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General Information

Salary
The national salary range is £33,275, London salary range is £36,590 - £38,316. Your salary will be dependent on your base location
Working Pattern
Full Time
Vacancy Approach
External
Location
National
Region
National
Closing Date
28-Jul-2025
Business Unit
AGY - NOMS Agency
Post Type
Permanent
Civil Service Grade
EO
Number of jobs available
1
Reserve List
12 Months
Job ID
7799

Descriptions & requirements

Job description

Overview of the job

This is a HQ role, located in geographically dispersed teams across England.

The post is based in Custodial Contracts Directorate (CCD).

The post holder will work as a member of the Systems and Contact Management Assurance Team as part of the wider Governance & Risk 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.

The post holder will work to the Portfolio Manager. There are no line management responsibilities.

This post is non-operational.

Summary

Responsible for managing our Governance, Risk and Compliance (GRC) system according to the internal control framework by making sure the right users have access to the right information and that all users are aware of their responsibilities for handling information properly.

Responsible for managing the policy module of GRC system by keeping an up to date policy review schedule and working with group policy owners to make sure that all auditable documents in portfolio/category/contract management plans are reviewed in line with contract management minimum standards.

Responsible for setting up new users on the GRC system and making sure they can access guidance and are up to date with responsible for information training. Maintaining controls over access to the GRC system.

Responsible for reporting on policy acceptance though the GRC system to the Governance and Risk SMT. Maintain working links with the GRC system supplier account managers and support team to ensure effective resolution of any group issues.

Responsible for contract management assurance reporting across the group to include portfolio dashboards, gold contract scorecards, risk reporting and other relevant data.

Completing central control checks and maintaining control frameworks relating to contract management.

The post holder will be required to travel.

Responsibilities, Activities and Duties

The job holder will be required to carry out the following responsibilities, activities and duties:

Contract Management Assurance

•             Ensure quality assurance procedures for the contracts work effectively

•             Provide support to relevant contract managers and stakeholders

•             Provide reporting to the group on the effectiveness of processes (this may cover risk, financial MI or people strategy for example)

•             Support the wider Governance and Risk Team in coordinating internal and external audits of contract management

•             Develop and maintain contract management control framework

Act as a system administrator for the GRC system

•             Act as point of contact for new user accounts. Ensure that an up to date list of current users and their access permissions is maintained

•             Publish policies, design and publish questionnaires and manage action functions

•             Ensure an effective policy review schedule is in place for all policies published on GRC system

•             Cover the team functional mailbox responding to GRC system queries

Portfolio management plan

•             Collate management information for contracts

•             Manage completion of gold contract scorecards including completing any centrally driven management information

•             Respond to straightforward supplier issues

Office Management and Administration

•             Ensure effective office administration processes are in place; this will include supporting and minuting meetings

•             Prepare relevant statistical performance data and reports for the team and relevant stakeholders, including any ad-hoc reports and other information, as required

Representational and other duties

•             To represent the Systems and Contract Management Assurance 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 complete any other duties or tasks as requested by the Portfolio Manager or Head of Systems and Contract Management Assurance

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

•             Changing and Improving

•             Managing a Quality Service

•             Working Together

•             Communicating and Influencing

Essential Experience

•             Good communication skills (both written and oral) and generally digitally competent

•             Good understanding of HMPPS strategic direction with an ability to influence others in a professional and diplomatic way

•             Demonstrable experience of problem solving to deliver required outcomes

•             Foundation level knowledge of working with public sector contracts and an understanding of contractual boundaries and demonstrates knowledge of contractual obligations

Ability

•             Proven ability to be self‐motivating and demonstrate experience of escalating challenges to contribute to successful outcomes

•             Proven ability to develop productive working relationships in both a contractual environment and with a diverse range of internal and external stakeholders

•             Reasonable competence with Excel (including using charts to visualise data) and experience working with management information

•             Ability to manage uncertainty and respond flexibly to a changing environment

Hours of Work (Unsocial Hours) Allowances

37 hour working week.

Additional Information

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.

Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.

Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS’ Flexible Working policy.

If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitable qualified staff.

The Loan/Secondment is subject to the approval of the selected candidate's Business Unit, which should be obtained before confirmation of appointment.

Benefits

Annual Leave

-The holiday year runs from 1 March. If you work a non standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment. If you were appointed internally and your leave was previously calculated in days, this will continue to be the case.

Bank, Public and Privilege Holidays

-You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays.

Pension

-The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best.

Work Life Balance

HM Prison & Probation Service  (HMPPS) is keen to encourage alternative working arrangements. Work life balance provides greater opportunities for staff to work more flexibly wherever managers and establishments can accommodate requests to do so. HMPPS offers flexible working subject to completion of a satisfactory probationary period and NVQ

Season Ticket Advance

-After two months’ service, you’ll be eligible to apply for a season ticket advance to purchase a quarterly or longer-period season ticket for travel between home and your place of work

Childcare Vouchers

For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers

Training

HMPPS is committed to staff development and offers a range of training and development opportunities, including areas such as Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti Bullying Programmes

-There are opportunities to access promotion programmes and HMPPS provides a variety of training appropriate to individual posts

-All staff receive security and diversity training and an individual induction programme into their new roles

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 the HMPPS considers to be racist

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the TBS Recruitment Enquiries Team.

For more information on applying for a role as a candidate with a disability or long-term condition, please watch our animated videos.

Diversity & Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.

A Great Place to Work for Veterans

The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit: https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

Redeployment Interview Scheme

Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.

MoJ is able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidates will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.

Civil Service Nationality Rules

This job is broadly open to the following groups:

  • UK nationals
  • nationals of the Republic of Ireland
  • nationals of Commonwealth countries who have the right to work in the UK
  • nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window) https://www.gov.uk/settled-status-eu-citizens-families
  • nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
  • individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
  • Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window) https://www.gov.uk/government/publications/nationality-rules

Reserve list

A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles.

Contact Information
MoJ:

If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Please quote the job reference 7799

HMPPS

If you require any assistance please call 0345 241 5358 (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Please quote the job reference 7799

Please contact Libby Evans (Libby.Evans1@justice.gov.uk) if you have any questions regarding this vacancy.

Application form stage assessments

Behaviours
A sift based on the lead behaviour, Managing a Quality Service, may be held if a large number of applications are received. If a large number of applications remain after the initial sift, your application will be progressed to a full sift, where all behaviours will then be considered.
Behaviours Application Form Question Word Limit
250
Changing and Improving
Communicating and Influencing
Managing a Quality Service
Working Together

Interview stage assessments

Interview Dates
To be confirmed
Behaviours
Changing and Improving
Communicating and Influencing
Managing a Quality Service
Working Together
Strengths
Strengths will be assessed but these are not shared in advance. To learn more about Strengths and how they are assessed please click here.

Other Assessments

Which assessment methods will be used?
Technical Test
Use of Artificial Intelligence (Al)
You must ensure that any evidence submitted as part of your application, including your CV, statement of suitability and behaviour examples, are truthful and factually accurate. Please note that plagiarism can include presenting the ideas and experiences of others, or generated by artificial intelligence, as your own.
Level of security checks required
Enhanced Baseline Standard (EBS)