64817 - Contract Management Process Support Manager

£39,674 - £45,625
1
12 Months
North West
Warrington
DARESBURY PARK WARRINGTON, WA4 4GB
SEO
Band 7
Permanent
Full Time, Flexible Working, Other
Audit, Business Management & Improvement, Procurement and Contracts Management, Risk Management, Other, Project Delivery

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.

PLEASE NOTE: The Process Support Manager (PSM) role is based within HMPPS CFO, not in the CMIT Team as the main job description overview and information describes. The advertised post is based at the CFO office in Daresbury Park, Warrington (WA4 4HS).

For further details about the PSM post within HMPPS CFO, please refer to the role description below.

The Contract Management Process Support Manager is accountable to a designated Lead Contract Manager. The PSM will support efficient and effective CFO contract management within their team, ensuring the efficient and contractually compliant delivery of CFO contracts. In doing so, they are required to work collaboratively with other key stakeholders in the delivery process. This is a HQ role located in Daresbury Park, Warrington. Extensive Travel will be required to visit programme sites nationally including required to visit prisons, community and Activity Hub premises to frequently assess the delivery of the contracted service provided.

The Process Support Manager will drive improvements to contractual outcomes by supporting the contract management team through management and adherence to effective contract management governance, by providing; administrative support and data analysis to validate provider performance to assure the delivery of value for money services and drive positive outcomes for service users. The post holder will ensure a co-ordinated approach to the delivery of contract management by both the Contract Management Team, HMPPS stakeholders and partners within the Criminal Justice System (CJS) ensuring effective delivery of contracts by providers.

Working alongside 8 x Contract Performance Managers (CPM) and Lead Contract Manager (Performance), the PSM will support the delivery of the contract management governance processes in relation to designated providers and contracts. 

Being responsible for a portfolio of contract management across HMPPS business areas the post holder will form close working relationships with Managers and teams, (internal and external), to implement/maintain common principles and processes across projects which will include risk management and planning, timeliness and opportunity realisation.

The post holder must be proficient in the use of Microsoft packages, with advanced practical knowledge and use of Excel. 

Working at Daresbury Park offers excellent links to Liverpool, Manchester and Cheshire by car (free parking on site) with the office next to the M56, Junction 11. There are also good rail links to Runcorn from Liverpool and Manchester. Flexible working hours (with time off in lieu), opportunities to work from home, generous holiday allowance as standard (25 days plus additional public holidays/privilege day), access to the Civil Service Pension Scheme and other benefit schemes open to all civil servants (Blue Light Card, MoJ Employee Rewards, My Lifestyle plus much more).

HMPPS CFO Programme is a large-scale national employability programme working across all prisons and Probation Trust areas since 2010. The joint funding structure of the programme necessitates dual governance arrangements to satisfy requirements of both HMPPS and the European Union (EU). The programme combines activity, funding and governance across all programme delivery areas for HMPPS and as such the post holder requires detailed knowledge of and effective links to the majority of departments across HMPPS, Youth Justice Board and MoJ. The EU element requires the post holder to have effective links with policymakers and delivery agencies across DWP, Department of Health, Local Enterprise Partnerships and local authorities.

The CFO currently delivers two externally funded programmes: CFO3 and the CFO Activity Hubs projects. Total value of the contracts managed is approximately £256 million. This is an excellent opportunity for a dynamic, self-starter who thrives on making a difference. Great opportunities to establish professional relationships with a range of stakeholders, to collaborate and share information, resources and support. Work with others to identify areas for improvement and simplify processes to use fewer resources. Develop, implement, maintain and review systems and services to ensure delivery of professional excellence. You will be joining an existing team that is driven, innovative and future focused.

The post holder reports to the CFO Lead Contract Performance Manager and through them to the Head of HMPPS CFO.

The post holder has direct line management responsibilities for 4 Contract Support Officers.

To work 100% on ESF funded projects.

Please contact CFO-Admin@justice.gov.uk if you have any questions about this vacancy.

Overview of the job

The Contract Management Process Assurance & Support Manager will contribute to the establishment, development and provision of assurance to HMPPS on the delivery of effective contract management covering all HMPPS contracts (circa 500 contracts, estimated total value £2bn p.a.), to reduce the risk of contract management failure.

The job holder will work as part of a small team (within CMIT) of around 6 people and will be lined managed by the Contract Management Improvement and Assurance Manager (Band 8) and report ultimately to the Head of Contract Management Assurance & Reporting (Band 10). The role is non-operational and does not currently have line-management responsibilities but could be added should the structure of the team change.

Travel will be involved in visiting Contract Management Teams across the country and occasionally this may involve overnight stays. Team meetings are held in Croydon, Peterborough and Leeds which you would be expected to attend.

Summary

This role forms part of the overall Operational Contract Management Improvement and Assurance landscape within HMPPS. It fits within the multi-disciplinary, Contract Management Improvement Team (CMIT), providing services to assist and support colleagues (especially HMPPS Operational Business Owners) managing contracted-out services. By successfully carrying out this role, the job holder will contribute to reducing the risk of contract management failures and associated financial and reputational impacts on MoJ and HMPPS.

Although not exhaustive, example high level duties will include:

  • Managing a program of agreed assurance assignments.
  • Analysing information and drawing evidenced based conclusions.
  • Producing outcome/reporting material to quality requirements.
  • Developing and managing effective stakeholder relationships.
  • Working alongside stakeholders to develop and deliver improvement action plans.
  • Supporting the Head of Assurance and the 3 Band 8s on the team by undertaking ad-hoc assurance related activities as part of a resource pool.

Responsibilities, Activities and Duties

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

  • Supporting the CMIT in the scheduling of work, including the CMIT Annual Delivery Plan. Supporting and organising the delivery of agreed assurance and support assignments, and demonstrating an effective use of resources and focussed management of the tasks within agreed timescales.
  • Taking responsibility for planning individual assignments and obtaining the information and evidence required for assurance of effective operational contract management from a variety of sources. This is likely to be through interviews often with more senior grades, surveys, and system and documentation review.
  • Lead reviews utilising relevant business systems ensuring compliance with HMPPS policies and procedures. This will include payment assurance and ensuring that the appropriate payment mechanisms are in place. Analyse information received, identifying any applicable issues and collaboration with relevant stakeholders to build an evidenced opinion on the effectiveness of the contract management activities reviewed.
  • Analyse a combination of both quantitative and qualitative data from a range of data sources drawing out key informed conclusions and/or providing recommendations or solutions to support HMPPS strategies.
  • Building and maintaining effective relationships with key customers and stakeholders (Senior Business Owners, Contract Management Teams, Commercial, Finance and others as required). Adding value as an influencer to individual business areas and the wider contract management community through the provision of recommendations, signposting and on-going support, acting on feedback from those customers and stakeholders as required.
  • Reporting and explaining progress of assigned assurance activities to the CMIT management team and governance boards and ensuring key customers and stakeholders are kept informed of progress.
  • Drafting, amending and agreeing key documentation to support allocated assignments – for example Terms of Reference, Draft and Final reports.
  • Draft ad-hoc and planned papers and reports for presentation by Band 8s and Head of Assurance to senior leads and strategic level forums across HMPSS and wider MoJ.
  • Leading and developing own workstreams to improve and add value of CMIT and/or strengthen contract management processes.
  • The job holder will be part of the wider CMIT and will aim to ensure that the assurance function works efficiently, effectively and in a complimentary way with others within CMIT and across HMPPS.
  • Being alert to potential fraud and acting as a point of referral for confidential staff and provider concerns (whistle blowing cases).

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

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

Essential Experience

No specific qualifications are essential but experience and skills relevant to management, assurance and contract management are required. Specifically:

  • Strong understanding and experience of the challenges involved in contract management of commercial contracts.
  • Strong understanding of programme and project management principles and techniques.
  • Understanding and experience of assurance processes and internal and external audit.
  • Good presentation and interpersonal skills.
  • Understanding and experience in the criminal justice system, especially prisons or probation, is desirable but not essential.

Ability

  • Excellent communicator, through both verbal and written means.
  • Skilled at combining the big picture and forensic attention to detail to identify the key issues from working level to Board level.
  • Skilled in reviewing information and identifying issues with consistency and coherence in line with an organisation's strategy, assurance methodology and standards.
  • Able to support change at a team and organisational level, adopting a continuous improvement approach.
  • Ability to provide coaching to peers and other stakeholders across multidisciplinary teams and share relevant and up to date best practice within his or her area of expertise.
  • Proficient in the use of Microsoft tools (Word, Excel PowerPoint, etc.).

Interview dates TBC. Applicants invited to interview will be notified of arrangements in due course. Interviews to be held on site at the CFO Office in Daresbury Park, Warrington (WA4 4HS).

Applicants should bring with them the relevant ID/Right To Work/Proof of address documentation (originals not copies) for inspection/verification on the day (these should be same documents as uploaded to the Justice Jobs portal as part of your application). Failure to provide these  may delay your application of successful.

If you have any further queries regarding the interview process, please contact the CFO Admin team for assistance: CFO-Admin@justice.gov.uk

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.

To Be Confirmed
N/A

13/10/2022, 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@gov.sscl.com. Please quote job reference. 

If you have any queries regarding this vacancy/ job role, please contact the Admin team at Daresbury Park for assistance: CFO-Admin@justice.gov.uk

 

Success Profiles will enable a fairer and more inclusive method of recruitment by enabling us to assess the range of experiences, abilities, strengths, behaviours and technical/professional skills required for different roles. This flexible approach to recruitment focuses more on finding the right candidate for the specific role. To find out more about Success Profiles to support your application please click here for further guidance.

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@gov.sscl.com) in the first instance

We have provided detail of the assessment stages and areas being assessed to help you prepare for completing your application form, and to advise of what will be assessed following this, if you successfully pass the application stage.


Application form stage assessments

Experience
CV
Give an example of how you changed a process that was failing to deliver the required outcomes. - 500 word limit
Please demonstrate your experience of developing data systems to support contractual outcomes. Provide an example and describe the impact to the business - 500 word limit
Please demonstrate your experience working with a quality management system in place to drive and improve quality - 500 word limit
Do you have any experience in motivating team members through challenging times? How did you ensure the work was completed on time and to a high standard - 500 word limit
Describe a time when you have influenced a person to gain their cooperation. What was the outcome? - 500 word limit

Interview stage assessments

There is 1 interview stage for this vacancy.
Behaviours
Changing and Improving
Communicating and Influencing
Managing a Quality Service
Making Effective Decisions
Strengths may also be assessed at interview but these are not shared in advance.

A Great Place to Work for Veterans

The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit : https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

Redeployment Interview Scheme

Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ are committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.

MoJ are able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidate's will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.

This Vacancy is closed to applications.