DTS Commercial Administrator

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit:

https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

HM Courts and Tribunals Service

Directorate: Digital Technology Services (DTS)

Pay Band: HEO

Job Title: Commercial Administrator

Location: National

Term: Permanent

Interview: Video conference via Teams

Important salary details

New recruits to the Civil Service joining MoJ are expected to join at the band minimum.

Existing Civil Servants applying on promotion, will usually be appointed on the salary minimum of the new pay band, or receive an increase of 10 percent on the current base salary, whichever is higher (This is restricted to the pay maximum of the new band).

Merit List

HMCTS run a Merit List, where candidates who are unsuccessful at interview, by only a few points, can be offered other roles, at the same band, for up to 12 months!

So, it is always a good idea to apply for a role, and try as best as you can at interview, as you never know what future opportunities it may open! You will be able to view your status via the application screen. If you have been added to the Merit List, your status will show either Merit or Reserve list.

Introduction

These are exciting times at HM Court and Tribunals Service (HMCTS). As an agency of the MoJ, we support the judiciary across England and Wales, and we are looking for talented people to help us achieve our ambitions. It will be challenging, important and rewarding.

DTS is creating a place in which it is great to do work and part of our offer is brilliant training opportunities and support from expert colleagues. As well as that you’ll find flexible working, an inclusive culture and a place where your opinion is valued.

Job Description

This role proactively identifies opportunities to improve Statement of Work (SOW) planning and Administration. Lead on the raising Purchase Orders, ensuring they are completed in time so that Suppliers can raise invoices and be paid. Successfully deliver high quality outcomes by ensuring that invoices are received and receipted in line with the signed contract timeline.

Lead on the onboarding and offboarding of contractors within DTS. Ensuring that all checks are in place so that they can request an IT account to be set up for when the contractor starts to ensure DTS gains value for money from day one. Engage stakeholders to ensure any contractors leaving DTS are offboarded immediately and systems accessed are disabled and valuable equipped is returned.

Key Responsibilities

Statement of Works (SOWs)

In the absence of the Team Leader they will be responsible for leading the team and delivering signed SOWs. Responsible for delivering Financial, Budget Holder, Commercial and Chief Financial Officer’s approval, which are the fundamentals of the end to end processes of the governance associated with a SOW. Contribute to the development of improved planning processes to inform DTS management of what SOWs need to be authorised and progressed Develop knowledge of SOWs across the totality of DTS, digital, data and technology landscape, and proactively, in accordance with risk best practice manage and mitigate issues around the non-delivery of contracts and contractual activity within DTS Programmes & Projects, including Reform which is a strategically important and significantly complex programme that is part of the Government’s Major Project Portfolio. Responsibility for proactively managing key senior stakeholders within HMCTS Reform Programme; this would include working directly with Directors and Deputy Directors to ensure fit for purpose legally and commercially compliant SOWs are approved. Responsibility for developing knowledge to the point of contact and knowledge across the DTS landscape for processes and procedures associated with establishing and monitoring SOWs. Develop clear documentation to articulate best practice for all DTS Business areas acting as a centre of excellence. Responsible for working with colleagues and senior stakeholders within DTS and the wider HMCTS to identify, develop and deliver improvement and innovation to working practices within the commercial area of responsibility.

Purchase Orders (POs) and invoicing

Delivery of professional excellence across all SOWs, POs and invoicing processes, taking swift action to address any issues that arise to enable accurate and efficient accounting for DTS, and payment for suppliers. Provide financial oversight of commercial contracts (c£35m) within DTS. Manage internal approvals process for invoice receipting ensuring Senior PMs are happy with the services delivered before approving payments. Lead on delivery of POs, working under their own initiative, evaluating data and interpreting results as well as working at pace in response to business needs. Identify risks and resolve issues efficiently with POs and Invoices with suppliers where the delivery and quality of service does not meet DTS requirements. Build close relationships with suppliers to regularly communicate any outstanding invoices or POs, ensuring the business area produces robust information management records. Leading on the administration of financial reporting processes, including preparing outturn and forecast returns.

Onboarding/Offboarding

Lead on the development of a data tool to keep an up to date “real-time” view of which services/roles are in place, embedding use of this across all of DTS onboarding/offboarding and ensuring compliance with its use. Lead on the onboarding process to ensure systems accesses are requested and granted before the contractor starts to ensure value for money from Day one. Engage with the Departmental security teams to ensure appropriate level of security accesses are in place for individuals to meet the needs of their role. Pro-actively develop lean processes for Starters and Leavers across all DTS managed services/resources. Provide the central database of DTS contingent labour resources and managed service contracts. This will involve having responsibility for asset management of MoJ hardware, including the access to confidential HMCTS software. Plan and provide GDPR governance on the access to sensitive personal data. Support colleagues across the team to ensure any leavers from DTS are offboarded immediately and systems access is disabled and equipment is collected to ensure departmental systems remain secure.

Cross Responsibilities

Work independently to manage own workload balancing risks, timescales and wider priorities. Develop appropriate planning and ownership schedules that are synchronised with wider DTS team processes.

Skills & Experience

Organisational skills including the ability to plan, set realistic targets, manage own priorities and be able to work to own initiative, with the ability to get POs raised and invoices paid in line with agreed responsibilities outlined in the signed SOWs.Good understanding of raising Purchase Orders.Strong time management skills, ensuring flexibility and adaptability to juggle different tasks and prioritisation of work.Good problem-solving capabilities.

Essential Criteria

Strong communication skills, both oral and written, including, with strong attention to detail.Strong Excel skills.Ability to work well under pressure and to deadlines.Strong track record of establishing and maintaining excellent working relationships with customers, stakeholders and suppliers.Ability to identify issues quickly and provide solutions.Working with digitally structured Enterprise Architecture to deliver cohered planning management of commercial Statement of Works/Contracts delivering managed service providers such as ArdoqExperience in on-boarding DDaT Contractors through digital frameworks using systems and enterprise wide Architecture such JIRA/Confluence

Application process

The following areas of Success Profile Framework will be used to assess and score your application during the sift, and interview

Experience – As demonstrated in your CV, statement of suitability, and application formBehaviours – We will be using the behaviours below.

Key Civil Service behaviours

You will be required to provide evidence of the following key behaviours at Level 3.

Making Effective Decisions Changing and Improving