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Operational Support Grade

Contract Support Officer North West – 60420
£31,924 – £36,715
Multiple Locations

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We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

Can be based in any location across the NW Region but there will be an expectation to travel for some meetings.

Overview of the job

Accountable to a designated Senior Contract Manager (SCM) the CSO will support efficient and effective contract management, including Commissioned Rehabilitative Services contracts, within their area. The post holder will also support the work of their local contract management team and Operational and System Assurance Group to quality assure and audit operational service delivery and deliver the Annual Service Operational Audit Plan. 

It is an offender facing role in terms of working with service users to ascertain their views on the services received.

The post holder will contribute to the support of a portfolio of contracts within the PS regions, including Commissioned Rehabilitative Service contracts, and it involves complex stakeholder and delivery chain relationships.

The geographical base for the CSO post can be flexible within their contract management area and may require some work in London and other locations.

Summary

The CSO is a support role with administrative, secretariat and data handling and analysis responsibilities. Overall, the post contributes to the support of the contract management team with their remit to monitor and validate provider performance, assure delivery of services in the community and manage the relevant contracts.

Working alongside the Senior Contract Manager and Service Manager (SM), the CSO will support the delivery of the contract management governance processes in relation to designated providers. They will provide a secretariat service by co- ordinating Service Management Board, Contract Strategy Board, Change Management Board and other  groups as directed by the SCM and SM.

The post-holder will support the work of their local contract management team and operational audit activity to assist the process of OA such as data collection and analysis, research and observation of provider practice and performance.

The post holder will undertake research and analysis activities as required which will demand initiative and self-motivation. E.g., review of stakeholder surveys and opinions, development of ‘good practice’ case studies, reporting on risk and monitoring the provision of third-party commissioned services.

The post holder will also ensure that changes to data requirements are approved by the Data Gateway Services protocol.

The geographical base for the CSO post can be flexible within their contract management area and will require some work in London and other locations.

Responsibilities, Activities and Duties

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

  • Providing secretariat support to the Senior Contract Managers and Service Managers; Service Management Board, Contract Strategy Board, Change Management Board and any other meetings convened by them.

o    Arranging and distributing the agenda and papers with direction from the relevant chair.

o    Producing first draft minutes and action logs.

o    Maintaining formal documentation, Terms of Reference, membership and distribution lists.

o    Following-up with action owners for updates.

o    Filing, archiving and enacting version control on all relevant documentation.

  • Supporting their local contract management team and OSAG to deliver their annual programme of assurance activities to operationally audit and analyse provider delivery data including: regular sample testing of provider performance information and validation of reported data; involvement in periodic process review activities; and observation of provider activities.
  • Reviewing and monitoring performance data in relation to designated providers.
  • Supporting Senior Contract Managers and Service Managers in the delivery of on-going contract management activities with providers – e.g., following-up requests for information from Commissioned Rehabilitative Providers, scheduling of ad hoc meetings.
  • Conducting research and analysis activities as required by team managers – e.g., review of stakeholder surveys and opinions, analysis of MI trends and issues, development of ‘good practice’ case studies, reporting on risk and monitoring the Provision of third-party commissioned services.
  • Support the National Strategic Contract Management team and national supplier level management through liaison, consultation, information sharing and acting on guidance to ensure consistency.
  • Providing information to Director/ MoJ and others as required.
  • Ensuring changes to data requirements are approved by the Data Gateway Services protocol.

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

  • Working Together
  • Changing and Improving
  • Managing a Quality Service
  • Making Effective Decisions

Experience

  • Good understanding of HMPPS strategic direction
  • Good level of confidence sufficient to allow post holder to represent the organisation in a professional manner to a range of stakeholders
  • Sound skills to enable management of effective relationships in a contractual and political environment
  • Sound knowledge of Project and Programme management techniques
  • Sound attributes to prioritise the management of tasks and risks and with appropriate support, advice and guidance deliver tasks to time
  • Sound problem solving, planning and communication skills
  • Strong numerical and IT skills with strong presentation skills (written and verbal)
  • Strong attention to detail
  • Strong networking capabilities enabling the development of productive working relationships across organisational boundaries and across all levels of an organisation
  • Working knowledge of public, private, social enterprise, charitable, voluntary and community sector organisations
  • Strong analytical skills and research and evaluation skills to make informed judgements on concern and gaps in provision
  • Sound ability to work in a dispersed team and be a self-motivator with the capacity to organise and prioritise on the basis of organisational reputation/ financial risk
  • Strong Business support and/or secretariat experience
  • Experience of co-ordinating, organising, reviewing and taking minutes of high level meetings in a politically sensitive environment involving a wide range of senior representatives
  • Strong commitment to valuing and promoting diversity as the vehicle for achieving successful business outcomes
  • Strong commitment to excellence within a changing landscape with the ability to innovate and adapt working style
  • Good ability to maintain professional integrity and adherence to organisational priorities in the face of competing pressures

Technical Requirements

No specific qualifications are essential but experience and qualifications relevant to contract support and contract management are desirable.

Ability

Psychometric tests will not be required to assess the ability of post holders.

Salary

£31,924 - £36,715

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 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 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

The Civil Service embraces diversity and promotes equal opportunities. 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 SSCL Recruitment Enquiries Team.

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.