30277 - Commercial Administration Officer (Rehabilitation)

About the Role

The Ministry of Justice (MoJ) serves the public by upholding the rule of law, and by delivering an efficient, fair, timely and effective justice system in which the public has confidence.

• We enforce the decisions of the court: we punish offenders and work to reduce reoffending. We prevent victims by changing lives.
• In partnership with an independent judiciary, we run the courts and tribunals service, helping individuals, businesses and families resolve their disputes.
• We protect vulnerable members of society and children, and help to ensure victims of crime get justice.
• We provide legal aid and advice for those cases where it is justified.
• We develop policy on all aspects of law and justice, both domestically and internationally, helping to build a legal and rights framework that is clear and proportionate and that commands confidence around the world.

The Ministry of Justice is a major government department, at the heart of the justice system. Responsible for courts, prisons and probation services, we work to ensure sentences are served and offenders are given rehabilitation opportunities to become law-abiding citizens.

The Commercial and Contract Management Directorate (CCMD) manages over 1000 active contracts and spends £3.5bn a year and is crucial to the successful delivery of prison and court reform programmes. It provides procurement and contract management activities across a wide range of categories, ensuring value for money agreements are in place for wider MoJ staff to source goods and services from.

Rehabilitation Services portfolio

Within our accessible and lively city centre base in Manchester, we have an expanding Sourcing and category management function, we lead a broad range of high profile categories, including:

• Transforming Rehabilitation
• European Social Fund
• Prison Resettlement Services and National Probation Service Contracts

We are seeking individuals who have a desire to take ownership, bring new ideas and act passionately as part of a growing team. Contribution to a strong team ethos as well as commitment to continuous improvement and collaboration are essential.

The role will be in the Rehabilitation Services portfolio

Scope

To provide administrative assistance to the Rehabilitation Services portfolio team within the Commercial and Contract Management Directorate. This is a key role, supporting the delivery of the portfolios commercial activities.

With excellent organisational, administrative and communication skills, the-post holder will be responsible for ensuring the smooth running of administrative tasks.

The Rehabilitation Services team are responsible for delivering a wide range of commercial activities including high value and high profile end-to-end procurement activities, and high value contract management. For the right candidate there is the potential for career development and progression in a small and friendly professional team based in Manchester or in the wider Ministry of Justice. The successful candidate will also have the opportunity to access a wide range of training through Civil Service Learning.

Key responsibilities

Commercial Administration

Supporting sourcing and contract management activities through maintenance and updates to the relevant commercial systems, such as the Bravo eSourcing portal, SOP and Contracts Finder. Monitoring team joint mailboxes, dealing with email and invoice queries. Management and development of team processes. Assessing actions that need to be taken to support the team, obtaining relevant instructions from commercial team members and carrying out instructions.

Data management

Manage the production of category spend reports for a range of internal and external stakeholders. System updates on Bravo eSourcing portal and SOP. Coordination of reports and information required from the teams. Working with stakeholders across the business to assist in the production of relevant and timely information. Data collation and entry.

Team administration

Arranging and booking meetings and training. Document management (including photocopying, drafting agendas for meetings, sending key documents on behalf of team members). Overseeing team documents (including flexi, annual and sick leave). Minute taking at meetings. Managing IT requests for the team. Placing orders on behalf of the team. Working with Commercial Administrative Officers across the Directorate to standardise processes, and report and implement lessons learned and best practice.

Deputy Director (DD) Support

Provide some administration support requirements for the DD, using initiative and responding to/directing queries to relevant parties. Support may include arranging travel/accommodation, coordination of both internal and external meetings (including room booking, greeting and escorting of visitors, printing of agenda and meeting papers).

Experience

The post holder must be keen to learn and demonstrate experience in the following areas:

Essential:

• A proven self-starter, who is hard working, displays initiative, drive and enthusiasm.
• An ability to plan, organise and manage your own time effectively. Working as a member of a team.
• A good command of the English language and good note-taking skills for minute taking and drafting correspondence.
• An ability to deal with stakeholders and senior team members and to be able to communicate with clarity and confidence.
• Proficient with using Microsoft Office including excel and word.

Desirable:

• Knowledge of procurement tools, techniques and processes.
• Exposure to iProcurement Systems, e.g. Oracle or Bravo.

Behaviours

The Civil Service Success Profiles Framework sets out standard skills, knowledge and behaviours that all civil servants are expected to meet. You will be required to provide evidence of the following competencies at level 2:

• Making Effective Decisions
• Communicating and Influencing
• Seeing the Bigger Picture
• Managing a Quality Service
• Changing and Improving