Contract Administrator Specialist

There is an exciting opportunity to join the Contract Management team within Community Integration as a Contract Administration Specialist.

The role will have particular focus on data preparation, audit trail capture and analysis, and the facilitation of timely communications across the business and to external stakeholders.

Please note, the position will initially be Fixed Term for 12 months but could lead to a permanent post.

Overview of the job

Accountable to a designated Senior Contract Manager (SCM) the Contract Administrator Specialist (CAS) will support efficient and effective contract management, including Commissioned Rehabilitative Services contracts, within their area.

The CAS is a support role with administrative, secretariat and data recording responsibilities. Overall, the post contributes to the support of the contract management team with their remit to monitor and validate provider performance, assure delivery of services in the community and manage the relevant contracts.

The CAS will support the delivery of the contract management governance processes in relation to designated portfolio of contracts within the PS region, including Commissioned Rehabilitative Services providers. They will provide a secretariat service by co-ordinating the Service Management Board, Contract Strategy Board, Change Management Board and Change Protocol Group and other groups as directed by the SCM and SM., The post holder will provide a professional and effective administrative support service to contract management teams, undertaking secretariat and basic research and analysis activities as required.

Providing secretariat support to the Senior Contract Managers and Service Managers in relation to contract management administration. This will include coordinating and administering meetings, managing the contract documents library and analysing and presenting contract performance and other data and information.

Responsibilities, Activities and Duties

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

• Coordinate, attend and minute commercial, supplies governance and other contract management meetings:


- Arranging and distributing the agenda and papers with direction from the relevant chair.

- Producing first draft minutes and action logs.

- Pro-actively manage the actions produced by the various meetings attended.

• Reviewing and monitoring performance data:


- Supporting the Contact Support Officer (CSO) in analysis of on-going performance delivery by the contractor - e.g., following-up requests for information, scheduling of ad hoc meetings.

- Assisting with completion of monthly templates and reports for the contract management teams, Director/MoJ and others as required.

• Responsible for the configuration management and library of all documentation, including baselining and quality checking. This includes being the Local Information Manager and being responsible for the management of the file structure:


- Maintaining formal documentation, Terms of Reference, membership and distribution lists.

- Filing, archiving and enacting version control on all relevant documentation.

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., 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 full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS' Flexible Working policy.

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.


• Communicating and Influencing


• Working Together


• Changing and Improving


• Managing a Quality Service


• Leadership, Essential:


• Good understanding of HMPPS strategic direction


Desirable:

• Experience of a project management environment.


• Working knowledge of public, private, social enterprise, charitable, voluntary and community sector organisations


• Experience of business support, contract management, operational audit and commissioning, Good administration and organisation skills, including attributes to prioritise the management of tasks and risks on the basis of organisational reputation/ financial risk, with appropriate support, advice and guidance deliver tasks to time.


• Good problem-solving skills, with strong attention to detail, planning and communication skills.


• Strong numerical skills with strong presentation skills (written and verbal).


• Intermediate/expert IT skills in MS-Office applications, especially Word, Excel and PowerPoint., Communicating and Influencing - 500 word limit

Working Together - 500 word limit
Changing and Improving - 500 word limit
Managing a Quality Service - 500 word limit
Leadership - 500 word limit

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

• To Shared Service Connected Ltd (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com);


• To Ministry of Justice Resourcing team (resourcing-management-office@justice.gov.uk);


• To the Civil Service Commission (details available here)


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.

For more information on applying for a role as a candidate with a disability or long-term condition, please see our Disability Confident Scheme Frequently Asked Questions webpage.

Diversity & Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.
Interview dates
To be confirmed
Closing Date, Communicating and Influencing
Working Together
Changing and Improving
Managing a Quality Service
Leadership
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'.