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General Information

Salary
£28,064 - £33,549
Working Pattern
Full Time
Vacancy Approach
Internal
Location
Birmingham, Chesterfield, Coventry, Derby, Dudley, Leamington Spa, Leicester, Lincoln, Mansfield, Nottingham, Shrewsbury, Stafford, Stoke-on-Trent, Wolverhampton, Worcester
Region
East Midlands, Midlands, West Midlands
Closing Date
19-May-2026
Business Unit
AGY - NOMS Agency
Post Type
Permanent
Civil Service Grade
Other
Number of jobs available
1
Reserve List
12 Months
Job ID
17355

Descriptions & requirements

Job description

Job Summary: Project Officer (Team Coordinator) at HMPPS - Probation Service Band 3

The Project Officer role is instrumental in ensuring the smooth running of both the Area and National Change Delivery teams. Project Officers will work directly to either Area Change Managers, or in the case of the National Directorates, to the National Head of Change delivery. This role is pivotal in facilitating both the area and national teams to deliver local and national change initiatives. Project Officers will be expected to use digital systems and tools to enable them to provide effective support to their respective teams. As well as providing general secretariat and coordination for the change delivery teams the Project Officers will also be responsible for liaising with the Change Systems Project Officer who will oversee the Gateway Management System (GMS) .

Key Responsibilities:

Team Role: Working collaboratively in order to provide effective secretariat and support to all team colleagues. Provide, and also seek, opportunities to support the professional development of themselves and others where appropriate. To support in the delivery of change initiatives, as appropriate. To uphold civil service values and model principles of equality, diversity, inclusion, and belonging across the team.

Stakeholder Engagement: Engage, and build effective relationships, with key regional, or national stakeholders across prisons and probations. Maintain good communication to gather requirements, seek feedback, and provide change updates and milestones.

Compliance: Ensuring compliance with the Gateway Management System (GMS) is a critical aspect of the role. The Project Officer will uphold the professional standards of their team by working in according to national expectations as defined in our service level agreement. They will ensure accuracy and completeness of project records and actions and monitor compliance with relevant policies and procedures. In addition they will work collaboratively with Change Systems Project Officers with regards to GMS and Project for the Web.

Change Management Excellence: The Project Officer will support their teams in the application of best practices in change management. They will assist in the management of projects, supporting successful delivery and alignment with organizational goals. Contribution to task and finish groups, project meetings, and focus groups to drive project success.

Performance Monitoring and Reporting: The Project Officer will be responsible for pulling together performance reports for dissemination to the team and other relevant stakeholders. This will require collaborative working with Change Systems Project Officers. In addition the Project Officers will be responsible for preparing slides and materials for any area Change Boards or similar meetings and also maintain action logs of meetings and chase attendees for outstanding actions.  They will be responsible for providing regular project updates to line managers, track the impact of changes based on performance data and they will identify and escalate issues where milestones are missed or progress is not being made.

Risk Management: Proactively identify risks, decisions, and opportunities, and develop maintain and update risk registers for change activity, ensuring all potential risks are documented and communicated effectively.

Continuous Improvement: Apply continuous improvement and lean methodologies to identify system improvements and enhance project delivery. To actively seek ways to improve knowledge of operational change and its potential impacts and share insights with the team.

If you would like further information about this role and the application process, please join the following briefing: 

Tues 12th May - 13.00

Microsoft Teams meeting

Join: Project Officer Briefing

Please copy the above meeting link and add it to your calendar if you wish to attend. 

About the Change Delivery Group:

Thank you for your interest in joining the HMPPS Change Group which is led by Deputy Director, Matthew Wilson and is part of the Change Directorate (CD), led by Executive Director Matt Grey.

Ø With approximately 175 staff across 3 functions, our Change Group represents half of the Change Directorate.

Ø Whilst we are still in a period of transition due to the ongoing OneHMPPS HQ redesign, we are steadily developing our future vision and priorities, in line with wider HMPPS and ministerial commitments.

Ø Last year, we expanded our transformative Gateway Management System (GMS) to include the prison service which is already paying dividends and enabling us to effectively, capture, coordinate and sequence change, helping to minimise the impact on our frontline colleagues.

Ø There are 6 Area Change Delivery Teams and 3 National Change Delivery Teams. These teams coordinate and schedule the implementation of local, national and programmatic change projects across HMPPS. 

Ø The Midlands Area Change Delivery Team is led by Jenna Titley and covers East and West Midlands Probation and Prison Groups.

Ø As a group, we are committed to evolving and enhancing the service we offer. We are privileged to have a wealth of experience and expertise across our directorate, and we look forward to capitalising on your skills and investing in your potential.

An overview of Change within His Majesty’s Prison and Probation Service (HMPPS)

Ø Across HMPPS, there are numerous change workstreams operating at any given time.

Ø The number of workstreams fluctuates as new programmes are created and existing programmes close.

Ø Our Change Group is responsible for overseeing change across the agency and providing the drivers and enablers that ensure reforms are successfully implemented and embedded across our frontline services.

Ø In line with agreed criteria such as: programme size, whole life costs, alignment with strategic objectives, some of these programmes may fall within portfolios - including our own HMPPS Change Portfolio - and are therefore subject to specific governance and mandatory reporting.

Ø Other programmes and projects may fall outside the scope of a portfolio; however, it is

Ø Still important we are aware of these change initiatives. Plus, in many cases, our teams still provide support, advice and expertise to help progress their delivery.

Ø On a monthly basis, the Change Board, chaired by our Executive Director Matt Grey, reviews change across the agency on behalf of the HMPPS Leadership Team (HLT).

How we capture and manage change in HMPPS

In the fast-paced world of operational delivery, it is crucial that we forecast, coordinate and manage change effectively to help minimise the impact on our frontline services.

➢ The Gateway Management System is our mandatory, centralised system for ensuring change proposals, or information requests for our operational colleagues, are captured, mapped and sequenced accordingly. This process provides leaders with a clear view of incoming changes; allowing for informed decisions on whether changes can be implemented based on current workloads and priorities.

➢ The system is more than just a tool; it's a commitment to operational excellence and testament to ‘modernising our estates and technology’ and ‘enabling people to be their best’ in line with our HMPPS Strategic Principles.

The basic lifecycle of a Change Programme

Irrespective of the level of governance applied to a change programme, most projects generally follow the same lifecycle.

There are four key stages:

➢ Planning and preparation

➢ Development and initiation

➢ Design and delivery

➢ Handover and closure

Our Change Group provides support throughout the change lifecycle.

Some of our Teams also continue to provide assistance post closure to help evaluate the effectiveness of the change which has been implemented.

Location of appointment

Position will need to be based at a Probation hub as listed below:

  • MOJ JSO Birmingham Centre City, B5 4UA
  • MOJ JSO Wolverhampton Prue Earle House, WV1 3JS
  • NMS Markham House FLR 2/3, S40 1TG
  • NMS Unit C, Nottingham One, NG1 7HG
  • NMS Units 8 Frank Foley Way, ST16 2ST
  • NPS 2 Cobden Street, Leicester, LE1 2LB
  • NPS 33 Kenilworth Road, Leamington Spa, CV32 6JG
  • NPS 8 Corporation Street, Lincoln, LN2 1HN
  • NPS Arrival Square, Mansfield, NG18 1LP
  • NPS Centenary House, Birmingham, B33 0LQ
  • NPS Derwent Court, Derby, DE1 2FZ
  • NPS Hope House, Dudley, DY1 4TA
  • NPS Melbourne House, Stoke-On-Trent, ST1 5RQ
  • NPS Sheriff's Court, Coventry, CV1 3RY
  • NPS Shrewsbury Probation Office, Shrewsbury, SY2 6AS
  • NPS Worcester Probation Office, Worcester, WR1 3QQ

Behaviours

We’ll assess you against these behaviours during the selection process:

  • Making Effective Decisions (Lead) Application and Interview
  • Changing and Improving - Application and Interview
  • Delivering at Pace - Application and Interview
  • Working Together - Application and Interview

Essential Experience:

  • Experience of implementing change projects
  • Experience of basic financial analysis
  • Experience of project planning

Technical Requirements:

  • NVQ Level 3 or equivalent in a relevant subject (or appropriate practical experience)
  • Microsoft: Word, Excel, Outlook, and PowerPoint (or equivalent i.e. Lotus Notes)  
Additional Information

There will be a requirement at times to travel across region. In line with our hybrid working policy, employees must be present in the office for at least 60% of their working hours, which equates to three days per week.

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 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.

Benefits

The MoJ offers a range of benefits:

Annual Leave

Annual leave is 25 days on appointment and will increase to 30 days after five years’ service, plus public holidays. Leave for part-time and job share posts will be calculated on a pro-rata basis

Pension

The National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF).  Please visit www.gmpf.org.uk for further information.

Please note: Any current Civil Servant who is a member of the PCSPS, by accepting an offer of employment to the National Probation Services will be opted out of the PCSPS and auto enrolled into the Local Government Pension Scheme.

Training

The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

Networks

The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender.

Eligibility

Staff on fixed term appointments must have been recruited through fair and open competition.

All candidates are subject to security and identity checks prior to taking up post.

Vacancies advertised “cross-government” are only open to all Civil Service employees and employees of accredited non-departmental public bodies (NDPBs) who were appointed on merit following a fair and open competition; or were appointed to a permanent post through an exception in the Civil Service Commissioners' rules.

Support

  • A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
  • Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
  • For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on www.GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.

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

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 TBS Recruitment Enquiries Team.

For more information on applying for a role as a candidate with a disability or long-term condition, please watch our animated videos.

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.  

Redeployment Interview Scheme

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

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

Civil Service Nationality Rules

This job is broadly open to the following groups:

  • UK nationals
  • nationals of the Republic of Ireland
  • nationals of Commonwealth countries who have the right to work in the UK
  • nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window) https://www.gov.uk/settled-status-eu-citizens-families
  • nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
  • individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
  • Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window) https://www.gov.uk/government/publications/nationality-rules

Reserve list

A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles.

Contact Information
Please email midlands.changedelivery@justice.gov.uk for further information.
 

If you would like further information about this role and the application process, please join the following briefing: 

Tues 12th May - 13.00

Microsoft Teams meeting

Join: Project Officer Briefing

MoJ:

If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Please quote the job reference

HMPPS

If you require any assistance please call 0345 241 5358 (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Please quote the job reference - 17355

Application form stage assessments

Behaviours
A sift based on the lead behaviour, Making Effective Decisions, may be held if a large number of applications are received. If a large number of applications remain after the initial sift, your application will be progressed to a full sift, where all behaviours will then be considered.
Behaviours Application Form Question Word Limit
250
Changing and Improving
Delivering at Pace
Making Effective Decisions
Working Together
Experience
We will assess your experience for this role via the following methods
Statement of Suitability
Evidence of Experience
Statement of Suitability

Interview stage assessments

Interview Dates
Face to Face at Derwent Centre, Derby – DE1 2EQ. Dates to be confirmed
Behaviours
Changing and Improving
Delivering at Pace
Making Effective Decisions
Working Together
Strengths
Strengths will be assessed but these are not shared in advance. To learn more about Strengths and how they are assessed please click here.
Level of security checks required
DBS Standard

Use of Artificial Intelligence (Al)

Artificial Intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action.  Please see our candidate guidance for more information on appropriate and inappropriate use.