About the job

Job summary

This position is based Nationally

Job description

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.

Job Description

Job Title:                  Commercial Administration Officer

Job Grade:               Band D (EO)

Reporting to:           Assistant Commercial Manager

Job Location:          National (click here to find your nearest location)

Contract Type:        Permanent

Business Area:       MOJ – Commercial & Contract Management Department

 Type of role:           Commercial Administration Officer

 Working pattern:   Flexible working, Full-time

 Number of Posts:  1

About The Department 

The Ministry of Justice (MoJ) is a major government department, at the heart of the justice system. Responsible for courts, prisons and probation services, we work to ensure sentences are served and offenders are given rehabilitation opportunities to become law-abiding citizens.

The Ministry of Justice (MoJ) has one of the largest and most complex spend profiles in central government. The Commercial and Contract Management Directorate (CCMD) is responsible for coordinating procurement and contract management across the MoJ, its agencies and non-departmental public bodies.

The MoJ spends £6.7bn a year and manages over 1000 active contracts, all of which are sourced and managed by CCMD. We are running some of the most groundbreaking programmes such as Prison Reform and His Majesty’s Courts and Tribunal Service Reform. The scope of our contracts ranges from building, maintenance and the operation of Prisons, Courts and Young Offender establishments through to food for prison dogs. The directorate also buys and manages contracts for feeding up to 80,000 prisoners, the secure escorting of prisoners from numerous establishments based around the country and translation services.

CCMD is organised into category teams, each with an interesting portfolio of contracts and diverse customers and suppliers to manage. We also have systems, program management office, supplier relationship and risk management teams who work across all areas.

Scope

Portfolio – Corporate Services

The Corporate Services team supports Stakeholders across the MOJ and its ALB’s delivering a wide range of enabling contracts including Travel, Venue Hire, Post and Courier and Document Storage.

As a Assistant Commercial Manager you will support the team and the Commercial Manager to deliver procurement and contract management activities to achieve commercial outcomes across the business.

You will engage with a number of stakeholders and suppliers, and work with operational colleagues to ensure that business needs are met in this very busy category.

Key Responsibilities

Provide commercial administration support across the Corporate Services Commercial team:

• Maintenance and updates to the relevant commercial systems, such as the Bravo eSourcing portal, SOP and Contracts Finder.
• Managing P2P processes for the category from processing requisitions to placing orders.
• Monitoring team inbox’s, management and development of team processes.
• Assessing actions that need to be taken to support the team, supporting commercial team members and carrying out instructions.
• Arranging meetings. Document management (including photocopying, drafting agendas for meetings, sending key documents on behalf of team members).
• Resolving business and supplier enquires by telephone and email.
• Managing the production of MI reports for a range of internal and external stakeholders.
• Managing sensitive information in a confidential manner.

Person Specification

Essential Criteria:

• An ability to plan, organise and manage your own time effectively.
• Excellent verbal and written skills, with an ability to communicate with clarity and confidence to a wide range of stakeholders.
• Competent with Microsoft Office programmes such as Outlook, Word, Teams and Excel.
• An ability to prioritise and deliver at pace.
• Ownership of tasks from initial stages through to completion.
• Commercial awareness

Desirable Criteria:

• Experience of analysing data and presenting this in a clear and user-friendly format
• Knowledge of procurement tools, techniques and processes.
• Exposure to iProcurement Systems, e.g., Oracle or Bravo/Jaggaer.

Most importantly we are looking for people with the right personal qualities: enthusiasm, energy and proactivity, able to work under their own initiative while being flexible and adaptive to a demanding environment.

Application stage (Sifting):

An initial sift will be performed against the following elements:

Experience

• CV
• Statement of Suitability

If shortlisted, you’ll be invited to an interview and will be assessed on the selected success profile elements at the interview stage. Please carry a valid proof of Id that has your photo on it (passport, BRP, driving licence etc) at the interview.

Interview stage:

There is one interview stage for this vacancy and as part of the interview process you will be required to provide evidence on the following civil service behaviours:

• Changing and Improving
• Working Together
• Communicating and Influencing
• Managing a Quality Service

Please use STAR approach to structure your examples.

• Situation – Describe the situation you found yourself in and what happened.
• Task – The Hiring Manager will want to understand what you tried to achieve from the situation that you found yourself in.
• Action – What actions did you take and how did you do it. Make sure to use “I”, not “we” to explain how your actions lead to a result.
• Result – Use facts and statistics to demonstrate the results that your actions produced. Explain whether it was a successful outcome, and if not, what you learned from the experience.

Further information on the Success profile elements can be found on Success Profiles - GOV.UK (www.gov.uk)

Person specification

Please refer to Job Description

Benefits

Alongside your salary of £27,223, Ministry of Justice contributes £7,377 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check. People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window). The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.