Administration / Corporate Support
Assistant Controller – 38060
£24,619 - £27,381
We welcome and encourage applications from everyone, including groups currently underrepresented in our workforce and pride ourselves as being an employer of choice. To find out more about how we champion diversity and inclusion in the workplace, visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity
Rydym yn croesawu ac yn annog ceisiadau gan bawb, yn cynnwys grwpiau sydd wedi’u tangynrychioli yn ein gweithlu ar hyn o bryd, ac rydym yn ymfalchïo mewn bod yn gyflogwr o safon uchel sy’n denu llawer o ymgeiswyr. Ewch it https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity i gael rhagor o wybodaeth am sut rydym yn hyrwyddo amrywiaeth a chynhwysiant yn y gweithle.
Overview of the job
Working in a privately managed establishment within the Controller’s team reporting to the Deputy Controller. Responsible for day to day administration and supporting the work of the Controller’s team in managing the contract.
The post has no line management responsibilities.
To work as a member of the Controller’s 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 at other establishments.
Responsibilities,Activities and Duties
The job holder will be required to carry out the following responsibilities, activities and duties:
Support the Controller/Deputy Controller in the formal monitoring arrangements relating to the contract through:
- Monitoring compliance with operational requirements.
- Undertaking audits.
- Identifying failures by Contractor’s staff to comply with contractual requirements.
- Making general observations of the operations of the establishment.
- Maintain a working knowledge of the Contract, identifying deviations and raising these with the Controller.
- Analyse the content of Prison Service Instructions and Orders, Standards etc. identifying any impacts for the provision of, relative to, contractual commitments, bringing to the attention of the Team any matters arising from this. Forward information on new and revised Prison Service Instructions and Orders to the Contractor from the Prison Service Intranet, liaising when required on matters arising from this.
- Prepare papers, including update on performance measures, for the monthly Controller and Director meeting and the Quarterly Contract Review Meetings, identifying outstanding actions and liaising with those responsible for updates as required.
- Analysing and presenting quarterly performance progress by developing and maintaining a robust database for the Quarterly Contract Review Meetings, providing key updates for the Controller and other key internal stakeholders.
- Identifying failures and deficiencies to perform against the contract requirements.
- Monitoring Key Performance Targets/Indicators.
- Identifying and agreeing Quarterly and Annual performance points each month in line with Schedule F of the Contract.
- Ensuring incident and data returns and inputs are checked, validated and completed within timescales, including HUB data.
- Monitoring and logging the Contractor’s progress against HMIP, PPO and ACA Action plans.
- Prepare relevant statistical performance data and reports for the Team and relevant stakeholders, including any ad-hoc reports and other information, as required.
Office Management and Administration
- Ensure effective office administration processes are in place; this will include supporting and minuting the QCRM, maintaining a suitable supply of stationary ordered via I-Proc when required, providing necessary reception arrangements for visitors and general office duties.
- Maintain a robust electronic file management system. Coordinate communications for the Controller’s Team, in particular ensuring that there is a brought forward system in place to ensure that urgent issues are dealt with and acted upon within timescales.
- Prepare written materials (including notes, letters, PQs and briefs etc.) on behalf of the Controller and Deputy Controller, as required.
- Record receipt of Requests and Complaints/Home Detention Curfew appeals and related responses adhering to appropriate timescales.
- Perform the role of Deputy Information Assurance Manager.
- Support the Controller/Deputy Controller in monitoring investigations carried out by the Contractor into allegations made against Contractor.
- Work in partnership with SSC to monitor procedures in relation to the suspension and revocation of Prison Custody Officer Certifications.
- Assist with any commissioned investigations including any investigations into allegations made against Prison Custody Officers in accordance with Schedule 10 of the CJA 1991.
- Lead as On-site Quantum Point of Contact (QPC) for IT and telephony related issues and queries.
- Maintain the Quantum Asset register for the establishment.
- To ensure there is a local IT policy made available.
- Ensure there is a current IT Contingency Plan with Keyword.
Secretary of State Duties
- Sign licences for the release of prisoners, which would include end of sentence licence.
Representational and other duties
- To represent the Controller’s 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 liaise with the Contract and Commissioning group, internal and external stakeholders and to build and maintain collaborative partnerships in support of effective management.
- To complete any other duties or tasks as requested by the Controller or Deputy Controller.
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.
- Communicating and Influencing
- Working Together
- Managing a Quality Service
- Delivering at Pace
- Changing and Improving
- Sound analytical skills and experience of designing and using spreadsheets
- I-Proc trained (or willing to undertake training)
- Quantum Point of Contact trained (or willing to undertake training)
English, spoken and written
Preventing victims by changing lives HMPPS in Wales works in an integrated way to keep communities in Wales safer and to give the men and women we work with the opportunity to change their lives. We commission and provide offender management services in the community and in custody to deliver the orders of the courts and support rehabilitation. Our aim is to deliver outstanding, seamless offender management services in Wales that protect the public, reduce reoffending, deliver value for money and support our partners. The Welsh Language Scheme Welsh Language skills for this post are desirable.
HMPPS yng Nghymru: Datganiad i ddenu Ymgeiswyr i wneud cais am Swydd Wag
Atal pobl rhag dod yn ddioddefwyr trwy newid bywydau Mae HMPPS yng Nghymru yn gweithio mewn ffordd integredig i gadw cymunedau yng Nghymru yn fwy diogel, a rhoi cyfle i’r dynion a’r merched hynny rydym yn gweithio â hwy i newid eu bywydau. Rydym yn comisiynu a darparu gwasanaethau rheoli troseddwyr yn y gymuned a’r carchar i weithredu gorchmynion y llysoedd a chefnogi adsefydlu. Ein nod yw darparu gwasanaethau rheoli troseddwyr ardderchog ac esmwyth yng Nghymru sy’n gwarchod y cyhoedd, lleihau aildroseddu, cynnig gwerth am arian a chefnogi ein partneriaid.
Y Cynllun Iaith Gymraeg Mae sgiliau iaith Gymraeg yn ddymunol ar gyfer y swydd hon.
Working Arrangements & Further Information
Some of MoJ’s, including HMPPS, 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 working hours for this post are 37 hours per week excluding breaks which are unpaid.
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.
-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. These hours are added to your annual leave allowance. There is a requirement to work some public and bank holidays subject to your shift pattern and the operational needs of the establishment
-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
For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers
-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 provide a variety of training appropriate to individual posts
-All staff receive security and diversity training and an individual induction programme into their new roles
-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 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.
The Civil Service embraces diversity and promotes equality of opportunity.
There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.