HQ Job Description (JD)
Band 6
Directorate: Electronic Monitoring Directorate
Job Description - Contract Management Support Officer
Document Ref.
JES-HQ-2552 Contract Management Support Officer v2.0
Document Type
Management
Version
2.0
Classification
Official
Date of Issue
11 February 2021
Status
Baselined
Produced by
Job Evaluation Assurance and Support Team
Authorised by
Reward Team
JD Evidence
JES-HQ-2552 Contract Management Support Officer v2.0
Job Description
Job Title
Contract Management Support Officer
Directorate
Electronic Monitoring Directorate
Band
6
Overview of the job
Accountable to the Senior Contract Manager (SCM) the CMSO will support efficient
and effective contract management of the Electronic Monitoring Service and the
associated support contracts. The post holder will also support the management
and testing of performance data provided by the suppliers and support the wider
quality and compliance assurance work of the EM Contract Management Team.
Summary
The CMSO is a support role with administrative, secretariat and data handling and
analysis 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 the service and manage the relevant contracts.
Working alongside the Senior Contract Manager and Service Managers (SM), the
CMSO will support the delivery of the contract management governance processes
in relation to the 4 contracts that make up the EM Service. They will provide a
secretariat service by co-ordinating the Monthly Performance Meetings, Service
Management Meetings, Governance Board, Provider Integration meetings and other
groups as directed by the SCM and SM.
The post-holder will support operational audit activity to assist the process of OA
such as data collection and analysis, research and observation of EM practice and
performance.
The post holder will undertake research and analysis activities as required which will
demand initiative and self-motivation. E.g. review of stakeholder surveys and
opinions, development of 'good practice' case studies, reporting on risk and
monitoring the provision of third-party commissioned services.
The post holder will also ensure that changes to data requirements are approved by
the Data Gateway Services protocol.
The geographical base for the CMSO post is Manchester, 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 the Senior Contract Managers and Service
Managers; the Contract Assurance Meetings, Monthly Performance Meetings,
Service Management Meetings, Provider Integration and Governance Board and
any other meetings convened by them.
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 enacting version control on all relevant
documentation.
? Supporting the delivery of the assurance activities to operationally audit and
analyse provider delivery data including: routine sample testing of performance
JES-HQ-2552 Contract Management Support Officer v2.0
information and validation of reported data; involvement in periodic process
review activities; and observation of EM activities.
? Reviewing and monitoring providers’ performance data.
? Supporting Senior Contract Managers and Service Managers in the delivery of
on-going contract management activities - e.g. following-up requests for
information, scheduling of ad hoc meetings.
? Conducting research and analysis activities as required - e.g. review of
stakeholder surveys and opinions, analysis of MI trends and issues, development
of ‘good practice’ case studies, reporting on risk and monitoring the provision of
third-party commissioned services.
? Providing information to Director/MoJ and others as required.
? Ensuring changes to data requirements are approved by the Data Gateway
Services protocol.
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.
An ability to fulfil all spoken aspects of the role with confidence through the medium
of English or (where specified in Wales) Welsh.
Behaviours
? Communicating and Influencing
? Changing and Improving
? Managing a Quality Service
? Working Together
? Leadership
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Experience
? Good understanding of HMPPS strategic direction
? Sound knowledge of Project and Programme management techniques.
? Strong attention to detail.
? Strong analytical skills and research and evaluation skills to make informed
judgements on concern and gaps in provision.
? Strong Business support and/or secretariat experience.
? Experience of co-ordinating, organising, reviewing and taking minutes of high
level meetings in a politically sensitive environment involving a wide range of
senior representatives.
? Strong commitment to valuing and promoting diversity as the vehicle for
achieving successful business outcomes.
Technical
Requirements
Ability
? Good level of confidence sufficient to allow post holder to represent the
organisation in a professional manner to a range of stakeholders.
? Sound skills to enable management of effective relationships in a contractual
and political environment.
JES-HQ-2552 Contract Management Support Officer v2.0
? Sound attributes to prioritise the management of tasks and risks and with
appropriate support, advice and guidance deliver tasks to time
? Sound problem solving, planning and communication skills
? Strong numerical and IT skills with strong presentation skills (written and
verbal).
? Strong networking capabilities enabling the development of productive
working relationships across organisational boundaries and across all levels
of an organisation.
? Sound ability to work in a dispersed team and be a self-motivator with the
capacity to organise and prioritise on the basis of organisational reputation/
financial risk
? Strong commitment to excellence within a changing landscape with the
ability to innovate and adapt working style
? Good ability to maintain professional integrity and adherence to
organisational priorities in the face of competing pressures
Minimum Eligibility
Please do not alter this box
? 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
JES-HQ-2552 Contract Management Support Officer v2.0
Success Profile
Strengths
Behaviours
It is advised strengths
Ability
Experience
Technical
are chosen locally,
recommended 4-8
Communicating and Influencing
Choose an item.
Good level of confidence
Good understanding of HMPPS strategic
sufficient to allow post holder
direction
to represent the organisation
in a professional manner to a
range of stakeholders.
Changing and Improving
Choose an item.
Sound
skills
to
enable
Sound knowledge of Project and
management
of
effective
Programme management techniques.
relationships in a contractual
and political environment.
Managing a Quality Service
Choose an item.
Sound attributes to prioritise
Strong attention to detail.
the management of tasks and
risks and with appropriate
support, advice and guidance
deliver tasks to time
Working Together
Choose an item.
Sound
problem
solving,
Strong analytical skills and research and
planning and communication
evaluation skills to make informed
skills
judgements on concern and gaps in
provision.
Leadership
Choose an item.
Strong numerical and IT skills
Strong
Business
support
and/or
with strong presentation skills
secretariat experience.
(written and verbal).
Choose an item.
Choose an item.
Strong networking capabilities
Experience of co-ordinating, organising,
enabling the development of
reviewing and taking minutes of high
productive
working
level meetings in a politically sensitive
relationships
across
environment involving a wide range of
organisational boundaries and
senior representatives.
across all levels of an
organisation.
JES-HQ-2552 Contract Management Support Officer v2.0
Choose an item.
Choose an item.
Sound ability to work in a
Strong commitment to valuing and
dispersed team and be a self-
promoting diversity as the vehicle for
motivator with the capacity to
achieving successful business outcomes
organise and prioritise on the
basis
of
organisational
reputation/ financial risk
Choose an item.
Choose an item.
Strong commitment to
excellence within a changing
landscape with the ability to
innovate and adapt working
style
Good ability to maintain
professional integrity and
adherence to organisational
priorities in the face of
competing pressures
JES-HQ-2552 Contract Management Support Officer v2.0