMT and to the wider development of Commissioning &
Contract Management through participation in directorate
activities.
Contract Management Systems - Service Delivery:
The responsibilities include running specific systems as a
‘business as usual’ service, for example the “CREAM" contract
records library, including by:
• Task management of members of staff and others
(interims, secondees) delivering the service day-to-day, to
make sure that their workload is delivered.
• Acting as final escalation point for day-to-day issues
• Acting as first escalation point for strategic issues,
resolving or further escalating as appropriate.
• Agreeing service levels for the service with SRO/SBO and
customers Monitoring delivery against agreed service
levels, identifying performance issues and addressing
them.
• Monitoring usage of systems to ensure business case is
being met and benefits delivered, and addressing any
issues in this respect.
• Managing governance, user group and management
meetings
• Developing new approaches to non-standard and new
requirements - e.g. for new documents, containers,
configuration management etc
• Analysing and making recommendations to directorate
and HMPPS top management on the cost-effectiveness
and benefits of the service
• Leveraging the service for example by making sure it is
being used for proactive identification of contract
management issues and potential failures and is therefore
contributing to process assurance.
• Responsible for making sure that the service has a
suitable technical and commercial platform and
environment - liaising with specialists in ICT, commercial,
information assurance etc.
• Explaining, demonstrating and promoting the service to
internal and external stakeholders
Contract Management Systems - Development Project Delivery:
• The responsibilities include delivering projects to provide
new or improved systems capability.
• Responsible for developing and securing mandate(s) and
sign-off for projects to ensure that suitable information
systems are available for the purpose of efficient and
effective contract management process support and
process assurance.
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• Within the agreed mandate(s), responsible for developing
and getting approval for business cases for investment in
contract management systems.
• Responsible for delivering suitable requirements and
specifications for contract management systems, either as
the delivery lead or as the “intelligent customer", on behalf
of all HMPPS Contracts, for developments where delivery
is led by another function.
• Responsible for engaging with stakeholders for contract
management systems projects.
Other:
• Build effective working relationships with key stakeholders
and partners at a strategic level (e.g. up to DDs,
Directors) across HMPPS, MoJ and Government.
• The job holder will be required to work flexibly across the
directorate functions to increase the efficiency and
effectiveness of the unit.
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.
An ability to fulfil all spoken aspects of the role with confidence
through the medium of English or (where specified in Wales)
Welsh.
Civil Service Success Profile Criteria
Behaviours
• Changing and Improving
• Making Effective Decisions
• Leadership
• Communicating and Influencing
• Managing a Quality Service
• Delivering at Pace
Strengths
Note: we recommend you choose 4 to 8 strengths locally - select
from the list of Civil Service strength definitions on the intranet.
Copy and paste the names of your chosen strengths below.
Experience
No specific qualifications are essential but experience and skills
relevant to senior management, commissioning and contract
management are required
Specifically:
• Understanding and experience of contract management
principles and processes
• Understanding and experience of analysing processes to
generate user requirements for systems.
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• Experience in project delivery, particularly in an information
systems environment.
• Strong understanding of information systems and
information management principles and approaches.
• Understanding and experience in the criminal justice
system, especially prisons or probation, is desirable but
not essential
Technical
Requirements
Ability
Proficient as a user of Microsoft office tools (Word, Excel,
PowerPoint, etc.)
Minimum
Please do not alter this box
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
Leave Blank
(Unsocial Hours)
Allowances
To be used by the JES Team only
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HQ JES 2159 Head of Contract Management Systems v2.0