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General Information

Salary
The national salary range is £58,511 - £65,329, London salary range is £63,343 - £70,725. Your salary will be dependent on your base location
Working Pattern
Full Time
Vacancy Approach
External
Location
National
Region
National
Closing Date
23-Jul-2026
Post Type
Permanent
Civil Service Grade
Grade 7
Number of jobs available
1
Reserve List
12 Months
Job ID
19864

Descriptions & requirements

Job description
Job Title: Senior Systems Manager
Job Grade: Grade 7
Job Location: National
Contract Type: Permanent
Business Area: Ministry of Justice Commercial 
Working pattern: Full-time
Number of Posts: 1

Commercial

The Ministry of Justice has one of the largest and most complex spending profiles in central government. Each year we spend more than £5 billion with our suppliers and it’s our job to help coordinate the sourcing of what we need. We support the management of our contracts across the department, its agencies and non departmental public bodies.
Commercial is responsible for coordinating procurement and contract management across the MoJ, its agencies and non-departmental public bodies.   Commercial is organised into category teams, each with an interesting portfolio of contracts and diverse customers and suppliers to manage. We also have systems, programme management office, supplier relationship and risk management teams who work across all areas.

Commercial Operating Centre

The role is part of the commercial operating centre within the Commercial directorate, working with stakeholders across MoJ both internally and externally, to develop excellence in the department’s Purchase to Pay (P2P) capability. 

Role Summary

The role is part of the commercial operating centre within the Commercial directorate, working with stakeholders across MoJ both internally and externally, to develop excellence in the department’s Purchase to Pay (P2P) capability. This is a high impact role which requires strong leadership abilities and an ‘expert level’ of P2P process and systems knowledge and management; as well as good communication skills and ability to manage relationships at all levels.
Taking a holistic approach to the department’s P2P functions, coupled with a clear understanding of current objectives and future strategy, the role is responsible for supporting Commercial teams in developing and implementing appropriate transactional strategies for their contracts that deliver ordering and payment efficiency and performance for both the department and its suppliers.
The Senior Systems Manager will lead the development of a Source to Pay (S2P) systems strategy for Commercial and as part of any broader government programmes.
The role will lead a team responsible for ensuring Purchase to Pay processes are supported, maintained and continually improved so that Commercial and the wider Ministry of Justice (MoJ) can meet their business objectives.
The role includes developing excellent working relationships and influencing across a range of key stakeholders including Director and Deputy Director level, and senior business managers, suppliers, and other Government bodies

Key Responsibilities

The post holder will, through the Commercial Systems team:
• Support the developments for the future Source to Pay system, ensuring the specific requirements for Purchase to Pay account for all areas of MoJ.
• Lead on the implementation of new policies and ways of working, collaborating with internal and external stakeholders to ensure workstreams are delivered according to plan
• Lead the development and adoption of systems, including but not limited to Basware eMarketplace by Commercial and MoJ staff and suppliers, ensuring benefits are achieved in line with business case; Act as lead stakeholder on Government Shared Service project board, encouraging adoption by other SOP clients through example and sharing best practice;
• Lead and develop the low value transactional strategy incorporating but not limited to GPC, SSCL Requisition to Pay team and Basware eMarketplace
• Support the adoption of Global P2P principals and convergence to standard government P2P processes throughout MoJ;
• Act as Global P2P process owner for MoJ in conjunction with MoJ finance
• Review and lead the delivery of the supplier setup and maintenance process
• Lead the requirements, sponsor the build and assure the solution for spend reporting, insight, analysis and modelling.
• Support and work with commercial teams to develop efficient and effective transactional strategies as part of pre-procurement activity which focus on prompt payment to suppliers.
• Support and work with the business, commercial teams and shared service provider to optimise the use of the current P2P system with an aim to achieving efficiencies and cost savings through use of existing functionality (catalogues, smart forms, contract purchase agreements, electronic invoicing etc.);
• Develop and deliver an ongoing P2P support service, aligned to the needs of the business and the users; continually evolving the service and seeking user feedback.
• Develop and maintain appropriate P2P guidance to support Commercial and the wider MoJ in delivering their business objectives;
• Act as a delegate to the Head of Commercial Systems for various Board memberships when required.
•  Membership of various cross-government/Government Shared Services (GSS) hosted P2P and prompt payment groups;

Essential Criteria

• Experience in leading and motivating a multi-functional P2P team
• understanding of P2P processes and industry standard practices, including government global design principles
• Understanding of commercial processes and Source to Contract systems and how these link to the P2P process;
• Understanding finance processes and principles and how these link to the P2P process;
• Experience in P2P process ownership and improvement for large organisations;
• Experience in leading the development of reporting and insight from large datasets;
• Experience in leading and coaching individuals to maximise their abilities;
• Experienced networker with proven ability build effective relationships with both internal and external stakeholders

Desirable Criteria

• Experience leading a geographically dispersed team and working with stakeholders spanning multiple locations

Application Stage

An initial sift will be performed against the following elements and will be assessed against the Civil Service success profiles framework:

Experience

• CV
• Statement of Suitability (between 500 - 750 words):  this should be based around your experience in leading and motivating a multi-functional P2P team and your Understanding of commercial processes and Source to Contract systems and how these link to the P2P process.

Behaviours

We will assess your application on the following behaviours.  Please use the STAR method in your examples. 

• Communicating and Influencing
• Leadership
• Developing Self and Others
Please note in the event of a large number of applications being received we may run the initial sift against CV, Statement of Suitability and lead behaviour of Communicating and influencing. 
If shortlisted, you will be invited to an interview and will be assessed on the selected success profile elements at the interview stage. 

Interview stage

There is one interview stage for this vacancy which will be held remotely and as part of the interview process you will be required to provide evidence on the following, and will be assessed against the Civil Service success profiles framework: 

Behaviours

• Communicating and Influencing
• Leadership
• Developing Self and Others

Experience

There will be 3 experience questions around the essential criteria. 
Strengths maybe assessed at the interview, and these are not shared in advance. 
To learn more about the Civil Service success profiles framework and how they are assessed please click here.
Please use STAR approach to structure your examples for both the application and interview for behaviours.  Using the STAR method can help you give examples of relevant experience that you have. It allows you to set the scene, show what you did, and how you did it, and explain the overall outcome.

Situation:  Describe the situation you found yourself in. You must describe a specific event or situation. Be sure to give enough detail for the job holder to understand.
• Where are you?
• Who was there with you?
• What had happened?
Task:  The job holder will want to understand what you tried to achieve from the situation you found yourself in.
• What was the task that you had to complete and why?
• What did you have to achieve?
Actions:  What did you do? The job holder will be looking for information on what you did, how you did it and why. Keep the focus on you. What specific steps did you take and what was your contribution? Remember to include how you did it, and the behaviours you used. Try to use “I” rather than “we” to explain your actions that lead to the result. Be careful not to take credit for something that you did not do.
Results:  Don’t be shy about taking credit for your behaviour. Quote specific facts and figures. Explain how the outcome benefitted the organisation or your area. Make the outcomes easily understandable.
• What results did the actions produce?
• What did you achieve through your actions and did you meet your goals?
• Was it a successful outcome? If not, what did you learn from the experience?
Keep the situation and task parts brief. Concentrate on the action and the result. If the result was not entirely successful describe what you learned from this and what you would do differently next time. Make sure you focus on your strengths.
Additional Information

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity.

Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised role: all successful candidates will be appointed to the nearest viable office nearest to their home postcode and on its respective pay scale.  This will be at either a HQ building (subject to desk allocation, a Justice Collaboration Centre (JCC) or a Justice Satellite Office (JSO) – See Map. All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity). 

For current MoJ employees, your base location will need to be changed to the nearest viable office (to your home postcode), either at a HQ building, JCC or JSO within the National Office Network and moved its location’s respective pay scale (any legacy arrangements/locations will need to be amended).

Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.

MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer.

All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices. Standard full time working hours are 37 hours per week. MoJ welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the MoJ’s Flexible Working policy.

Benefits

The MoJ offers a range of benefits:

Annual Leave

Annual leave is 25 days on appointment and will increase to 30 days after five years’ service.

There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.

Pension

The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.

Training

The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

Networks

The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.

Support

  • A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
  • Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
  • For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on www.GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

For more information on applying for a role as a candidate with a disability or long-term condition, please watch our animated videos.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the TBS Recruitment Enquiries Team.

Diversity & Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.

A Great Place to Work for Veterans

The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit: https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

Redeployment Interview Scheme

Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.

MoJ is able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidates will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.

Civil Service Nationality Rules

This job is broadly open to the following groups:

  • UK nationals
  • nationals of the Republic of Ireland
  • nationals of Commonwealth countries who have the right to work in the UK
  • nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window) https://www.gov.uk/settled-status-eu-citizens-families
  • nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
  • individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
  • Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window) https://www.gov.uk/government/publications/nationality-rules

Reserve list

A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles.

Contact Information

MoJ:

If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Please quote the job reference 19864

HMPPS

If you require any assistance please call 0345 241 5358 (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Please quote the job reference

Application form stage assessments

Behaviours
A sift based on the lead behaviour, Communicating and Influencing, may be held if a large number of applications are received. If a large number of applications remain after the initial sift, your application will be progressed to a full sift, where all behaviours will then be considered.
Behaviours Application Form Question Word Limit
250
Communicating and Influencing
Leadership
Developing Self and Others
Experience
We will assess your experience for this role via the following methods
CV or Work History, Experience Questions, Statement of Suitability
Experience Questions Application Form Question Word Limit
1000
Statement of Suitability
Guidance for the Statement of Suitability
this should be based around your experience in leading and motivating a multi-functional P2P team and your Understanding of commercial processes and Source to Contract systems and how these link to the P2P process.
Evidence of Experience
CV or Work History, Experience Questions, Statement of Suitability

Interview stage assessments

Interview Dates
TBC - Early August
Behaviours
Communicating and Influencing
Leadership
Developing Self and Others
Experience
Your Experience for this role will be assessed at interview. To learn more about Experience and how they are assessed please click here.
We will assess your experience for this role via the following methods
Experience Questions
Strengths
Strengths will be assessed but these are not shared in advance. To learn more about Strengths and how they are assessed please click here.
Level of security checks required
Baseline Personnal Security Standard (BPSS)

Use of Artificial Intelligence (Al)

Artificial Intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action.  Please see our candidate guidance for more information on appropriate and inappropriate use.