24890 - Regional Estates Contract Administrator

£18,499 - £20,565
12 Months
Yorkshire and the Humber
Band 3
Full Time, Flexible Working, Other
Administration / Corporate Support, Facilities Management

Overview of the job

The Contract Administrator provides support to ensure that the custodial Estates and Facilities Management contract (the TFM contract) is being administered in the region as required under the provisions of the contract, including a strong focus on ensuring governance is taking place with correct documentation, measures, management information and reporting arrangements; and to support efficient and effective contract administration by designated Service Delivery Managers (SDMs) in services delivered to establishments within the region.


Reporting to the Regional Contract Administration Manager as line manager, the postholder is accountable to the CAM for supporting contract administration for the region and for designated SDM(s).

A minor but important part of the job involves the Contract Administrator contributing alongside other CAs to supporting coordination arrangements across the wider TFM contract lot comprising several regions and contributing as required to the overall arrangements comprising all four lots.

The Contract Administrator will carry out contractrrelated work on contract performance, audits and compliance, finance, official correspondence, risk management and plans in support of the CAM and SDMs.

There are no line management responsibilities with this role.

The Jobholder does not need to be operational.

Responsibilities,Activities & Duties

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

  • Supporting efficient and effective contract administration for the region and for services delivered to establishments within the region.
  • Support the CAM and SDMs in monitoring reactive repairs against Planet FME to verify completion rates against submission from the contractor
  • Support the CAM in collating a monthly task list of additional task (non contract) and submit to designated Service Delivery Manager
  • Support the CAM in collating financial information on agreed additional spends for submission to the Contracts Administration Manager and Service Deliver manager
  • Support the CAM in collating requests for additional work, prepare and submit to the Contracts Administration Manager and Service Deliver manager
  • Maintain a register to support the recording of all out of hours call out requests and submit to the Contracts Administration Manager and Service Deliver manager to ensure that costs associated with out of hours call outs are both identified and challenged at Establishment level
  • Support the CAM and the SDMs in recording any changes relating to tasks and/or assets on Planet FME/CAIP CAFM systems and submit approved notifications of change to the nominated person within the MoJ Estates Directorate.
  • Ensure with the CAM that systems are implemented that allow for changes to be tracked to ensure that they are actioned within prescribed time limits.
  • Support the SDM in maintaining the task order and compensation event log;
  • Support the SDM in liaising with the relevant contractor account manager where requests for work are overdue
  • Support the SDM in checking and verifying costs each month for each site and ensuring that records are complete
  • Support the SDM in checking variable cost sheet against task order register to ensure actual costs are consistent with quotations
  • Support the SDM in checking costs against service price list
  • Assisting the CAM in monitoring devolved budgets in accordance with the financial procedures outlined in the budget delegation to the Regional Estates Manager and Service Delivery Managers and reporting of budgets and spend.
  • Responsible for supporting CAM in REM contribution on a quarterly basis to update report coordinated by SM for MoJ contract management oversight purposes, reflecting any material changes to the contract or performance, any remedial action / recovery plans that have been put in place and changes to the contract plan.
  • Supporting the CAM to ensure MI data is being provided and maintained and KPI data is up to date and readily available for use by REM in comparing / challenging performance.
  • Collate information and performance data relating to relevant Key Performance Indicators
  • Organise, produce and maintain accurate records for all relevant areas of work identified within the contract
  • Maintain and check filing systems and logs related to TFM Contract documentation
  • Act as the initial contact point for all communications to the regional estates team. Prioritise and distribute communications to the appropriate person or relevant department in establishment
  • provide administration support for meetings as required including organising agenda, taking and distributing minutes and action points and otherwise to support CAM, REM and SDMs.

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 rerexamination under the Job Evaluation scheme and shall be discussed in the first instance with the Job Holder.


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

  • Collaborating and Partnering
  • Delivering at Pace
  • Showing Drive and Resilience
  • Acting with integrity

Essential Qualifications, accreditation Registration & Skills

  • The job holder must have or be able to rapidly acquire excellent understanding of the TFM contract, NEC3 provisions and the associated processes.
  • Commercial and financial awareness are key requirements.
  • Essential to have strong drive and resilience, leadership and interpersonal skills and ability to work accurately under pressure
  • Must have good analytical and IT skills.
  • Essential to have experience of managing risks & issues in contract management /contract administration, project or other settings.
  • Essential to have effective team management skills.

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.


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


-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

HMPPS offers a childcare vouchers scheme. The scheme enables staff to take part of their salary in the form of Childcare Vouchers. This is known as a Salary Sacrifice. The vouchers can then be used to help meet the costs of any form of registered or approved childcare for children aged 0-16. The vouchers are exempt from tax and National Insurance contributions


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


-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.

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.

See HMPPS competency framework to learn more about the competencies we are looking for.


And you can download positive Competency writing samples for Band 2 and Band 3 applications.


To Be Confirmed

21/03/2019, 23:55 hours.

Closing Date: 21st March 2019 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.

Candidate Information

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.

Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

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.

if you feel that your application has not been treated in line with the Civil Service Recruitment Principles, please contact SSCL (Moj-recruitment-vetting-enquiries@sscl.gse.gov.uk) in the first instance
Collaborating and Partnering
Delivering at Pace
Showing Drive and Resilience

Effectiveness in this area is about being consistently motivated, committed and able to perform duties in all situations. People who are effective maintain a personal conviction when faced with resistance. Those who work in establishment must retain a professional approach when confronted by aggression and strong emotion from prisoners. At senior levels, it is about remaining focussed on achieving objectives in the face of resistance, organisational constraints or unforeseen problems.

Acts with Integrity

Effectiveness in this area means consistently acting in a principled, open and conscientiousness manner, and challenging unacceptable behaviour. Those who work in establishments must achieve a balance between excessive distance and familiarity with prisoners whilst dealing with prisoners in a way that is firm and fair. At a senior level it is about promoting a culture in which personal integrity thrives at all levels of the organisation.

This Vacancy is closed to applications.