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Ministry of Justice; York and North Yorkshire; On-site; CAD 49,000 - 64,000; Full time

Job summary

Ministry of Justice seeks a Change Systems Project Officer for HMPPS, focusing on change management, process mapping, and Power Platform to support Gateway Management System and EQuiP processes. Travel across the country and overnight stays may be required to align with national change teams.

The role is based at York Probation Office with a hybrid policy; employees are expected in the office ~60% of hours, typically three days per week, to drive effective delivery and collaboration.

Qualifications

• Experience of implementing change projects and conducting basic financial analysis.
• Experience in project planning and coordinating cross-functional teams.
• Technical proficiency with Word, Excel, Outlook and PowerPoint; Power Platform familiarity.

Responsibilities

• Process Mapping: facilitate workshops to visualise workflows and opportunities for improvement.
• Process Management: streamline organisational processes for efficiency and effectiveness.
• Change Management: support training and stakeholder engagement across teams.
• Power Platform Utilization: develop and deploy digital solutions with Power Apps/Automate/BI.
• Stakeholder Engagement: liaise with Area and National Change teams and wider stakeholders.
• Customer Service: provide responsive support to internal stakeholders.
• Continuous Improvement: drive ongoing enhancements to processes and systems.
• Compliance: ensure regulations and standards are integrated.
• Accessibility: ensure user-friendly change systems for all users.
• MI Data Reporting: collect and report management information to support decisions.

Skills

Process Mapping

Change Management

Stakeholder Engagement

Power Platform

Education

NVQ Level 3 or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Power Platform

Job description

Job Summary - Change Systems Project Officer at HMPPS - Probation Service Band 3

Position Overview:

The Project Officer role specialises in change systems and is instrumental in facilitating the smooth implementation of HMPPS Gateway Management System and HMPPS EQuiP Process Management system and processes within His Majesty's Prison and Probation Service (HMPPS). The role focuses on process mapping, Power Platform utilization, and change management and is essential in driving organisational improvements and ensuring compliance with regulatory standards. The Change Systems Project Officers will be expected to work collaboratively with Project Officers from the Area and National Change teams, to ensure that project requests made through GMS are effectively deployed and actioned. Change Systems is a national team with tools deployed to support the whole of HMPPS and therefore there is an expectation that travel across the country may be required including some overnight stays.

Key Responsibilities:

Process Mapping: Facilitate comprehensive process mapping workshops to visualise current workflows and identify opportunities for process optimization. Collaborate with stakeholders to document processes accurately and identify areas for improvement.

Process Management: Manage and streamline organisational processes to enhance efficiency and effectiveness. Support process improvement plans and implement changes to drive operational excellence.

Change Management: Support change management initiatives by facilitating communication, training, and stakeholder engagement activities with Area and National Change teams as well as wider stakeholders. Assist in the development and implementation of change management plans to ensure successful adoption of new processes and technologies.

Power Platform Utilization: Leverage the Microsoft Power Platform to develop and deploy digital solutions that support change management efforts. Utilise Power Apps, Power Automate, and Power BI to automate workflows, improve data visibility, and enhance decision-making processes.

Stakeholder Engagement: Engage with key stakeholders across the organization to gather requirements, promote change systems, gather feedback and ensure alignment with change objectives. Build strong relationships and effectively communicate updates and milestones to stakeholders at all levels. Facilitate process capture workshops and deliver training and briefings, both remotely and in person.

Customer Service: Provide exceptional customer service to internal and external stakeholders, addressing inquiries, resolving issues, and ensuring satisfaction with change management services. Act as a point of contact for stakeholders seeking assistance or guidance throughout the change process.

Continuous Improvement: Drive a culture of continuous improvement within the team, identifying opportunities to enhance processes, systems, and service delivery. Proactively seek feedback from stakeholders and implement improvements based on lessons learned.

Compliance: Ensure compliance with relevant regulations, policies, and standards throughout the change and process management process. Adhere to established compliance requirements and integrate compliance considerations into change and process management activities.

Accessibility: Ensure that change and process management systems and content are accessible and user-friendly for all stakeholders, including individuals with disabilities. Identify and address accessibility barriers to ensure equal access to information and services.

MI Data Reporting: Collect, analyse, and report on Management Information (MI) data related to change management activities, and share this with Area and National Teams. Generate insights and recommendations to support decision-making and measure the impact of change initiatives on organisational performance.

Experience

Experience of: Implementing change projects / Basic financial analysis / Project planning.

Technical

NVQ Level 3 or equivalent in a relevant subject (or appropriate practical experience), Microsoft: Word, Excel, Outlook, and PowerPoint, Power Platform.

This role will be contractually based at either of the following premises:

York Probation Office, 108 Lowther Street, Guildhall, York YO31 7WD

In line with our hybrid working policy, employees must be present in the office for at least 60% of their working hours, which generally equates to three days per week.