HQ Job Description (JD)
Band 4
Directorate: Custodial Contracts Directorate
Job Description: Assistant Controller
Document Ref.
HQ JES 0717 Assistant Controller v5.0
Document Type
Management
Version
5.0
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 0717 Assistant Controller v5.0
Job Description
Job Title
Assistant Controller
Directorate
Custodial Contracts Directorate
Band
4
Overview of the
Working in a privately managed establishment within the
job
Controller’s team reporting to the Deputy Controller. Responsible
for day to day administration and supporting the work of the
Controller’s team in managing the contract.
The post has no line management responsibilities.
Summary
To work as a member of the Controller’s Team, helping to
ensure that it operates effectively and efficiently; to maintain
correct and appropriate relationships with both team colleagues
and other stakeholders. As and when required conduct duties on
behalf of the team at other establishments.
Responsibilities,
The job holder will be required to carry out the following
Activities and
responsibilities, activities and duties:
Duties
Contract Monitoring
Support the Controller/Deputy Controller in the formal monitoring
arrangements relating to the contract through:
• Monitoring compliance with operational requirements.
• Undertaking audits.
• Identifying failures by Contractor’s staff to comply with
contractual requirements.
• Making general observations of the operations of the
establishment.
• Maintain a working knowledge of the Contract, identifying
deviations and raising these with the Controller.
• Analyse the content of Prison Service Instructions and
Orders, Standards etc. identifying any impacts for the
provision of, relative to, contractual commitments, bringing to
the attention of the Team any matters arising from this.
Forward information on new and revised Prison Service
Instructions and Orders to the Contractor from the Prison
Service Intranet, liaising when required on matters arising
from this.
• Prepare papers, including update on performance measures,
for the monthly Controller and Director meeting and the
Quarterly Contract Review Meetings, identifying outstanding
actions and liaising with those responsible for updates as
required.
Performance Management
• Analysing and presenting quarterly performance progress by
developing and maintaining a robust database for the
HQ JES 0717 Assistant Controller v5.0
Quarterly Contract Review Meetings, providing key updates
for the Controller and other key internal stakeholders.
• Identifying failures and deficiencies to perform against the
contract requirements.
• Monitoring Key Performance Targets/Indicators.
• Identifying and agreeing Quarterly and Annual performance
points each month in line with Schedule F of the Contract.
• Ensuring incident and data returns and inputs are checked,
validated and completed within timescales, including HUB
data.
• Monitoring and logging the Contractor’s progress against
HMIP, PPO and ACA Action plans.
• Prepare relevant statistical performance data and reports for
the Team and relevant stakeholders, including any ad-hoc
reports and other information, as required.
Office Management and Administration
• Ensure effective office administration processes are in place;
this will include supporting and minuting the QCRM,
maintaining a suitable supply of stationary ordered via I-Proc
when required, providing necessary reception arrangements
for visitors and general office duties.
• Maintain a robust electronic file management system.
Coordinate communications for the Controller’s Team, in
particular ensuring that there is a brought forward system in
place to ensure that urgent issues are dealt with and acted
upon within timescales.
• Prepare written materials (including notes, letters, PQs and
briefs etc.) on behalf of the Controller and Deputy Controller,
as required.
• Record receipt of Requests and Complaints/Home Detention
Curfew appeals and related responses adhering to
appropriate timescales.
• Perform the role of Deputy Information Assurance Manager.
Investigations
• Support the Controller/Deputy Controller in monitoring
investigations carried out by the Contractor into allegations
made against Contractor.
• Work in partnership with SSC to monitor procedures in
relation to the suspension and revocation of Prison Custody
Officer Certifications.
• Assist with any commissioned investigations including any
investigations into allegations made against Prison Custody
Officers in accordance with Schedule 10 of the CJA 1991.
IT Management
• Lead as On-site Quantum Point of Contact (QPC) for IT and
telephony related issues and queries.
• Maintain the Quantum Asset register for the establishment.
• To ensure there is a local IT policy made available.
HQ JES 0717 Assistant Controller v5.0
• Ensure there is a current IT Contingency Plan with Keyword.
Secretary of State Duties
• Sign licences for the release of prisoners, which would
include end of sentence licence.
Representational and other duties
• To represent the Controller’s Team at relevant meetings or
other events, briefing the rest of the team appropriately and
ensuring that all action points are either delegated or acted
upon.
• To liaise with the Contract and Commissioning group, internal
and external stakeholders and to build and maintain
collaborative partnerships in support of effective
management.
• To complete any other duties or tasks as requested by the
Controller or Deputy Controller.
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.
Behaviours
• Communicating and Influencing
• Working Together
• Managing a Quality Service
• Delivering at Pace
• Changing and Improving
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Experience
• Sound analytical skills and experience of designing and using
spreadsheets
Technical
• I-Proc trained (or willing to undertake training)
Requirements
• Quantum Point of Contact trained (or willing to undertake
training)
Ability
• English, spoken and written
HQ JES 0717 Assistant Controller v5.0
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
HQ JES 0717 Assistant Controller v5.0
Success Profile
Strengths
It is advised
Behaviours
Ability
Experience
Technical
strengths are
chosen locally,
recommended 4-8
Communicating and
English, spoken
Sound analytical skills and
I-Proc trained (or willing to
Influencing
and written
experience of designing
undertake training)
and using spreadsheets
Working Together
Quantum Point of Contact
trained (or willing to undertake
training)
Managing a Quality Service
Delivering at Pace
Changing and Improving
HQ JES 0717 Assistant Controller v5.0