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Programme and Project Management

Contract Performance Manager – 41458
£42,626 - £55,302
National

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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

This job role involves extensive travel and covers the South East, London and East of England across multiple sites. Travel will be required to visit programme sites with some travel to the main CFO office in Daresbury Park, Warrington (WA4 4HS) each month to attend meetings.

HMPPS CFO currently delivers two externally funded programmes, CFO3 and a new innovative Activity Hubs programme, which is due to go live from March 2021. This is an excellent opportunity for an individual who is dynamic, a self-starter and thrives on making a difference.  Great opportunities to actively build and maintain stakeholder engagement and proactively manage risks and identify solutions, create regular opportunities for colleagues, stakeholders, delivery partners and customers, to help improve the quality of service.

You will be joining an existing team that is driven, innovative and future focussed.  The total value of the contracts concerned is approximately £256 million.

HMPPS Co-Financing Programme is a large-scale national employability programme working across all prisons and Probation Trust areas since 2010. The joint funding structure of the programme necessitates dual governance arrangements to satisfy requirements of both HMPPS and the European Union (EU). The programme combines activity, funding and governance across all programme delivery areas for HMPPS and as such the post holder requires detailed knowledge of and effective links to the majority of departments across HMPPS, Youth Justice Board and MoJ. The EU element requires the post holder to have effective links with policymakers and delivery agencies across DWP, Department of Health, Local Enterprise Partnerships and local authorities.

The post holder will be responsible for managing a range of HMPPS CFO Contracts across custody and community.

Experience of working in the probation services (Probation officer), undertaking or using risk reports, and being able to deliver risk training would be an advantage.

HMPPS/MoJ Internal permanent staff (from outside HMPPS CFO) / OGD permanent staff applying will need to have a loan/secondment agreement in place with their home team/Dept and HMPPS CFO for the duration of the post, which is funded until 31st December 2023. Please ensure you have the necessary agreement /approval in place before applying for this post. Internal, permanent staff applying from within HMPPS CFO should be aware that as this post is funded until 31st December 2023, their permanent status may be affected at the end of the funding period.

Overview of the job

HMPPS Co-Financing Programme is a large-scale national employability programme working across all prisons and Probation Trust areas. The joint funding structure of the programme necessitates dual governance arrangements to satisfy requirements of both HMPPS and the European Union (EU). The programme combines activity, funding and governance across all programme delivery areas for HMPPS and as such the post holder requires detailed knowledge of and effective links to the majority of departments across HMPPS, Youth Justice Board and MoJ. The EU element requires the post holder to have effective links with policymakers and delivery agencies across DWP, Department of Health, Skills Funding Agency and local authorities. The post holder will be responsible for managing a range of HMPPS CFO contracts and ensuring that processes are adhered to in respect of match funding contracts. The total value of the contracts concerned is approximately £256 million.

The job holder reports to the Lead Business Manager (Performance) and through them to the Head of HMPPS CFO.

  • The job holder is responsible for the strategic oversight and performance management of European Social Fund (ESF) contracts; ensuring contract holders meet their contractual obligations and taking appropriate action in terms of improvement and where necessary breach procedures. In addition, the role has responsibilities at a national level, contributing to national performance management and compliance to ensure continuity of business.
  • The job holder is responsible for the contract compliance and delivery of value for money by providers from the public, private and voluntary sectors, ensuring contract delivery is in line with HMPPS CFO requirements and that funds are spent in line with ESF rules and regulations.
  • The job holder is responsible for managing the financial risk to HMPPS of delivering ESF programmes by ensuring that match funding processes are adhered to by all public sector and private prisons across England.
  • The job holder is responsible for ensuring complementarity between HMPPS CFO and other National CFO programmes such as the Skills Funding Agency (SFA), DWP and other CFOs such as the Greater London Authority.
  • The job holder is responsible for managing the complexities of mobilisation of ESF contracts at a national and local level and managing the transition of delivery between providers. The role is responsible for measuring the impact of delivery across all areas of externally and match funded areas throughout HMPPS, Probation Trusts and a wide range of voluntary, community and social enterprise contractors and partners.
  • The job holder is responsible for ensuring the quality and programme integrity assurance of all delivery of the HMPPS CFO programme through the leadership and management of the Contract Support Officers. This includes ensuring adherence to ESF rules and regulations; compliance is regularly audited by external organisations.
  • The CFO team is distributed across England with staff based in all regions. Line management responsibilities have to be undertaken across England and Wales.
  • In addition, the role has responsibilities at a national level, contributing to the development of future funding bids and programme evaluation specifications in relation to HMPPS CFO Commissioning Strategy.

The role is regionally based but with extensive travel in 3/4 HMPPS regions.

The post holder will directly line manage 1-2 geographically dispersed Contract Support Officers.

This is a non-operational role.

Summary

To work 100% on an ESF funded project until December 2023.

To be accountable for:

  • Robust contract compliance of delivery, performance and financial oversight of providers from the public, private and voluntary sectors. Plus the development and delivery of HMPPS Co-Financing organisation and other externally funded opportunities.
  • Ensuring delivery is in accordance with contractual specifications, legal obligations, contractual targets and financial profiles within designated European boundaries. In addition, having strategic national oversight of HMPPS Co Financing ESF delivery to ensure continuity of business.
  • Ensuring HMPPS compliance with terms of ESF contracts for externally funded programmes. Managing the risk to HMPPS of external and match funded activity to the value of approximately £256m including non- compliance of match funding processes by all private and public-sector prisons in England.
  • Negotiating with stakeholders such as other Co-Financing Organisations (DWP and SFA), prison establishments and Probation Trusts to ensure that the contracts are delivering what was specified and what has been agreed, that costs are running in line with budgets and that all services under the contract are legally compliant, of an appropriate standard and represent value for money.
  • Developing and managing geographically dispersed Programme Integrity Managers to ensure appropriate support is provided across all CFO delivery areas in terms of quality and integrity of delivery and adherence to ESF rules and regulations; compliance is regularly audited by external organisations.

Requires an in-depth, comprehensive and specialist knowledge of the rules and regulations surrounding external funds, especially those associated with the European Social Fund.

These posts report to the Lead Business Manager (Performance) and through them to the Head of HMPPS CFO.

The jobholder will deputise for the Lead Business Manager (Performance) as required.

Activities and Duties

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

  • Be the key interface between HMPPS and the Prime Providers and their supply chains for delivery issues and relationship management. Coordinate and Chair formal contract performance reviews ensuring that the key representatives attend, includes senior provider managers and relevant senior managers and specialist advisors.
  • Building on the relationship with each Prime Provider, develop and implement a mature, effective and appropriate contract relationship for the monitoring of each Prime Provider and their supply chain.
  • Continually produce, analyse and challenge contract performance utilising a range of complex data from a wide range of sources e.g. data integrity, financial, audit and qualitative data. Through enhanced dialogue with the Prime Provider, negotiate and agree a plan of action to address variances and areas requiring improvement or make the decision to escalate as appropriate.
  • Work with the Prime Provider 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 and HMPPS CFO Co-Financing Plan objectives and priorities are being achieved.
  • Detail and report on performance, exceptions and risk to HMPPS CFO Performance Board.
  • Resolve ongoing implementation issues in regions with Senior Managers from Provider organisations, other CFOs and relevant stakeholders, Establishments and Probation Trusts, particularly around referral processes, data sharing, monitoring and any other issues impacting upon HMPPS CFO.
  • Develop and deliver a programme of Prime Provider and Sub Provider audits to verify project delivery and compliance with ESF regulations, including identification of data integrity Issues and CATS data. Put in place remedial activities and monitor progress.
  • Ensure funds are deployed effectively directing investment to where it will have the greatest impact whilst ensuring compliance with ESF regulations and requirements and minimum business risk to HMPPS. Manage the financial risk to HMPPS by ensuring match funding processes are complied with to enable HMPPS to support externally funded programmes.  
  • Identify new funds to support the expansion of ESF delivery.
  • Ensure 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 as required, thus ensuring that the contract is legally binding.
  • Provide local strategic insight and build relationships by representing HMPPS CFO at relevant national and local meetings appropriate to the role e.g. regional partnership working with other CFOs such as Skills Funding Agency (SFA) and DWP, mainstream SFA providers and DWP work programme providers and other key stakeholders to ensure alignment of CFO delivery.
  • 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 Senior Commissioning Managers (Prison & Community), 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 HMPPS Commissioning Intentions and future European funded programmes.
  • Lead on the cross-functional delivery of strategic national and local contract delivery activities to ensure they are synergized, cost effective, avoid duplication and add value to existing Prison and Probation Trust provision.
  • Develop and manage Contract Support Officers to ensure support is provided across all CFO Regions to Prime Providers and their supply chain and that programme integrity is maintained. Provide leadership for the staff in line with the Leadership Qualities Framework and provide coaching, mentoring and personal support for them.

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.

Behaviours

  • Making Effective Decisions
  • Communicating and Influencing
  • Working Together
  • Managing a Quality Service
  • Delivering at Pace
  • Seeing the Bigger Picture

Essential Experience

  • In-depth knowledge and practical experience of ESF Rules and regulations across England and/or Wales.
  • Experience of performance managing multi million pound external contracts.
  • Performance management experience.
  • Experience of project and programme management techniques and management of major programmes or projects.

Requirements

  • No specific qualifications are essential but experience and skills relevant to business support, contract management, operational audit and commissioning are desirable.

Additional Information

National Security Clearance at SC level will be required once in post.

Interview dates TBC. Virtual interviews will be held by VC if it is not possible/safe to conduct interviews at the CFO office in Daresbury Park, Warrington. Applicants that progress past the sift stage will be invited for interview and notified of  arrangements in due course.

If virtual interviews are held, applicants should have their relevant ID/Right To Work/Proof of address documentation ready for inspection/verification at the start of the interview.  If face to face interviews are held on site, applicants should bring with them the relevant ID/RTW/Proof of address documentation (originals not copies) for inspection/verification on the day.

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.

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. 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

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 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

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 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.