Operational Contract Manager

The Controller (B9) is the most senior representative of the Secretary of State. As such, he/she is accountable for ensuring delivery, negotiating change, encouraging innovation and the highest levels of performance. The Controller must ensure any contractual failings are remedied and/or the application of contractual levers when necessary, escalating unsatisfactory performance to the Head of Group and PCG Senior Leadership Team.

The Deputy Controller (B7) is the senior on-site representative of the Prison Contracts Group, their role is to oversee and report the activities, outputs and deliverables as stated in statute, contract, and law within a prison setting. They have responsibility for monitoring the contract, act as the authority in a number of contexts and oversee the contract and operations delivered inside the establishment. They are accountable to the Controller and Head of Group on areas of delegated authority.

The Contract Assurance Specialist (B5) is responsible for the production of complex strategic reports, including in-depth research and statistical analysis for high-level management information to support decision making. They develop and undertake quality assurance procedures to ensure data is captured correctly and efficiency savings are identified, therefore ensuring that contracts are compliant and work effectively.

The Assistant Controller (B4) is a specialist role that supports assurance in contract and delivers support to the Controller/Deputy Controller in the formal monitoring arrangements. The Assistant Controller will also carry out assurance and compliance work, co-ordinate Notice of Change (NOC) reviews, analyse and present performance progress at monthly and quarterly meeting (highlighting successes and failings), maintain accurate collation of penalty points, and other core contract management tasks.

Overview of the job

This is a HQ role, located in geographically dispersed teams across England. The post is based in the Directorate of Contracted Operational Delivery (DCOD)

The job holder will provide robust contract management to ensure successful delivery of a portfolio of operational contracts. The job holder will be responsible for between 2 and 20 operational contracts covering varying degrees of complexity, value and risk.

The job holder will also work with business users and senior stakeholders to make sure that the contracts are delivering expected outcomes and problem solving operational issues.

Total value of these contracts is approximately £60 million.

The Contract Manager will be a key interface for HMPPS in the supply chain and be responsible for managing and developing relationships with internal and external stakeholders at Senior Manager and Deputy Director level to represent and ensure the HMPPS and DCOD strategic vision is delivered.

The post holder will work to the Senior Contract Manager and may hold line management responsibilities and/or be responsible for allocation of work to team members. It may also include project management.

This post is non-operational., Accountable for robust management of the contract review process, including financial and performance monitoring, to completing related reports for discussion in holding providers to account and negotiating budgets and targets.

Accountable for securing relevant assurances of compliance on the implementation of specifications, new services, national instructions, audit and Inspectorate recommendations and highlight barriers to compliance and provide feedback and recommendations.

Accountable for ensuring that contracts remain fit-for-purpose by determining, negotiating and implementing contract variations and all other contract requirements alongside commercial contract management.

Responsible for identifying issues that might impact on contract delivery and taking the appropriate action, which entails supporting the development of remedial action and manage this through to conclusion or escalate as appropriate, to resolve and mitigate risks.

Responsible for managing and developing the relationship with the providers and other internal and external stakeholders to support the HMPPS objectives. This involves managing the expectations of change within HMPPS and wider commissioners who use the contracts.

The post holder will play a key role in ensuring value for money, ensuring that the Secretary of State's statutory responsibilities are delivered.

The post holder will engage subject matter experts e.g. Health and Safety as required.

The post holder will be required to take part in HMPPS national reviews, working groups, and National Boards, to advise and influence HMPPS strategy.

The post holder will be required to travel.

Responsibilities, Activities and Duties

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

• To be a key interface between HMPPS and the provider for delivery issues and relationship management. To co-ordinate a schedule for formal reviews for all contracts held for the complete operational year, ensuring that all the key representatives attend which includes relevant senior managers.


• Building on the relationship with each provider, develop and implement a mature, effective and appropriate contract relationship for the monitoring of each contract, as set out in the portfolio and contract management plan.


• Working with the provider's contract representative(s) (Senior Manager), to determine the information that is required to demonstrate contract compliance and thoroughly analyse it so that HMPPS aims, objectives and values are being achieved. This is demonstrated through a wide range of evidence, reports and observations as detailed in the contract or portfolio management plan.


• The post holder continuously analyses and challenges contract performance utilising a complex range of data from a wide range of sources e.g. Provider data including Risk registers, Board assurance, Financial reports; HMPPS data including Performance hub, Audit reports, Finance documents, reports and intelligence gathered from the operational stakeholders. Through enhanced dialogue with the provider, negotiate and agree a plan of action to address deficiencies or make the decision to escalate as appropriate.


• The post holder will detail and report on exceptions and risk to the formal contract/portfolio review meeting, including any agreed or non-agreed rectification actions. As a standing member of the contract review meeting the post holder will present the issues and make recommendations to the Senior Contract Manager.


• Responsible for ensuring that contracts remain fit for purpose by identifying and responding to issues that require contract variations to be instigated, including policy or delivery changes, evaluating business cases and instigating the contract variation process with MoJ CCMD as required, thus ensuring that the contract is legally binding.


• Provide strategic insight and build relationships by representing CCD at relevant national and local meetings appropriate to the role e.g. change programmes and projects and strategy meetings. Act as the expert advisor on the contractual context between the provider and HMPPS, providing feedback on contractual implications, impact, making recommendations to ensure that the contract remains fit for purpose


• Make representations to the Senior Contract Manager, to ensure that the existing performance of the provider(s) both in terms of delivery requirements, financial performance and locally gathered intelligence is considered to inform future strategies.


• Influence annual contract negotiations with providers by reviewing the provider response. Using robust management information, challenge appropriately to maximise the "provider offer" in terms of value for money and HMPPS strategic objectives and ensure that there is a robust evidence base to support decisions made should the rationale be challenged during the negotiation period and throughout the life of the contract.


• Represent HMPPS at a local and national level to ensure public/provider confidence and the professional reputation of the agency. Represent Senior Contract Manager/Directorate, at stakeholder/partner events as required. This may include development of relationships with other providers, Prison and Probation Analytical Services (PPAS), Commercial Directorate and external stakeholders such as HM Courts and Tribunals Service, Crown Prosecution Service, Police and Local Authorities.


• Work with HMPPS partners/future partners to manage change including the competitions pipeline management, potential mergers, local and national pilots, working with Directorate and Procurement colleagues as appropriate. In addition, provide guidance on contractual issues and if required ensure any contract changes are implemented, notably Exit Management, disengagement processes and mobilisation transition and transformation to the new contract.


• Provide local information and intelligence to support the preparation of Ministerial briefings as required and in response to complaints, Ministerial correspondence and submissions e.g. annual Inspectorate report, Treat as Official enquiries and Parliamentary Questions.


• Direct work and allocate duties according to team and HMPPS and CCD Strategic Priorities as agreed with Senior Contract Manager. This may include the provision of Line Management


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., 37 hour working week.
The job holder must be able to fulfil all spoken aspects of the role with confidence in English or (when specified in Wales) Welsh.
Additional Information

DoCOD wants to be a diverse and inclusive group and a great place to work for everyone that joins us. We actively encourage flexible working and encourage applications from anyone that wants to work differently, for example part-time or job share.

The successful candidate is expected to base in a prison 3 days per week.

Operational Contract Manager - PFI Exit, Competition and Mobilisation: The successful candidate will be required to travel to and work from Privately Managed Prisons during the competition and mobilisation phases. They will play a significant role in the prison competition process which includes (for every competition) but is not limited to; exit and mobilisation activity in the prisons, evaluation and moderation. They will also support on driving the Medium-Term Supply projects across Privately Managed Prisons, working with the HMPPS project teams and private prison operators and SPVs to deliver the projects on time. Operational Contract Manager: Will be required to work with the PMP Contract Management teams to support overall contract management delivery, project delivery and thematic work, prevent value erosion and support assurance of contract deliverables. They will work within all the existing 15 PMP contract management teams.

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.

If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitable qualified staff.

The Loan/Secondment is subject to the approval of the selected candidate's Business Unit, which should be obtained before confirmation of appointment., The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit : https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

Redeployment Interview Scheme

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

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

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
  
  An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh., Seeing the Big Picture


• Changing and Improving


• Making Effective Decisions


• Communicating and Influencing


• Managing a Quality Service, Enhanced knowledge of working with public sector contracts and an understanding of contractual boundaries and demonstrates knowledge of contractual obligations.


• Demonstrate experience of problem solving to deliver required outcomes.


• Experience working collaboratively with HMPPS directorates/providers/ stakeholders and partners.


• Strong proven ability to develop productive working relationships in both a contractual environment and with a diverse range of internal and external stakeholders.


• Proven ability to be self-motivating and demonstrate experience of initiating challenges to providers with successful outcomes.


Technical Requirements

• Cabinet Office Foundation and Practitioner Level Contract Management accreditation or equivalent.


Ability

• Proficient performance and financial management negotiation and analytical skills to derive best value from the contract and/or service provided.


• Exceptional ability to manage uncertainty and respond flexibly to a changing environment.


• Working with technical, financial and commercial specialists to address and resolve quality and performance issues.


• Excellent Communication skills both written and oral, including strong numerical, IT and presentation skills.


• Excellent understanding of HMPPS strategic direction with an ability to influence others in a professional and diplomatic way., Changing and Improving

Making Effective Decisions
Communicating and Influencing
Managing a Quality Service
Strengths may also be assessed at interview but these are not shared in advance.

The Prison Contracts Group (PCG) group sits within the Directorate of Contracted Operational Delivery (DoCOD) which is responsible for the operational contract management of a large portfolio of contracts, including Prisoner Escort Custody Service, Electronic Monitoring, Community Rehabilitation Serices, Prisoner Education and Operational Contracts for a variety of goods and services. PMP contracts alone have an annual value of £564m.

PMPs were first introduced to the UK in 1992 when the Conservative Government issued short-term contracts to security companies to operate a limited number of publicly owned prisons, the first being HMP Wolds in Yorkshire which was operated by G4S. The first wholly private prisons were often financed through the use of a Special Purpose Vehicles (SPVs) under private finance initiatives (PFI). These were often known as DCMF prisons as they were designed, constructed, managed and financed by the private sector, the first being HMP Altcourse which opened in December 1997 and was operated by G4S.

There are currently 15 privately operated prisons in England and Wales
• operated by G4S Justice Services, Serco Custodial Services and Sodexo Custodial Services. In total they currently accommodate approximately 20% of the closed prison population across England and Wales. (HMP Parc is managed under the Area Executive Director (AED) for Wales and not the PCG).


PMPs are subject to the same scrutiny from official bodies as those in the Public Sector, including HM Inspectorate of Prisons (HMIP), Ofsted, and Operational and System Assurance Group (OSAG).

Governors of private prisons are referred to as 'Directors'. They each have their own staffing structure and they work to their respective Chief Operating Officer (COO). Prison Custody Officers (PCOs) are trained to the same level as Prison Officers and are licenced by Controllers to operate as a PCO once they are fully qualified.

All privately managed prisons have a named Controller who, with their team, ensures the prison is operated in line with the agreed contract.

The national salary range is £46,549 - £55,862, London salary range is £49,079 - £60,478. Your salary will be dependent on your base location, Annual Leave

• The holiday year runs from 1 March. If you work a non standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment. If you were appointed internally and your leave was previously calculated in days, this will continue to be the case.


Bank, Public and Privilege Holidays

• You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays.


Pension

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


Work Life Balance

HM Prison & Probation Service (HMPPS) is keen to encourage alternative working arrangements. Work life balance provides greater opportunities for staff to work more flexibly wherever managers and establishments can accommodate requests to do so. HMPPS offers flexible working subject to completion of a satisfactory probationary period and NVQ

Season Ticket Advance

• After two months' service, you'll be eligible to apply for a season ticket advance to purchase a quarterly or longer-period season ticket for travel between home and your place of work


Childcare Vouchers

For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers

Training

HMPPS is committed to staff development and offers a range of training and development opportunities, including areas such as Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti Bullying Programmes

• There are opportunities to access promotion programmes and HMPPS provides a variety of training appropriate to individual posts


• All staff receive security and diversity training and an individual induction programme into their new roles


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 the HMPPS considers to be racist


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 Shared Service Connected Ltd (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com);


• 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 SSCL Recruitment Enquiries Team.

For more information on applying for a role as a candidate with a disability or long-term condition, please see our Disability Confident Scheme Frequently Asked Questions webpage.

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.
Interview dates
To be confirmed
Assessment centre dates
N/A
Closing Date