HQ Job Description (JD)
Band 8
Directorate: Custodial Contracts Directorate
Job Description: Operational Contract Manager
Document Ref.
HQ-JES-2682 Operational Contract Manager v2.0
Document Type
Management
Version
2.0
Classification
Official
Date of Issue
18th November 2022
Status
Baselined
Produced by
Job Evaluation Assurance and Support Team
Authorised by
Reward Team
JD Evidence
HQ-JES-2682 Operational Contract Manager v2.0
Job Description
Job Title
Operational Contract Manager
Directorate
Custodial Contracts Directorate
Band
8
Overview of the
This is a HQ role, located in geographically dispersed teams
job
across England. The post is based in Custodial Contracts
Directorate (CCD).
The job holder will provide robust contract management to
ensure successful delivery of a portfolio of operational contracts.
The job holder will be responsible for between 2 and 20
operational contracts covering varying degrees of complexity,
value and risk.
The job holder will also work with business users and senior
stakeholders to make sure that the contracts are delivering
expected outcomes and problem solving operational issues.
Total value of these contracts is approximately £60 million.
The Contract Manager will be a key interface for HMPPS in the
supply chain and be responsible for managing and developing
relationships with internal and external stakeholders at Senior
Manager and Deputy Director level to represent and ensure the
HMPPS and CCD strategic vision is delivered.
The post holder will work to the Senior Contract Manager and
may hold line management responsibilities and/or be responsible
for allocation of work to team members. It may also include
project management.
This post is non-operational.
Summary
Accountable for robust management of the contract review
process, including financial and performance monitoring, to
completing related reports for discussion in holding providers to
account and negotiating budgets and targets.
Accountable for securing relevant assurances of compliance on
the implementation of specifications, new services, national
instructions, audit and Inspectorate recommendations and
highlight barriers to compliance and provide feedback and
recommendations.
Accountable for ensuring that contracts remain fit‐for‐purpose by
determining, negotiating and implementing contract variations
and all other contract requirements alongside commercial
contract management.
HQ-JES-2682 Operational Contract Manager v2.0
Responsible for identifying issues that might impact on contract
delivery and taking the appropriate action, which entails
supporting the development of remedial action and manage this
through to conclusion or escalate as appropriate, to resolve and
mitigate risks.
Responsible for managing and developing the relationship with
the providers and other internal and external stakeholders to
support the HMPPS objectives. This involves managing the
expectations of change within HMPPS and wider commissioners
who use the contracts.
The post holder will play a key role in ensuring value for money,
ensuring that the Secretary of State’s statutory responsibilities
are delivered.
The post holder will engage subject matter experts e.g. Health
and Safety as required.
The post holder will be required to take part in HMPPS national
reviews, working groups, and National Boards, to advise and
influence HMPPS strategy.
The post holder will be required to travel.
Responsibilities,
The job holder will be required to carry out the following
Activities and
responsibilities, activities and duties:
Duties
Contract Management
• To be a key interface between HMPPS and the provider for
delivery issues and relationship management. To co‐ordinate
a schedule for formal reviews for all contracts held for the
complete operational year, ensuring that all the key
representatives attend which includes relevant senior
managers.
• Building on the relationship with each provider, develop and
implement a mature, effective and appropriate contract
relationship for the monitoring of each contract, as set out in
the portfolio and contract management plan.
• Working with the provider’s contract representative(s) (Senior
Manager), to determine the information that is required to
demonstrate contract compliance and thoroughly analyse it
so that HMPPS aims, objectives and values are being
achieved. This is demonstrated through a wide range of
evidence, reports and observations as detailed in the contract
or portfolio management plan.
• The post holder continuously analyses and challenges
contract performance utilising a complex range of data from a
wide range of sources e.g. Provider data including Risk
registers, Board assurance, Financial reports; HMPPS data
including Performance hub, Audit reports, Finance
documents, reports and intelligence gathered from the
operational stakeholders. Through enhanced dialogue with
the provider, negotiate and agree a plan of action to address
deficiencies or make the decision to escalate as appropriate.
• The post holder will detail and report on exceptions and risk
to the formal contract/portfolio review meeting, including any
HQ-JES-2682 Operational Contract Manager v2.0
agreed or non‐agreed rectification actions. As a standing
member of the contract review meeting the post holder will
present the issues and make recommendations to the Senior
Contract Manager.
• Responsible for ensuring that contracts remain fit for purpose
by identifying and responding to issues that require contract
variations to be instigated, including policy or delivery
changes, evaluating business cases and instigating the
contract variation process with MoJ CCMD as required, thus
ensuring that the contract is legally binding.
• Provide strategic insight and build relationships by
representing CCD at relevant national and local meetings
appropriate to the role e.g. change programmes and projects
and strategy meetings. Act as the expert advisor on the
contractual context between the provider and HMPPS,
providing feedback on contractual implications, impact,
making recommendations to ensure that the contract remains
fit for purpose
• Make representations to the Senior Contract Manager, to
ensure that the existing performance of the provider(s) both
in terms of delivery requirements, financial performance and
locally gathered intelligence is considered to inform future
strategies.
• Influence annual contract negotiations with providers by
reviewing the provider response. Using robust management
information, challenge appropriately to maximise the
“provider offer" in terms of value for money and HMPPS
strategic objectives and ensure that there is a robust
evidence base to support decisions made should the
rationale be challenged during the negotiation period and
throughout the life of the contract.
• Represent HMPPS at a local and national level to ensure
public/provider confidence and the professional reputation of
the agency. Represent Senior Contract Manager/Directorate,
at stakeholder/partner events as required. This may include
development of relationships with other providers, Prison and
Probation Analytical Services (PPAS), Commercial
Directorate and external stakeholders such as HM Courts
and Tribunals Service, Crown Prosecution Service, Police
and Local Authorities.
• Work with HMPPS partners/future partners to manage
change including the competitions pipeline management,
potential mergers, local and national pilots, working with
Directorate and Procurement colleagues as appropriate. In
addition, provide guidance on contractual issues and if
required ensure any contract changes are implemented,
notably Exit Management, disengagement processes and
mobilisation transition and transformation to the new contract.
• Provide local information and intelligence to support the
preparation of Ministerial briefings as required and in
response to complaints, Ministerial correspondence and
submissions e.g. annual Inspectorate report, Treat as Official
enquiries and Parliamentary Questions.
• Direct work and allocate duties according to team and
HMPPS and CCD Strategic Priorities as agreed with Senior
HQ-JES-2682 Operational Contract Manager v2.0
Contract Manager. This may include the provision of Line
Management
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
• Changing and Improving
• Making Effective Decisions
• Communicating and Influencing
• Managing a Quality Service
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Experience
• Enhanced knowledge of working with public sector contracts
and an understanding of contractual boundaries and
demonstrates knowledge of contractual obligations.
• Demonstrate experience of problem solving to deliver required
outcomes.
• Experience working collaboratively with HMPPS
directorates/providers/ stakeholders and partners.
• Strong proven ability to develop productive working
relationships in both a contractual environment and with a
diverse range of internal and external stakeholders.
• Proven ability to be self‐motivating and demonstrate
experience of initiating challenges to providers with successful
outcomes.
Technical
• Cabinet Office Foundation and Practitioner Level Contract
Requirements
Management accreditation or equivalent.
Ability
• Proficient performance and financial management negotiation
and analytical skills to derive best value from the contract
and/or service provided.
• Exceptional ability to manage uncertainty and respond flexibly
to a changing environment.
• Working with technical, financial and commercial specialists to
address and resolve quality and performance issues.
• Excellent Communication skills both written and oral, including
strong numerical, IT and presentation skills.
• Excellent understanding of HMPPS strategic direction with an
ability to influence others in a professional and diplomatic way.
HQ-JES-2682 Operational Contract Manager v2.0
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-2682 Operational Contract Manager v2.0
Success Profile
Strengths
It is advised
Behaviours
strengths are
Ability
Experience
Technical
chosen locally,
recommended
4-8
Seeing the Big
Proficient performance and
Enhanced knowledge of working
Cabinet Office Foundation
Picture
financial management
with public sector contracts and an
and Practitioner Level
negotiation and analytical skills
understanding of contractual
Contract Management
to derive best value from the
boundaries and demonstrates
accreditation or equivalent.
contract and/or service
knowledge of contractual
provided.
obligations.
Changing and
Exceptional ability to manage
Demonstrable experience of
Improving
uncertainty and respond flexibly
problem solving to deliver required
to a changing environment.
outcomes.
Making
Working with technical, financial Experience working collaboratively
Effective
and commercial specialists to
with HMPPS
Decisions
address and resolve quality and
directorates/providers/
performance issues.
stakeholders and partners.
Communicating
Excellent Communication skills
Strong proven ability to develop
and Influencing
both written and oral, including
productive working relationships in
strong numerical, IT and
both a contractual environment and
presentation skills.
with a diverse range of internal and
external stakeholders.
Managing a
Excellent understanding of
Proven ability to be self‐motivating
Quality Service
HMPPS strategic direction with
and demonstrate experience of
an ability to influence others in a initiating challenges to providers
professional and diplomatic way. with successful outcomes.
HQ-JES-2682 Operational Contract Manager v2.0