HQ Job Description (JD)
Band 7
Directorate: Commissioning and Contract Management
Job Description: Deputy Controller
Document Ref.
HQ-JES-0716 Deputy Controller v5.0
Document Type
Management
Version
5.0
Classification
Official
Date of Issue
18 November 2020
Status
Baselined
Produced by
Head of Group
Authorised by
Reward Team
JD Evidence
HQ-JES-0716 Deputy Controller v5.0
Job Description
Job Title
Deputy Controller
Directorate
Commissioning and Contract Management
Band
7
Overview of the job
To support the Controller in delivering a multi-million pound 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 responsibilities, activities
Activities and Duties
and 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 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.
HQ-JES-0716 Deputy Controller v5.0
? 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 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.
HQ-JES-0716 Deputy Controller v5.0
? 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.
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 v5.0
Correspondence
? Respond to prisoner complaints, solicitor’s 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.
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
HQ-JES-0716 Deputy Controller v5.0
Technical
Requirements
Ability
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
37 hour working week
(Unsocial Hours)
Allowances
Required Hours Allowance
This role requires regularly working unpredictable and unsocial hours and be on call
to attend their place of work at any time. A 17% payment will be paid 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 v5.0
Success Profile
Strengths
Behaviours
It is advised strengths
Ability
Experience
Technical
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 Influencing
RIPA Authorising Officer 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
Choose an item.
HQ-JES-0716 Deputy Controller v5.0