11476 - Contract Support Officer

Ministry of Justice; East Midlands; On-site; GBP 25,000 - 35,000; Full time

Job summary

A governmental organization in the UK is seeking a Contract Support Officer to assist in efficient contract management. The role involves supporting contract teams with administrative duties, quality assurance audits, and maintaining effective stakeholder relationships. Ideal candidates should have a good understanding of strategic directions, possess strong analytical skills, and be confident in stakeholder interactions. This position requires adaptability and effective communication skills.

Qualifications

• Experience in contract management or a related field.
• Confident in representing the organization to stakeholders.
• Ability to prioritize and manage tasks effectively.

Responsibilities

• Provide secretariat support for various management boards.
• Conduct research and analysis for the contract management team.
• Support in audits and performance monitoring of providers.

Skills

Good understanding of HMPPS strategic direction

Sound skills to enable management of effective relationships

Strong numerical and IT skills

Problem solving skills

Strong presentation skills (written and verbal)

Ability to work effectively with various stakeholders

Job description

Overview of the job

Accountable to a designated Senior Contract Manager (SCM) the CSO will support efficient and effective contract management, including Commissioned Rehabilitative Services contracts, within their area. The post holder will also support the work of their local contract management team and Operational and System Assurance Group to quality assure and audit operational service delivery and deliver the Annual Service Operational Audit Plan.

It is an offender facing role in terms of working with service users to ascertain their views on the services received.

The post holder will contribute to the support of a portfolio of contracts within the PS regions, including Commissioned Rehabilitative Service contracts, and it involves complex stakeholder and delivery chain relationships.

The geographical base for the CSO post can be flexible within their contract management area and may require some work in London and other locations.

Summary

The CSO is a support role with administrative, secretariat and data handling and analysis responsibilities. Overall, the post contributes to the support of the contract management team with their remit to monitor and validate provider performance, assure delivery of services in the community and manage the relevant contracts.

Working alongside the Senior Contract Manager and Service Manager (SM), the CSO will support the delivery of the contract management governance processes in relation to designated providers. They will provide a secretariat service by co‑ordinating Service Management Board, Contract Strategy Board, Change Management Board and other groups as directed by the SCM and SM.

The post-holder will support the work of their local contract management team and operational audit activity to assist the process of OA such as data collection and analysis, research and observation of provider practice and performance.

The post holder will undertake research and analysis activities as required which will demand initiative and self‑motivation. E.g., review of stakeholder surveys and opinions, development of ‘good practice’ case studies, reporting on risk and monitoring the provision of third‑party commissioned services.

The post holder will also ensure that changes to data requirements are approved by the Data Gateway Services protocol.

Responsibilities, Activities and Duties

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

• Providing secretariat support to the Senior Contract Managers and Service Managers; Service Management Board, Contract Strategy Board, Change Management Board and any other meetings convened by them.
  • Arranging and distributing the agenda and papers with direction from the relevant chair.
  • Producing first draft minutes and action logs.
  • Maintaining formal documentation, Terms of Reference, membership and distribution lists.
  • Following‑up with action owners for updates.
  • Filing, archiving and enacting version control on all relevant documentation.
• Supporting their local contract management team and OSAG to deliver their annual programme of assurance activities to operationally audit and analyse provider delivery data including: regular sample testing of provider performance information and validation of reported data; involvement in periodic process review activities; and observation of provider activities.
• Reviewing and monitoring performance data in relation to designated providers.
• Supporting Senior Contract Managers and Service Managers in the delivery of on‑going contract management activities with providers – e.g., following‑up requests for information from Commissioned Rehabilitative Providers, scheduling of ad hoc meetings.
• Conducting research and analysis activities as required by team managers – e.g., review of stakeholder surveys and opinions, analysis of MI trends and issues, development of ‘good practice’ case studies, reporting on risk and monitoring the Provision of third‑party commissioned services.
• Support the National Strategic Contract Management team and national supplier level management through liaison, consultation, information sharing and acting on guidance to ensure consistency.
• Providing information to Director/ MoJ and others as required.
• Ensuring changes to data requirements are approved by the Data Gateway Services protocol.

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

• Working Together
• Changing and Improving
• Managing a Quality Service
• Making Effective Decisions

Experience

• Good understanding of HMPPS strategic direction
• Good level of confidence sufficient to allow post holder to represent the organisation in a professional manner to a range of stakeholders
• Sound skills to enable management of effective relationships in a contractual and political environment
• Sound knowledge of Project and Programme management techniques
• Sound attributes to prioritise the management of tasks and risks and with appropriate support, advice and guidance deliver tasks to time
• Sound problem solving, planning and communication skills
• Strong numerical and IT skills with strong presentation skills (written and verbal)