5881 - Audit and Compliance Officer - 5881 - Ministry of Justice

Descriptions & requirements

Job description

Job Title – Audit and Compliance Officer

Grade - EO

Location – National (JSO or Learning Venue)

Contract Type – 1x Permanent Role

Overview of the role:

This is an administrative role, based within MOJ People & Capability's Prison Learning Delivery (PLD) team.

The job holder will be responsible for monitoring and inputting information and data related to the Prison Officer Training, Operational Training and other learning services provided by PLD.

The job holder will provide audit and compliance information and data, highlighting risks, and raising performance concerns as appropriate.

The job holder will report directly to People and Data Compliance Manager, undertaking assurance and evaluation tasks that will provide performance data to PLD.

The job holder will manage a program of audits, assigned by the People & Data Compliance Manager, to the required standard, focusing on priorities and highlighting trends and risks.

The purpose of this role is for monitoring and assuring PLD compliance across all areas, the jobholder will be required to make decisions and manage the day to day audit processes.

Summary

The jobholder has significant responsibility for the co-ordination of audit processes and activities, data management and the analysis of data, whilst working alongside both MOJ and HMPPS stakeholders.

The priority for this role is ensure audit processes and activities are completed within the specified timescales and adhere to standard policies set within the group.

The job holder will need to ensure that databases are maintained accurately, stakeholders are updated and risks are escalated and any data discrepancies are communicated to the responsible owners.

The job holder will be expected to continually work to promote understanding of risk management, audits and Governance within PLD, whilst building and sustaining effective working relationships and networks, seeking to realise the long term vision of PLD.

The jobholder will be able to work at pace, deliver accurate data, and be able to provide solutions to tasks by the collation of information.

This is a specialist administrative role with responsibility and accountability.

There may be a requirement for some line management.

The jobholder will not be required to work unsociable hours however there may be a requirement to work outside of normal hours on occasion.

Responsibilities, Activities and Duties:

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

• Undertake the transactional activity associated with audit and compliance. This includes processing paperwork ready for checking and onward transmission by the People and Data Compliance Manager

• Monitor and present data reporting on performance and governance

• Verify the accuracy of data by referring to source to clarify and verify information and make appropriate corrections.

• Locate necessary data and source relevant documents that provide appropriate evidence.

• Select appropriate codes and abbreviations and input data according to established procedures and data format standards.

• Identify any discrepancies with stakeholders’ data on a daily basis, before forwarding to Compliance Manager

• Work with finance to verify invoices and charges

• Ensure appropriate records and documents are kept according to established procedures

• Format and generate routine reports

• Provide routine statistical data for meetings, enquiries, submissions.

• Attend and support with the administrative duties related to relevant Contract Review Meetings.

• Work with finance team to perform sample audits on monthly data and to report findings to the management team.

· Review, develop and deliver audit processes

• Be the vetting contact point

• Provide data on ad-hoc basis for internal and external stakeholders including internal and national audits

• Work as part of the Governance Team, undertaking general duties commensurate with the post as required

General

The duties/responsibilities listed are 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.

Leadership and Management

Collaborative working – working across functional and organisational boundaries, representing PLD professionally and consistently.

Management and resources – be mindful of how you use resources, always ensuring best value for money and efficient use.

Act as a role model displaying behaviours in accordance with PLD’s values and behaviours.

Actively encourage and support all colleagues.

Continually develop yourself through CPD.

The job holder will have line management responsibility this will involve; effectively managing staff absences in line with the Attendance Management Policy and Disciplinary Policy, performance managing employees and reporting progress through to the Senior Management team, providing employees with coaching, mentoring direction, and building development plans for progression and upskill.

Challenge conventional ways of thinking; promote the PLD ways of working and encourage a culture of learning and continuous development across the organisation. PLD is committed to delivering a high-quality learning service and expects all staff to strive for excellence in their function.

Values

Proactively promote and model the values and behaviours of PLD and embed the organisational mission and vision within PLD.

Support the wellbeing of our PLD family by making it a priority, ensuring that wellbeing is at the forefront of our conversations and interactions.

This team is currently undergoing a reorganisation and so the responsibilities of the role maybe subject to change.

Essential

· IT literate with good working knowledge of Microsoft applications

Application Process

You will be assessed against the Civil service success profiles framework.

Sift:

You will be asked to provide 250 word examples of meeting the following three behaviours:

· Delivering at Pace (Lead Behaviour)

· Working Together

· Making Effective Decisions

· Changing and Improving

In the event of a large volume of applications being received, an initial sift will carried out on the lead behaviour (Delivering at Pace).

You will also be required to write a statement of suitability in 750 words, please show how you meet the responsibilities, activities, duties and essential criteria.

Interview:

Candidates invited to interview will be assessed on the three Behaviours (listed below), and Strengths. Interviews will be held virtually via MS Teams.

· Delivering at Pace (Lead Behaviour)

· Working Together

· Making Effective Decisions

Additional Information

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). All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity.

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: All successful candidates will be appointed to the nearest viable office nearest to their home postcode and on its respective pay scale. This will be at either a HQ building (subject to desk allocation, a Justice Collaboration Centre (JCC) or a Justice Satellite Office (JSO) – See Map. All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity).

For current MoJ employees, your base location will need to be changed to the nearest viable office (to your home postcode), either at a HQ building, JCC or JSO within the National Office Network and moved its location’s respective pay scale (any legacy arrangements/locations will need to be amended).

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.

MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer.

All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices. Standard full time working hours are 37 hours per week. MoJ 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 MoJ’s 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.

There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.

Pension

The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.

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 employees.

Eligibility

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

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.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

To Transformative Business Services (0345 241 5359 (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk);
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 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

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 5881

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 5881

Ministry of Justice

5881 - Audit and Compliance Officer

General Information

Descriptions & requirements

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Application form stage assessments

Interview stage assessments