22377 - Monitor

Please note vacancy is based at Oakhill Secure Training Centre, Chalgrove Field, Oakhill, Milton Keynes MK5 6AJ

Overview of the job

The monitor’s role is underpinned by legislation within privately run Secure Training Centres (STCs); Monitors are Crown Servants appointed by the Secretary of State.   The role is to fulfil a number of statutory obligations as set out in legislation for STC Rules 1998.

Summary

As part of a Monitoring team based within a privately operated Secure Training Centre the Monitor has a key role in overseeing the operation of the centre. The Monitor is appointed by the Secretary of State and is under a duty to keep under review, and report to the Secretary of State on, the running of the Secure Training Centre and to investigate, and report to the Secretary of State on, any allegations made against custody officers at the Secure Training Centre.

The role of the Monitor also involves engaging in a number of specific operational activities as outlined in statue as well as overseeing the contractual performance of the Secure Training Centre provider.

The Monitor is a point of escalation for the complaints and concerns of children accommodated at the Secure Training Centre and are required to consider and respond to complaints that are appealed to them.

They are accountable to the Head of Monitoring and the Head of Operational Contract Management on areas of delegated authority.

The Monitor is to deputise for the Head of Monitoring when he/she is not on site.

Reporting directly to the Head of Monitoring as first line Manager, who is in turn managed by the Head of Operational Contract Management.

Responsibilities, Activities & Duties

You will be required to carry out the following responsibilities, activities and duties:

• Lead advisor national authority on subject matter

The STC Monitor is part of a small team that are required to be the national authority on the STC sector. The sector operates to specific legislation and commissioning arrangements that require the development and holding of specialist knowledge not present elsewhere in HMPPS.

• Accountable for performance and outputs of their work area

The STC Monitor is a publicly named individual responsible under legislation for taking specific decisions regarding the operation of the STC. In the past STC Monitors have been required to account for their decisions in inquests and in front of review boards. The STC Monitor is held publicly and personally accountable for their actions.

• Complex data analysis

The STC Monitor receives a range of information, intelligence and data in a variety of formats from various sources. The STC Monitor needs to be able to analyse this information quickly and carefully to identify priority risks and issues. They need to be able to record their findings in a clear and auditable fashion that may be relied on in court at a later point.

Monitor the contractor’s performance against the contract

• To keep under review and report to the Secretary of State on the effectiveness of how the Secure Training Centre is being run and managed in accordance with the requirements of the contract(s).
• Monitor via various means compliance against the contract requirements with particular attention to operational requirements and performance mechanisms. Liaise, discuss and plan as part of a working professional relationship with the contractor (Director and SMT) to develop action plans to address non-compliant clauses whilst keeping to realistic time scales.
• Conduct regular monitoring rounds of establishment areas. Report on areas of non-compliance or poor practice to the contractor and follow up on actions to address concerns.
• Collate, analyse and interrogate information provided by the contractor and challenge insufficient or misleading information.   Lead on enquiries from sources across the establishment and following interpretation of data conclude a judgement that may potentially have significant impact to the contract/running of the establishment, i.e. change in local procedure and change in reporting. Investigate and gain further information if required and apply any performance management and reward sections of the contract.
• If there is dispute the Head of Monitoring must aim to resolve and justify the reasoning of the decision making locally; if the matter is escalated to the Deputy Director then the Monitor must brief on the circumstances and reasoning and make recommendations on the potential effect of the decision across the entire contracted estate.
• Support the Head of Monitoring in the application of performance debits with the contractor using your skills, knowledge and ability in making reference to the appropriate section of the contract and source documents available to you.
• Conduct review meetings to collate and analyse all available information and intelligence to develop a risk-based approach to monitoring the centre.
• Keep auditable records of all commercial and operational matters.

Manage additions and deletions of activity to the commercial contract and that changes are acted upon

• Maintain effective links with MOJ Commercial and Contracts Team and provide feedback and input as required as part of a team.
• Work with MoJ Commercial and Contracts Team to ensure there is an accurate ‘live’ version of the contract with all change documentation up-to-date.
• Using appropriate evidence sources, work with contractor to draft contractually change documentation required to ensure contract remains aligned to business need.

Audits & Compliance Testing - Monitors quality assurance

• Conduct a programme of monitoring rounds of all establishment areas to an appropriate frequency based on clear risk analysis. Report on areas of noncompliance and poor practice to the contractor and follow up on actions to address concerns, i.e. Removal from Association, Healthcare, Residential and Operations.
• Accountable for effective links between the establishment and specialist advisors, monitoring and reviewing delivery against Authority action plans for compliance against agreed timescales, report and manage those that are noncompliant.
• Validate evidence to ensure actions have been completed as required by the audit recommendation.
• The Monitor has responsibility for making the decisions on risk assessments completed by the contractor’s staff. The Monitor must be aware of the range of information that could be available and confidentially question the integrity of recommendations; this is done in an authoritative though non-confrontational manner.
• Share knowledge and skills to assist the contractor to improve performance and delivery against external recommendations i.e. Ofsted etc.
• Monitor and review the level of compliance with operational requirements against agreed Operating Procedures by identifying the key risks/concerns which require a higher level of scrutiny or attention and follow up any plans to remedy compliance concerns. Escalate continued poor performance to the Head of Monitoring clearly evidencing the issues.  
• Satisfy their statutory function to investigate allegations against custody officers. Where this is via validation of investigations by other agencies e.g. the Local Authority, or the provider themselves then the Monitor must be fully satisfied in the completeness of the investigation.
• Carry out or supervise the completion of compliance checks as required by the matrix of contractual obligations. Record findings as required and provide constructive feedback to the contractor and follow up any plans to remedy performance issues in conjunction with commercial colleagues.
• Scrutinise data being submitted by the provider as part of regular reviews of performance and seek to gain assurance as to the validity of the reporting.

Perform the statutory duties required of the role holder (as per Section 8 of Part 1 of the Criminal Justice and Public Order Act 1994)

• Keeping under review the awarding of any sanctions, privileges or incentives.
• Hearing appeals where young people are dissatisfied after following the complaints procedure including where a young person has had permission refused to wear their own clothes.
• Determining whether to approve letter or communications shall be read or examined, or stopped entirely. Also, approving any decision to stop contact between a young person and their family.
• Receiving and considering notifications from the centre where a young person has been placed under special observation because of concerns they wish to harm themselves.
• Receiving and considering notifications where a young person has suffered serious injury, illness, harm or abuse or has died.
• Receiving and considering reports from the provider of any occasion where a young person is strip searched, restrained or removed from associating with others.
• Investigate allegations against custody officers and make recommendations in relation to the suspension or revocation of custody officer certification.
• Keep under review the good running of the centre by the Director and report to the Secretary of State as necessary.

Support the commissioning of new STC contracts or major changes to existing STC contracts

• Maintain relations with commissioning colleagues (MoJ) and share knowledge of current service and key areas for future change.
• To attend and actively participate in project boards for any STC relevant commissioning or reform activity.

Work with the management team within the establishment to maintain and drive up performance levels and to assist the team in achieving the desired mix of services within the contract including offender needs and the addressing of the reducing re-offending agenda

• Build positive professional high level relationships with the Senior Management Team, engage and resolve any issues that you are empowered to do to a satisfactory level to improve outcomes for vulnerable young people.
• Be proactive in providing support and professional help and guidance to the contractor’s management team.

Work with young people and stakeholders to promote positive outcomes

• Maintain positive relationships with young people and their families to ensure needs are met, when necessary responding via the matters of concern or complaints system.
• Supporting the development of participation within the STC to ensure young people’s views are listened to and fed into practice developments where appropriate.

PCO Certification

• Liaise and maintain a good working relationship with the contractor’s HR and inform STC certification team of contractor staff suspensions and dismissals. There are occasions when the Monitor will suspend certification when the STC are not in agreement. The Monitor will base the decision on their evaluation of information presented therefore the role carries final authority for the outcome supporting the need for safety and best interests of young people.
• Provide confidential reports to Professional Standards setting out intelligence on staff compromise and the need for further investigation.
• Provide brief to STC certification team relating to all reinstatements.
• Make recommendation to revoke and suspend an STC Custody Officer licence where appropriate.

Finance

• Ensure all financial processes are discharged appropriately and that the correct levels of payment are made for delivered services (including the collection of performance credits and debits on behalf of the Authority).
• Review business cases submitted by the contractor and approve/reject expenditure against the criteria laid out for the safeguarding capital budget (or equivalent provision).

Line Management Responsibilities

• Manage Assistant Monitor and delegate work as appropriate.
• Manage SPDR process and management of staff attendance ensuring timescales are adhered to.
• Identify appropriate training needs in conjunction with training provisions being provided by HMPPS generally and the STC monitoring team specifically.
• Ensure your staff are aware and comply with HMPPS policy on equality and diversity.
• Brief your line manager on any relevant occurrences.

Correspondence

• Respond to young people’s complaints, solicitor’s letters, FOIs.
• Provide Ministerial briefings and response to PQs.

Meetings

• Attend Quarterly Contract Review Meeting and provide brief to external stakeholders on performance measure debits/credits.
• Attend monthly Monitor/Director meeting and provide brief to contractor on performance measures. Ensure discussions are documented and that resulting actions are time bound and implemented.  
• Attend meetings within the STC to gather information and intelligence on operational and contractual issues. Identify good practice and disseminate.  
• Chair meetings or telephone conferences as required.

Other Duties

• Deliver awareness session relating to role of YCS and specifically the Monitor on the ITC.
• Deputise for the Head of Monitoring whilst he/she is not on site. The role involves completing the full range of Head of Monitoring duties and responsibilities when necessary and possibly when required across more than one site.
• Any ad hoc duties as deemed necessary by line management.
• To be the liaison point between the STC and YCS Placements service to assist in resolving issues between establishments and the contractor with the transfer and allocation of young people if required.
• Complete any task as identified in any additional Memorandum of Understanding with any third party or key stakeholders (applicable where there is more than one contract to manage on site).

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.

Competencies

For the purpose of selection the following competencies will be measured:        

• Seeing the Big Picture
• Collaborating and Partnering
• Achieving Commercial Outcomes
• Persuading and Influencing
• Making Effective Decisions
• Managing a Quality Service

Essential Skills Qualifications,Accreditation & Registration  

• RIPA trained or willing to undertake training as soon as possible on taking up post.
• An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.

Desired

• Custodial/Youth Justice experience
• Contractual knowledge
• Management experience

Closing Date: 23rd November 2018 at 23:55 hours

If you require any assistance please call 0845 241 5358 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@sscl.gse.gov.uk. Please quote the job reference.