HQ Job Description (JD)
Band 4
Directorate: Custodial Contracts Directorate
Job Description - Systems and Contract
Management Assurance Officer
Document Ref.
HQ JES 2693 Systems and Contract Management
Assurance Officer v2.0
Document Type
Management
Version
2.0
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-2693 Systems and Contract Management Assurance v2.0
Job Description
Job Title
Systems and Contract Management Assurance Officer
Directorate
Custodial Contracts Directorate
Band
4
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 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.
HQ-JES-2693 Systems and Contract Management Assurance v2.0
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,
The job holder will be required to carry out the following
Activities and
responsibilities, activities and duties:
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
HQ-JES-2693 Systems and Contract Management Assurance v2.0
• 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
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Essential
• Good communication skills (both written and oral) and
Experience
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
Technical
N/A
Requirements
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
HQ-JES-2693 Systems and Contract Management Assurance v2.0
Minimum
Please do not alter this box
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
HQ-JES-2693 Systems and Contract Management Assurance v2.0
Success Profile
Strengths
It is advised
Behaviours
Ability
Experience
Technical
strengths are
chosen locally,
recommended 4-8
Changing and Improving
Proven ability to be self‐
Good communication skills (both
motivating and demonstrate
written and oral) and generally
experience of escalating
digitally competent
challenges to contribute to
successful outcomes
Managing a Quality Service
Proven ability to develop
Good understanding of HMPPS
productive working
strategic direction with an ability to
relationships in both a
influence others in a professional
contractual environment and
and diplomatic way
with a diverse range of internal
and external stakeholders
Working Together
Reasonable competence with
Demonstrable experience of
Excel (including using charts to problem solving to deliver required
visualise data) and experience
outcomes
working with management
information
Communicating and
Ability to manage uncertainty
Foundation level knowledge of
Influencing
and respond flexibly to a
working with public sector contracts
changing environment
and an understanding of contractual
boundaries and demonstrates
knowledge of contractual obligations
HQ-JES-2693 Systems and Contract Management Assurance v2.0