64817 - Contract Management Process Support Manager

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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.).

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