Systems Manager

Commercial is responsible for coordinating procurement and contract management across the MoJ, its agencies and non-departmental public bodies. Commercial is organised into category teams, each with an interesting portfolio of contracts and diverse customers and suppliers to manage. We also have systems, programme management office, supplier relationship and risk management teams who work across all areas.

Commercial Operating Centre

The role is part of the commercial operating centre within the Commercial directorate, working with stakeholders across MoJ both internally and externally, to develop excellence in the department's Purchase to Pay (P2P) capability.

Role Summary

The role is part of the commercial operating centre within the Commercial directorate, working with stakeholders across MoJ both internally and externally, to develop excellence in the department's Purchase to Pay (P2P) capability. This is a high impact role which requires strong leadership abilities and an 'expert level' of P2P process and systems knowledge and management; as well as good communication skills and ability to manage relationships at all levels.

Taking a holistic approach to the department's P2P functions, coupled with a clear understanding of current objectives and future strategy, the role is responsible for supporting Commercial teams in developing and implementing appropriate transactional strategies for their contracts that deliver ordering and payment efficiency and performance for both the department and its suppliers.

The Senior Systems Manager will lead the development of a Source to Pay (S2P) systems strategy for Commercial and as part of any broader government programmes.

The role will lead a team responsible for ensuring Purchase to Pay processes are supported, maintained and continually improved so that Commercial and the wider Ministry of Justice (MoJ) can meet their business objectives.

The role includes developing excellent working relationships and influencing across a range of key stakeholders including Director and Deputy Director level, and senior business managers, suppliers, and other Government bodies

Key Responsibilities

The post holder will, through the Commercial Systems team:

Support the developments for the future Source to Pay system, ensuring the specific requirements for Purchase to Pay account for all areas of MoJ.

Lead on the implementation of new policies and ways of working, collaborating with internal and external stakeholders to ensure workstreams are delivered according to plan

Lead the development and adoption of systems, including but not limited to Basware eMarketplace by Commercial and MoJ staff and suppliers, ensuring benefits are achieved in line with business case; Act as lead stakeholder on Government Shared Service project board, encouraging adoption by other SOP clients through example and sharing best practice;

Lead and develop the low value transactional strategy incorporating but not limited to GPC, SSCL Requisition to Pay team and Basware eMarketplace

Support the adoption of Global P2P principals and convergence to standard government P2P processes throughout MoJ;

Act as Global P2P process owner for MoJ in conjunction with MoJ finance

Review and lead the delivery of the supplier setup and maintenance process

Lead the requirements, sponsor the build and assure the solution for spend reporting, insight, analysis and modelling.

Support and work with commercial teams to develop efficient and effective transactional strategies as part of pre-procurement activity which focus on prompt payment to suppliers.

Support and work with the business, commercial teams and shared service provider to optimise the use of the current P2P system with an aim to achieving efficiencies and cost savings through use of existing functionality (catalogues, smart forms, contract purchase agreements, electronic invoicing etc.);

Develop and deliver an ongoing P2P support service, aligned to the needs of the business and the users; continually evolving the service and seeking user feedback.

Develop and maintain appropriate P2P guidance to support Commercial and the wider MoJ in delivering their business objectives;

Act as a delegate to the Head of Commercial Systems for various Board memberships when required.

Membership of various cross-government/Government Shared Services (GSS) hosted P2P and prompt payment groups

Experience in leading and motivating a multi-functional P2P function

understanding of P2P processes and industry standard practices, including government global design principles

Understanding of commercial processes and Source to Contract systems and how these link to the P2P process;

Understanding finance processes and principles and how these link to the P2P process;

Experience in P2P process ownership and improvement for large organisations;

Experience in leading the development of reporting and insight from large datasets;

Experience in leading and coaching individuals to maximise their abilities;

Experienced networker with proven ability build effective relationships with both internal and external stakeholders

Desirable Criteria

Experience leading a geographically dispersed team and working with stakeholders spanning multiple locations

Application Stage

An initial sift will be performed against the following elements and will be assessed against the Civil Service success profiles framework:

Experience

CV

Experience Question 1 - Tell us about your experience in leading and motivating a multi-functional Purchase to Pay team

Experience Question 2 - Tell us about your understanding of commercial processes, Source to Contract systems and how these link to the Purchase to Pay process

The Ministry of Justice has one of the largest and most complex spending profiles in central government. Each year we spend more than £5 billion with our suppliers and it's our job to help coordinate the sourcing of what we need. We support the management of our contracts across the department, its agencies and non departmental public bodies.