24460 - Assistant Systems Support Manager
The Commercial and Contract Management Directorate (CCMD) is looking for an Assistant Systems Support Manager to support the Systems Manager. This role is available on level transfer or promotion.
The Ministry of Justice (MoJ) has one of the largest and most complex spend profiles in central government. CCMD is responsible for coordinating procurement and contract management across the MoJ, its agencies and non-departmental public bodies.
The MoJ spent circa £3.5bn though its contracts in the last financial year, all of which are sourced and managed by CCMD. The work which this directorate undertakes is some of the most commercially innovative in the country. We are running some of the most groundbreaking programmes such as Prison Reform and Her Majesty’s Courts and Tribunal Service Reform.
Currently CCMD manage almost 1000 live contracts, ranging from building, maintenance and the operation of prisons, courts and young offender establishments through to food for prison dogs. The directorate also buys and manages contracts for feeding up to 80,000 prisoners, the secure escorting of prisoners from numerous establishments based around the country and translation services.
This is a business-critical role working in the systems team and liaising with other teams, providing support to CCMD staff and suppliers of Goods and Services to the MOJ. The Systems Team plays a vital role in successful delivery of MoJ commercial objectives and the delivery of a quality service to the department.
This is a varied role where you will work on the helpdesk responding to telephone and email requests for support to end users. Excellent time management and communication skills are essential in responding to and resolving issues relating to the use of the eProcurement system modules. You will run regular reports to extract spend data and perform audit checks to confirm the integrity of the data. You will ensure that guidance documentation is fit for purpose and draft updates as required to reflect changes to procedures and current practices.
Main Activities / Responsibilities
The job holder will be required to undertake the following duties and responsibilities:
Helpdesk: Working with commercial managers and external suppliers to provide guidance and support on the use of the CCMD eProcurement system. Support will be provided by means of deskside support as well as responding to email and phone queries.
Data: Run spend extract reports from finance systems and prepare for importing into the spend analysis module. Perform validation of data by running integrity checks and highlighting any issues or deviations from monthly trends.
Guidance Documentation: Ensure that guidance documentation relating to the use of eProcurement and Spend Analysis Systems are maintained and updated to reflect any changes in process.
Administration: The role requires a mixture of administrative skills including but not limited to, scheduling tasks and workload, populating and interpreting data in reports and spreadsheets and maintaining system access for users.
Management - The role includes line management responsibilities.
- A highly competent and organised individual with proven experience of working in a helpdesk / customer service environment.
- Effective communication skills – an ability to liaise with staff and customers at a variety of levels whilst communicating with clarity and confidence.
- A minimum Intermediate level of proficiency in Microsoft Outlook, Word and Excel.
- The ability to work autonomously and within a team, exercising sound judgement and taking the initiative.
- An ability to plan, organise and work well under pressure – managing conflicting demands effectively.
- Experience of utilising commercial systems / toolkits such as Bravo / Emptoris etc.
- Experience of working with commercial management information.
- Experience of working with spend data
Skills and personal attributes
The post holder will be a self-starter who displays initiative, drive and enthusiasm, a strong customer service ethic, and an analytical approach to data management.
The Civil Service Competency Framework sets out the standard skills, knowledge and behaviours that all civil servants are expected to meet. You will be required to provide evidence of the following competencies:
Collaborating and Partnering
- Collaborating with both internal and external users.
- Proactively seek information, resources and support from others outside own immediate team to help achieve results.
- Listen attentively to others and check understanding by asking questions.
- Readily identify opportunities to share knowledge, information and learning and make progress by working with colleagues.
Leading and Communicating
- Communicating with clarity to understand issues and to be able to explain the solutions.
- Express ideas effectively, both orally and in writing, and with sensitivity and respect for others.
- Confidently handle challenging conversations and situations.
Making Effective Decisions
- Examine complex information to make accurate decisions.
- Monitor critical data and customer information to support decision making and conduct regular reviews to ensure it is stored accurately, confidentially and responsibly.
- Analyse and perform checks on data to ensure accuracy, drawing attention to any non-compliance.
- Provide evidence to support decisions made.
- Manage priorities to ensure tasks are completed on time.
Delivering at Pace
- Perform regular reviews of tasks, making ongoing improvements to achieve successful completion.
- Take ownership of problems in own area of responsibility.
- Remain positive and focused on achieving outcomes despite setbacks.
Managing a Quality Service
- Work with the team to set priorities, create clear plans and manage all work to meet the needs of the customer and the business.
- Ensure that levels of service are maintained – flag up risks or concerns to meet customer requirements.
Working Arrangements & Further Information
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.
Flexible working hours
The Ministry of Justice offers a flexible working system in many offices.
The MoJ offers a range of benefits:
Generous allowances for paid holiday starting at 25 days per year, and rising as your service increases. There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.
The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.
The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
- A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
- Access to flexible benefits such as salary sacrifice arrangements for childcare vouchers, and voluntary benefits such as retail vouchers and discounts on a range of goods and services.
- Paid paternity, adoption and maternity leave.
- Free annual sight tests for employees who use computer screens.
The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.
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.
Staff on fixed term appointments must have been recruited through fair and open competition.
Interviews (45 mins - 1 hour) - Expected Week Commencing 4th March 2019
25/02/2019, 23:55 hours.
Closing Date: 25th February 2019 at 23:55 hours
If you require any assistance please call 0845 241 5359 (Monday to Friday 8am - 6pm) or e mail Mojfirstname.lastname@example.org Please quote the job reference 24460.
To apply for roles in MOJ you will need to confirm your employment history for at least 3 years prior to the date of application so that pre-employment checks (BPSS) can be undertaken. If you have spent significant time abroad (a total of 6 months in the past 3 years) you would be required to give a reasonable account of the reasons why.
For some roles you will be required to successfully complete National Security Vetting at Counter Terrorism (CTC), Security Clearance (SC) or Developed Vetting (DV) level as a condition of appointment. To meet CTC/SC/DV requirements you will normally need to have been resident in the UK for at least 3/5/10 years prior to the date of application (The level of checks that are required are stated in the advert).
If you do not meet the above requirements, you may still be considered if, for example:
- You've been serving overseas with HM Forces or in some other official capacity as a representative of HM Government
- You were studying abroad
- You were living overseas with parents
In such cases you will need to be able to provide referee cover for the period(s) of residence overseas. The duration of overseas residence and the country of abode will also be taken into account.
You may be required to provide statements describing your skills and experience relevant to each of the selection criteria. We recommend that you structure any examples as Situation, Task, Action and Result. For more information about the recruitment process and answers to general queries, please click the below link which will direct you to our Candidate Information Page.
In the event of a large number of applications, we reserve the right to undertake the following processes:
- An automated online test where a benchmark must be passed to progress;
- A sift on the lead selection criteria. If this happens, the lead criteria will be the first one listed in the advert.
During the selection process, you may be asked to undertake an additional assessment (such as written test). If this is applicable you will be notified of this when you are invited to interview.
This Vacancy is closed to applications.