Ministry of Justice

Job Title            Senior Contract Management Systems Officer

Job Grade        SEO

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 nondepartmental 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.

Contract Management Improvement Team

The role will be an integral part of the Contract Management Improvement Team (CMIT), sitting within the Commercial Operating Centre, contributing to the establishment, development and provision of systems and business data analysis for MoJ on the delivery of effective contract management across the Department, Executive Agencies and Arm’s Length Bodies, to reduce risk of contract management failure. CMITs role and outputs are likely to be subject to external scrutiny by the National Audit Office and Parliament.

CMIT provides strategic support to colleagues managing contracted-out services, and assurance against contract management control frameworks for the organisation.

By successfully carrying out this role, the job holder will contribute to reducing the risk of contract management failures and associated financial and reputational impacts on MoJ.

Key Responsibilities

Typically, the key responsibilities in this role will include (but are not limited to):

•             Responsible for scheduling of work, including the CMIT Delivery Plan. Supporting and organising the delivery of agreed assurance and support assignments and demonstrating an effective use of resources and focussed management of the tasks within agreed timescales.

•             Lead on the development of contract management reporting products that meet the design and implementation standards as set out in Commercial Product Delivery Framework, collaborating with stakeholders to understand their data needs and develop appropriate solutions, and give guidance to users regarding appropriate data analysis approaches and appropriate views of data for proper decision-making

•             Lead on the development of contract management business intelligence reports using Microsoft Power BI and Azure, based on a clear understanding of Customer Requirements delivered through an existing set of standards

•             Manage and maintain existing contract management reporting products, Power BI workspaces and Azure containers to continuously improve and update to meet changing reporting requirements and meet new reporting demands, alongside development of new reporting products and creating and maintaining relevant data models.

•             Own and maintain appropriate Contract Performance Product Delivery Framework guidance to support Commercial and the wider MoJ in delivering their business objectives

•             Accountable for drafting, amending, and agreeing key documentation to support allocated assignments.

•             Accountable for reporting and presenting the outcomes of contract management product development to key customers and stakeholders ensuring they are kept informed of progress.

•             Responsible for supporting wider MoJ in the effective application of contract management systems processes and governance.

•             Responsible for supporting MoJ wide contract management forums, attestation meetings, working groups, and management meetings.

•             Continuously learn and extract the most benefit from the Business Intelligence tools.

•             Responsible for receiving and reviewing confidential whistleblowing communications on contract management processes, referred by relevant HMPPS/MoJ/Government SPOCs, and analysing and escalating concerns appropriately.

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 alternations and additional tasks of a similar level that may be necessary.

Essential Criteria

•             Producing high quality reports from large datasets using various Microsoft products, such as Excel, POWER BI, Azure and the Power Platform.

•             Experience in SQL and DAX.

•             Experienced networker with proven ability to build effective relationships with both internal and external stakeholders.

•             Evidence of strong written and verbal communication skills, particularly in delivering advice to senior leaders.

•             Excellent level of proficiency with Microsoft Office suite of products such as Outlook, Word, Teams, and Excel.

Desirable Criteria

•             Experience of leading the gathering and consolidation of stakeholder requirements.

•             Ability to convey otherwise complex findings through actionable data visualisation.

•             Experience leading end to end business intelligence projects, from requirements and design to hands-on delivery and support.

•             Able to work autonomously.

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 (1,000 words maximum).  The Statement of Suitability should be based on your experience around the key responsibilities.  To include how you have applied your experience(s) listed in the essential criteria previously.

Behaviours

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

•             Communicating and Influencing

•             Changing and Improving

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 Changing and Improving.

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

•             Working Together

•             Managing a Quality Service

•             Delivering at Pace

•             Making Effective Decisions

Experience

•             Provide an example of using data visualisation tools to tell a focussed story that is relevant to the team's goals

Technical

•             Provide an example of how you’ve used data management tools to disseminate and share information to stakeholders

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.