HQ Job Description (JD)
Band 7
Directorate: Custodial Contracts Directorate
Job Description: Deputy Controller
Document Ref.
HQ JES 0716 Deputy Controller v6.0
Document Type
Management
Version
6.0
Classification
Official
Date of Issue
14th November 2022
Status
Baselined
Produced by
Job Evaluation Assurance and Support Team
Authorised by
Reward Team
JD Evidence
HQ JES 0716 Deputy Controller v6.0
Job Description
Job Title
Deputy Controller
Directorate
Custodial Contracts Directorate
Band
7
Overview of the
To support the Controller in delivering a multi-million pound
job
contract for the delivery of custodial services. To act as the
representative of the Secretary of State, assuring delivery of key
activities and performance against the contract.
Summary
As part of a Controller’s team based within a privately operated
prison the Deputy Controller is the Authority for HMPPS and the
Secretary of State.
The role of Deputy Controller is to oversee and report the
activities, outputs and deliverables as stated in statute, contract
and law within a prison setting. As operational lead to monitor
and act as the authority in a number of contexts and oversee the
contract and operations delivered inside the establishment. To
manage and be accountable to the Controller and Deputy
Director Custodial Services Contract Management on areas of
delegated authority.
The duties performed support those of the Controller. The
Deputy Controller is to deputise for the Controller when he/she is
not on site.
Reporting directly to the appointed Controller as first line
Manager, who is in turn managed by the Deputy Director
Custodial Services Contract Management.
Responsibilities,
The job holder will be required to carry out the following
Activities and
responsibilities, activities and duties:
Duties
Monitor the contractor’s performance against the contract
• To keep under review and report to the Secretary of State on
the effectiveness of the prison in how it is being run and
managed in accordance with the requirements of the
contract(s).
• Monitor via various means compliance against the contract
requirements with particular attention to operational
requirements and performance mechanisms. Liaise, discuss
and plan as part of a working professional relationship with
the contractor (Director and SMT) to develop action plans to
address non-compliant clauses whilst keeping to realistic time
scales in doing so.
• Conduct weekly monitoring rounds of establishment areas,
including the Segregation Unit. Report on areas of non-
compliance/adherence to the decency agenda to the
contractor and follow up on actions to address concerns.
• Collate, analyse and interrogate information provided by the
contractor. Investigate and gain further information if required
and apply any performance management and reward
HQ JES 0716 Deputy Controller v6.0
sections of the contract providing a brief summary why you
have come to your conclusion.
• Support the Controller in the application of performance
debits/credits with the contractor using your skills knowledge
and ability in making reference to the appropriate section of
the contract and source document available to you.
• Produce a monthly and quarterly performance report for the
Controller, from local and regional systems/resources
available to you.
• Keep auditable records of all commercial contract matters.
Manage additions and deletions of activity to the
commercial contract and that changes are acted upon
• Maintain effective links with MOJ Commercial and provide
feedback and input as required as part of a team.
• Maintain full and current records of contract and NOC register
between HMPPS and the contractor. Review NOC register on
a quarterly basis.
• Using appropriate evidence sources, work with contractor to
draft NOC/amendments required to ensure contract remains
aligned to business need.
• Assess, negotiate and advise the Controller on operational
risks and potential consequences of contract changes (e.g.
efficiency savings, SBC) concluding with the systematic
management of the NOC process.
• To inform the Head of Group any areas where there has
been a significant failure to comply with any changes
identified.
Audits & Compliance Testing -Controllers quality assurance
• Conduct a programme of monitoring rounds of all
establishment areas to a frequency agreed with the Deputy
Director Custodial Services Contract Management. Report on
areas of non-compliance and poor practice to the contractor
and follow up on actions to address concerns.
• Accountable for effective links between the establishment
and specialist advisors, monitoring and reviewing delivery
against Authority action plans for compliance against agreed
timescales, report and manage those that are non-compliant.
• Validate evidence to ensure actions have been completed as
required by the audit recommendation.
• Share knowledge and skills to assist the contractor improve
performance and delivery against external recommendations
i.e. AC&A/HMIP etc.
• Monitor and review the level of compliance with operational
requirements against PSOs/PSIs/LSS by identifying the key
risks/concerns which require a higher level of scrutiny or
attention and follow up any plans to remedy compliance
concerns.
• Monitor via reviews completion of investigation
recommendations. Validate completion of task and
adherence to timescale discuss at SMT level issues identified
to resolve in gaining a satisfactory outcome.
• Carry out compliance checks as required by the Compliance
Monitoring Tool recording findings as required and providing
HQ JES 0716 Deputy Controller v6.0
constructive feedback to the contractor and follow up any
plans to remedy performance issues.
• Conduct additional checks as necessary according to any
concerns or issues identified recording method and any
findings on the Compliance Monitoring Tool.
• Validate Hub data. Quality assure data by conducting dip
tests against data entered to ensure correct information is
being presented to the Authority.
Perform the statutory duties required of the role holder (as
per Section 85 Criminal Justice Act 1991)
• Authorising by approving applications received from the
contractor’s proposed use of covert surveillance under the
RIPA Regulations, and in doing so ensuring you provide
guidance in what is expected within the application to ensure
legal surveillance retaining all documentation in the event it
has to be produced during any legal challenge (as the
Authorising Officer).
• Exercising power to investigate Prisoner Custody Officers
and hold the authority to suspend the certification of such an
officer.
• Sign licences for release of prisoners.
• Sign and authorise the release of prisoners on behalf of the
Authority under HDC and ROTL taking into consideration all
the required risk assessment and recommendations being
made by departments/external agencies.
Assist in the management of major incidents within the
establishment and adopt the formal role of Incident Liaison
Officer. Make yourself available during the day or night,
including weekends when as Duty Controller
• Attend the command suite (if open) and act as Incident
Liaison Officer as per PSO 1400.
• Provide necessary advice and input to regional colleagues in
operations and/or to Gold Command, as the authorities eyes
and ears assist in gaining approval from the authority to
deploy national resources when required to do so.
• Oversee the establishment’s management of incidents on
behalf of the authority.
• Assess and evaluate the establishment’s effectiveness in
incident management during and post the event.
• Deliver post event feedback verbally as part of the command
suite structure and commit the management team to
addressing the issues highlighted producing a report on the
incident when required to do so.
Support the commissioning of offender management and
custodial interventions within the prison
• Maintain relations with commissioning colleagues (HMPPS)
and share knowledge of known suppliers and the quality of
the service they provide.
• To attend the regional meetings that may be relevant in
identifying any regional changes and or projects that may
impact on or may increase a risk to the services being
provided by the contractor.
HQ JES 0716 Deputy Controller v6.0
Work with the management team within the establishment to
maintain and drive up performance levels and to assist the
team in achieving the desired mix of services within the
contract including offender needs and the addressing of the
reducing re-offending agenda
• Build positive professional high level relationships with the
Senior Management Team, engage and resolve any issues
that you are empowered to do to a satisfactory level.
• Be proactive in providing support and professional help and
guidance to the contractor’s management team.
PCO Certification
• Liaise and maintain a good working relationship with the
contractor’s HR and inform Shared Services of contractor
staff suspensions and dismissals.
• Retain PCO badge during all suspensions.
• Provide brief to Shared Services relating to all
reinstatements.
• Make recommendation to revoke and suspend a Prisoner
Custody Officer licence where appropriate.
Finance
• Support the Controller to ensure all financial processes are
discharged appropriately and that the correct levels of
payment are made for delivered services (including the
collection of performance credits and debits on behalf of the
Authority).
• Review business cases submitted by the contractor and
approve/reject expenditure against the criteria laid out for the
Utility Fee Savings Fund (or equivalent contractual provision).
Act as Local Information Manager (LIM)
• Manage Deputy LIM.
• Lead on effective retention/disposal protocol.
• Lead on quarterly asset register reviews.
• Maintain accurate destruction log.
• Complete Annual Compliance Statement.
• Follow PSO9010 (information technology security policy),
PSO9015 (information assurance), PSO9020 (data
protection/freedom of information) and PSO9025 (HMPS
archiving retention and disposal).
Line Management Responsibilities
• Manage Assistant Controller and delegate work as
appropriate.
• Manage SPDR process and management of staff attendance
ensuring timescales are adhered to.
• Identify appropriate training needs in conjunction with training
provisions being provided by the regional training coordinator
for Public Sector Prisons or HMPPS generally.
• Ensure your staff are aware and comply with HMPPS policy
on equality and diversity.
• Brief your line manager on any relevant occurrences.
HQ JES 0716 Deputy Controller v6.0
Correspondence
• Respond to prisoner complaints, solicitors’ letters, FOIs.
• Provide Ministerial briefings and response to PQs.
Meetings
• Attend Quarterly Contract Review Meeting and provide brief
to external stakeholders on performance measure
debits/credits.
• Attend Monthly Controller/Director meeting as required or
directed by the Controller in his/her absence and provide brief
to contractor on performance measures.
• Attend regional Professional Standards/Corruption meeting
when required to do so.
• Chair meetings or telephone conferences as required or
directed by the Controller in his/her absence.
Other Duties
• To carry out on call duties, including where necessary
attending the establishment during incidents or as instructed
by the Deputy Director Custodial Services Contract
Management or direct line manager in accordance with the
Duty Controller’s rota.
• Deliver awareness session relating to ‘Role of Controller’ as
required or directed by the Controller in his/her absence on
the ITC.
• Deputise for the Controller whilst he/she is not on site. The
role involves completing the full range of Controller’s duties
and responsibilities when necessary and possibly when
required across more than one site.
• Any ad hoc duties as deemed necessary by line
management.
• To be the liaison point between prisons and HMPPS
Population Management Unit to assist in resolving issues
between establishments and the contractor with the transfer
and allocation of prisoners and prison places if required.
• Complete any task as identified in any additional
Memorandum of Understanding with any third party or key
stakeholders (applicable where there is more than one
contract to manage on site).
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.
HQ JES 0716 Deputy Controller v6.0
Behaviours
• Seeing the Big Picture
• Communicating and Influencing
• Working Together
• Managing a Quality Service
• Making Effective Decisions
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Experience
• Trained in HMPPS incident management systems or willing to
undertake training as soon as possible on taking up post.
• RIPA Authorising Officer trained or willing to undertake
training as soon as possible on taking up post.
Desired
• Custodial experience
• Contractual knowledge
• Management experience
Technical
Requirements
Ability
Minimum
• All candidates are subject to security and identity checks prior to
Eligibility
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
37 hour working week
(Unsocial Hours)
Allowances
Required Hours Allowance
This role requires working regular unsocial hours and a payment
at the current approved organisation rate will be made in addition
to your basic pay to recognise this.
Unsocial hours are those hours outside 0700 - 1900hrs Monday
to Friday and include working evenings, nights, weekends and
Bank/Public Holidays.
HQ JES 0716 Deputy Controller v6.0
Success Profile
Strengths
It is advised
Behaviours
Ability
Experience
Technical
strengths are
chosen locally,
recommended 4-8
Seeing the Big Picture
Trained in HMPPS incident
management systems or
willing to undertake
training as soon as
possible on taking up post.
Communicating and
RIPA Authorising Officer
Influencing
trained or willing to
undertake training as soon
as possible on taking up
post.
Working Together
Desired
• Custodial experience
• Contractual knowledge
• Management
experience
Managing a Quality Service
Making Effective Decisions
HQ JES 0716 Deputy Controller v6.0