7799 - Systems and Contract Management Assurance Officer

The national salary range is £33,275, London salary range is £36,590 - £38,316. Your salary will be dependent on your base location

Working Pattern

Full Time

Vacancy Approach

External

Location

National

Region

National

Closing Date

28-Jul-2025

Business Unit

AGY - NOMS Agency

Post Type

Permanent

EO

Number of jobs available

1

Reserve List

12 Months

Job ID

7799

Descriptions & requirements Overview of the job

This is a HQ role, located in geographically dispersed teams across England.

The post is based in Custodial Contracts Directorate (CCD).

The post holder will work as a member of the Systems and Contact Management Assurance Team as part of the wider Governance & Risk Team, helping to ensure that it operates effectively and efficiently; to maintain correct and appropriate relationships with both team colleagues and other stakeholders. As and when required conduct duties on behalf of the team.

The post holder will work to the Portfolio Manager. There are no line management responsibilities.

This post is non-operational.

Summary

Responsible for managing our Governance, Risk and Compliance (GRC) system according to the internal control framework by making sure the right users have access to the right information and that all users are aware of their responsibilities for handling information properly.

Responsible for managing the policy module of GRC system by keeping an up to date policy review schedule and working with group policy owners to make sure that all auditable documents in portfolio/category/contract management plans are reviewed in line with contract management minimum standards.

Responsible for setting up new users on the GRC system and making sure they can access guidance and are up to date with responsible for information training. Maintaining controls over access to the GRC system.

Responsible for reporting on policy acceptance though the GRC system to the Governance and Risk SMT. Maintain working links with the GRC system supplier account managers and support team to ensure effective resolution of any group issues.

Responsible for contract management assurance reporting across the group to include portfolio dashboards, gold contract scorecards, risk reporting and other relevant data.

Completing central control checks and maintaining control frameworks relating to contract management.

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 Assurance

•Ensure quality assurance procedures for the contracts work effectively

•Provide support to relevant contract managers and stakeholders

•Provide reporting to the group on the effectiveness of processes (this may cover risk, financial MI or people strategy for example)

•Support the wider Governance and Risk Team in coordinating internal and external audits of contract management

•Develop and maintain contract management control framework

Act as a system administrator for the GRC system

•Act as point of contact for new user accounts. Ensure that an up to date list of current users and their access permissions is maintained

•Publish policies, design and publish questionnaires and manage action functions

•Ensure an effective policy review schedule is in place for all policies published on GRC system

•Cover the team functional mailbox responding to GRC system queries

•Collate management information for contracts

•Manage completion of gold contract scorecards including completing any centrally driven management information

•Respond to straightforward supplier issues

Office Management and Administration

•Ensure effective office administration processes are in place; this will include supporting and minuting meetings

•Prepare relevant statistical performance data and reports for the team and relevant stakeholders, including any ad-hoc reports and other information, as required

Representational and other duties

•To represent the Systems and Contract Management Assurance Team at relevant meetings or other events, briefing the rest of the team appropriately and ensuring that all action points are either delegated or acted upon

•To complete any other duties or tasks as requested by the Portfolio Manager or Head of Systems and Contract Management Assurance

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

•Changing and Improving

•Managing a Quality Service

•Working Together

•Communicating and Influencing

•Good communication skills (both written and oral) and generally digitally competent

•Good understanding of HMPPS strategic direction with an ability to influence others in a professional and diplomatic way

•Demonstrable experience of problem solving to deliver required outcomes

•Foundation level knowledge of working with public sector contracts and an understanding of contractual boundaries and demonstrates knowledge of contractual obligations

Ability

•Proven ability to be self motivating and demonstrate experience of escalating challenges to contribute to successful outcomes

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

•Reasonable competence with Excel (including using charts to visualise data) and experience working with management information

•Ability to manage uncertainty and respond flexibly to a changing environment

Hours of Work (Unsocial Hours) Allowances

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). 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 aMoJoffice 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 withthe 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 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 . click apply for full job details