HQ Job Description (JD)
Band 6
Directorate: Strategy, Planning and Performance
Job Description: Operational Assurance Officer
Document Ref.
HQ-JES-2421 Operational Assurance Officer v2.0
Document Type
Management
Version
2.0
Classification
Official
Date of Issue
9 April 2020
Status
Baselined
Produced by
Head of Group
Authorised by
Reward Team
JD Evidence
HQ-JES-2421 Operational Assurance Officer v2.0
Job Description
Job Title
Operational Assurance Officer
Directorate
Strategy, Planning and Performance
Band
6
Overview of the job
The Operational and System Assurance Group (OSAG) provides the operational audit
and quality assurance service to HMPPS and MOJ. The Group provides assurance
on the quality of service outcomes delivered whether they provide value for money,
across the offender system. The OA Support Officers are managers within the Group
who work in collaboration with OSAG managers and other colleagues. The OASO will
be responsible for supporting the operational and system assurance of contracted
and public sector offender services in custody and the community.
Accountable to a designated senior manager, the OASO will provide efficient and
effective support to quality assure and audit operational offender services in their
designated area(s) of responsibility.
The OASO is responsible for leading on providing administrative, secretariat and
business support functions as well as information management, data handling and
analysis and planning. The post holder also supports the group by producing
briefings and completing responses to correspondence, Freedom of Information
requests and Parliamentary Questions on the work of the Group.
Summary
Working with other OSAG managers, the OASO will support the delivery of OSAG
activities. They will provide a secretariat service by co‐ordinating the management of
all meetings, boards and other secretariat services.
The post‐holder will support operational assurance activity by completing data
collection and analysis, research and observation of the practice and performance of
contracted and public sector offender services in custody and the community.
The post holder will need to use their initiative and be self-motivated to carry out
research and analysis activities. This includes reviewing stakeholder surveys and
opinions, developing information on 'good practice', reporting on risk and
monitoring the provision of third‐party services.
The post holder will also produce briefings and draft responses to correspondence,
Freedom of Information requests and Parliamentary Questions on the work of the
Group.
The geographical base for the OASO post can be flexible and will require some work
in London and other locations.
Responsibilities,
The job holder will be required to carry out the following responsibilities, activities
Activities and Duties
and duties:
? Providing secretariat support to managers, and any meetings convened by
them:
o Managing and co-ordinating meetings.
o Arranging and distributing the agenda and papers with direction from
the relevant chair.
o Producing first draft minutes and action logs.
o Maintaining formal documentation, Terms of Reference, membership
and distribution lists.
o Following‐up with action owners for updates.
o Filing, archiving and maintaining version control on all relevant
documentation.
HQ-JES-2421 Operational Assurance Officer v2.0
? Supporting the Operational and System Assurance Group to deliver their annual
programme of assurance activities set out in the annual Delivery Plan. This
includes: collating, reviewing, analysing and monitoring performance data;
regular sample testing of service providers’ performance information and
validation of reported data; assisting in reviews of the processes of public sector
and contracted offender services in custody and community.
? Supporting managers with their organisation and management activities - e.g.
following‐up requests for information, scheduling of meetings.
? Conducting research and analysis activities- e.g. review of stakeholder surveys
and opinions, analysis of Management Information trends and issues,
development of information on ‘good practice’, reporting on risk and
monitoring the provision of third‐party services
? Providing information to HMPPS, MoJ and other key stakeholders, including
producing briefing and draft replies to correspondence, FOI requests and
Parliamentary Questions on the work of the Group.
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
? Communicating and Influencing
? Making Effective Decisions
? Managing a Quality Service
? Changing and Improving
? Working Together
? Delivering at Pace
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Experience
? Excellent oral and written communication skills, including secretariat
experience.
? Knowledge and experience of using the full range of Office Suite applications.
? Self-motivated with the ability to work with the minimum of supervision as
part of a geographically dispersed team.
? Strong commitment to valuing and promoting diversity as the vehicle for
achieving successful business outcomes.
? Strong commitment to excellence within a changing landscape with the
ability to innovate and adapt working style.
? Effective decision making and ability to make informed judgements.
? Ability to maintain professional integrity and adherence to organisational
priorities in the face of competing pressure.
Technical
? N/A
Requirements
Ability
? Ability to confidently and effectively represent the organisation at meetings
and build and maintain professional relationships across a range of
stakeholders.
? Ability to prioritise the management of tasks and risks and deliver tasks to
time.
? Sound problem solving, planning and communication skills.
? Ability to handle numerical data effectively and accurately.
? Strong attention to detail.
? Good analytical, research and evaluation skills.
HQ-JES-2421 Operational Assurance Officer v2.0
Minimum 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 HMPPS consider to be racist.
Hours of Work
Leave Blank
(Unsocial Hours)
Allowances
To be used by the JES Team only
HQ-JES-2421 Operational Assurance Officer v2.0
Success Profile
Strengths
Behaviours
It is advised strengths
Ability
Experience
Technical
are chosen locally,
recommended 4-8
Communicating and Influencing
Ability to confidently and
Excellent oral and written
N/A
effectively represent the
communication skills, including
organisation at meetings and build
secretariat experience.
and maintain professional
relationships across a range of
stakeholders.
Making Effective Decisions
Ability to prioritise the
Knowledge and experience of
management of tasks and risks and
using the full range of Office Suite
deliver tasks to time.
applications.
Managing a Quality Service
Sound problem solving, planning
Self-motivated with the ability to
and communication skills.
work with the minimum of
supervision as part of a
geographically dispersed team.
Changing and Improving
Ability to handle numerical data
Strong commitment to valuing
effectively and accurately.
and promoting diversity as the
vehicle for achieving successful
business outcomes.
Working Together
Strong attention to detail.
Strong commitment to excellence
within a changing landscape with
the ability to innovate and adapt
working style.
Delivering at Pace
Good analytical, research and
Effective decision making and
evaluation skills.
ability to make informed
judgements
Choose an item.
Ability to maintain professional
integrity and adherence to
organisational priorities in the
face of competing pressures.
HQ-JES-2421 Operational Assurance Officer v2.0