Contract Management Process Assurance Manager

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As well as the responsibilities outlined in the JD, each of the team are assigned a specialist area for which they are responsible. The successful candidate may be assigned the responsibility for contract risk management or contract performance, and whilst knowledge and experience in this area is not essential it may be beneficial.)

Overview of the job

The Contract Management Process Assurance Manager will contribute to the establishment, development and provision of assurance to HMPPS on the delivery of effective contract management covering all HMPPS contracts (circa 500 contracts, estimated total value £2bn p.a.), to reduce the risk of contract management failure.

The job holder will work as part of a small team (within CMIT) of around 6 people and will be lined managed by the Contract Management Improvement and Assurance Manager (Band 8) and report ultimately to the Head of Contract Management Assurance & Reporting (Band 10). Main bases for the team are Wellington Place Leeds, Peterborough or Southern House Croydon. The role is non- operational and does not currently have line-management responsibilities but could be added should the structure of the team change.

Travel will be involved in visiting Contract Management Teams across the country and occasionally this may involve overnight stays. Team meetings are held in Croydon, Peterborough and Leeds which you would be expected to attend.

Summary

This role forms part of the overall Operational Contract Management Assurance landscape within HMPPS. It fits within the multi-disciplinary, Contract Management Improvement Team (CMIT), providing services to assist and support colleagues (especially HMPPS Operational Business Owners) managing contracted-out services. By successfully carrying out this role, the job holder will contribute to reducing the risk of contract management failures and associated financial and reputational impacts on MoJ and HMPPS.

Although not exhaustive, example high level duties will include:

Managing a program of agreed assurance assignments.Analysing information and drawing evidenced based conclusions.Producing outcome/reporting material to quality requirements.Developing and managing effective stakeholder relationships.Supporting the Head of Assurance and the 3 Band 8s on the team by undertaking ad-hoc assurance related activities as part of a resource pool.

Responsibilities, Activities and Duties

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

Supporting the CMIT Assurance Team in the scheduling of work, including the CMIT Annual Delivery Plan. Supporting and organising the delivery of agreed assurance assignments, and demonstrating an effective use of resources and focussed management of the tasks within agreed timescales.Taking responsibility for planning individual assignments and obtaining the information and evidence required for assurance of effective operational contract management from a variety of sources. This is likely to be through interviews often with more senior grades, surveys, and system and documentation review.Lead assurance reviews utilising relevant business systems ensuring compliance with HMPPS policies and procedures. This will include payment assurance and ensuring that the appropriate payment mechanisms are in place. Analyse information received, identifying any applicable issues and collaboration with relevant stakeholders to build an evidenced opinion on the effectiveness of the contract management activities reviewed.Analyse a combination of both quantitative and qualitative data from a range of data sources drawing out key informed conclusions and/or providing recommendations or solutions to support HMPPS strategies.Building and maintaining effective relationships with key customers and stakeholders (Senior Business Owners, Contract Management Teams, Commercial, Finance and others as required). Adding value as an influencer to individual business areas and the wider contract management community through the provision of recommendations, signposting and on- going support, acting on feedback from those customers and stakeholders as required.Reporting and explaining progress of assigned assurance activities to the CMIT management team and governance boards and ensuring key customers and stakeholders are kept informed of progress.Drafting, amending and agreeing key documentation to support allocated assignments - for example Terms of Reference, Draft and Final reports.Draft ad-hoc and planned papers and reports for presentation by Band 8s and Head of Assurance to senior leads and strategic level forums across HMPSS and wider MoJ.Leading and developing own workstreams to improve and add value of CMIT and/or strengthen contract management processes.The job holder will be part of the wider CMIT and will aim to ensure that the assurance function works efficiently, effectively and in a complimentary way with others within CMIT and across HMPPS.Being alert to potential fraud and acting as a point of referral for confidential staff and provider concerns (whistle blowing cases).

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.

Behaviours

Changing and ImprovingMaking Effective DecisionsCommunicating & InfluencingWorking TogetherManaging a Quality Service

Essential Experience

No specific qualifications are essential but experience and skills relevant to management, assurance and contract management are required. Specifically:

Strong understanding and experience of the challenges involved in contract management of commercial contracts.Strong understanding of programme and project management principles and techniques.Understanding and experience of assurance processes and internal and external audit.Good presentation and interpersonal skills.Understanding and experience in the criminal justice system, especially prisons or probation, is desirable but not essential.

Ability

Excellent communicator, through both verbal and writtenSkilled at combining the big picture and forensic attention to detail to identify the key issues from working level to BoardSkilled in reviewing information and identifying issues with consistency and coherence in line with an organisation's strategy, assurance methodology andAble to support change at a team and organisational level, adopting a continuous improvementAbility to provide coaching to peers and other stakeholders across multidisciplinary teams and share relevant and up to date best practice within his or her area ofProficient in the use of Microsoft tools (Word, Excel PowerPoint, etc.).