About the job

Job summary

These positions are based Nationally.

Job description

The Prison Contracts Group (PCG) group sits within the Directorate of Contracted Operational Delivery (DoCOD) which is responsible for the operational contract management of a large portfolio of contracts, including Prisoner Escort Custody Service, Electronic Monitoring, Community Rehabilitation Serices, Prisoner Education and Operational Contracts for a variety of goods and services. PMP contracts alone have an annual value of £564m.

PMPs were first introduced to the UK in 1992 when the Conservative Government issued short-term contracts to security companies to operate a limited number of publicly owned prisons, the first being HMP Wolds in Yorkshire which was operated by G4S. The first wholly private prisons were often financed through the use of a Special Purpose Vehicles (SPVs) under private finance initiatives (PFI). These were often known as DCMF prisons as they were designed, constructed, managed and financed by the private sector, the first being HMP Altcourse which opened in December 1997 and was operated by G4S.

There are currently 15 privately operated prisons in England and Wales* operated by G4S Justice Services, Serco Custodial Services and Sodexo Custodial Services. In total they currently accommodate approximately 20% of the closed prison population across England and Wales. (*HMP Parc is managed under the Area Executive Director (AED) for Wales and not the PCG).

PMPs are subject to the same scrutiny from official bodies as those in the Public Sector, including HM Inspectorate of Prisons (HMIP), Ofsted, and Operational and System Assurance Group (OSAG).

Governors of private prisons are referred to as ‘Directors'. They each have their own staffing structure and they work to their respective Chief Operating Officer (COO). Prison Custody Officers (PCOs) are trained to the same level as Prison Officers and are licenced by Controllers to operate as a PCO once they are fully qualified.

All privately managed prisons have a named Controller who, with their team, ensures the prison is operated in line with the agreed contract.

The Controller (B9) is the most senior representative of the Secretary of State. As such, he/she is accountable for ensuring delivery, negotiating change, encouraging innovation and the highest levels of performance. The Controller must ensure any contractual failings are remedied and/or the application of contractual levers when necessary, escalating unsatisfactory performance to the Head of Group and PCG Senior Leadership Team.

 The Deputy Controller (B7) is the senior on-site representative of the Prison Contracts Group, their role is to oversee and report the activities, outputs and deliverables as stated in statute, contract, and law within a prison setting. They have responsibility for monitoring the contract, act as the authority in a number of contexts and oversee the contract and operations delivered inside the establishment. They are accountable to the Controller and Head of Group on areas of delegated authority.

The Contract Assurance Specialist (B5) is responsible for the production of complex strategic reports, including in-depth research and statistical analysis for high-level management information to support decision making. They develop and undertake quality assurance procedures to ensure data is captured correctly and efficiency savings are identified, therefore ensuring that contracts are compliant and work effectively.

The Assistant Controller (B4) is a specialist role that supports assurance in contract and delivers support to the Controller/Deputy Controller in the formal monitoring arrangements. The Assistant Controller will also carry out assurance and compliance work, co-ordinate Notice of Change (NOC) reviews, analyse and present performance progress at monthly and quarterly meeting (highlighting successes and failings), maintain accurate collation of penalty points, and other core contract management tasks.

Overview of the job

This is a HQ role, located in geographically dispersed teams across England. The post is based in the Directorate of Contracted Operational Delivery (DCOD)

The job holder will provide robust contract management to ensure successful delivery of a portfolio of operational contracts. The job holder will be responsible for between 2 and 20 operational contracts covering varying degrees of complexity, value and risk.

The job holder will also work with business users and senior stakeholders to make sure that the contracts are delivering expected outcomes and problem solving operational issues.

Total value of these contracts is approximately £60 million.

The Contract Manager will be a key interface for HMPPS in the supply chain and be responsible for managing and developing relationships with internal and external stakeholders at Senior Manager and Deputy Director level to represent and ensure the HMPPS and DCOD strategic vision is delivered.

The post holder will work to the Senior Contract Manager and may hold line management responsibilities and/or be responsible for allocation of work to team members. It may also include project management.

This post is non-operational.

Summary

Accountable for robust management of the contract review process, including financial and performance monitoring, to completing related reports for discussion in holding providers to account and negotiating budgets and targets.

Accountable for securing relevant assurances of compliance on the implementation of specifications, new services, national instructions, audit and Inspectorate recommendations and highlight barriers to compliance and provide feedback and recommendations.

Accountable for ensuring that contracts remain fit‐for‐purpose by determining, negotiating and implementing contract variations and all other contract requirements alongside commercial contract management.
 
Responsible for identifying issues that might impact on contract delivery and taking the appropriate action, which entails supporting the development of remedial action and manage this through to conclusion or escalate as appropriate, to resolve and mitigate risks.

Responsible for managing and developing the relationship with the providers and other internal and external stakeholders to support the HMPPS objectives. This involves managing the expectations of change within HMPPS and wider commissioners who use the contracts.

The post holder will play a key role in ensuring value for money, ensuring that the Secretary of State’s statutory responsibilities are delivered.

The post holder will engage subject matter experts e.g. Health and Safety as required.

The post holder will be required to take part in HMPPS national reviews, working groups, and National Boards, to advise and influence HMPPS strategy.

The post holder will be required to travel.

Responsibilities, Activities and Duties

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

Contract Management
• To be a key interface between HMPPS and the provider for delivery issues and relationship management. To co‐ordinate a schedule for formal reviews for all contracts held for the complete operational year, ensuring that all the key representatives attend which includes relevant senior managers.
• Building on the relationship with each provider, develop and implement a mature, effective and appropriate contract relationship for the monitoring of each contract, as set out in the portfolio and contract management plan.
• Working with the provider’s contract representative(s) (Senior Manager), to determine the information that is required to demonstrate contract compliance and thoroughly analyse it so that HMPPS aims, objectives and values are being achieved. This is demonstrated through a wide range of evidence, reports and observations as detailed in the contract or portfolio management plan.
• The post holder continuously analyses and challenges contract performance utilising a complex range of data from a wide range of sources e.g. Provider data including Risk registers, Board assurance, Financial reports; HMPPS data including Performance hub, Audit reports, Finance documents, reports and intelligence gathered from the operational stakeholders. Through enhanced dialogue with the provider, negotiate and agree a plan of action to address deficiencies or make the decision to escalate as appropriate.
• The post holder will detail and report on exceptions and risk to the formal contract/portfolio review meeting, including any agreed or non‐agreed rectification actions. As a standing member of the contract review meeting the post holder will present the issues and make recommendations to the Senior Contract Manager.
• Responsible for ensuring that contracts remain fit for purpose by identifying and responding to issues that require contract variations to be instigated, including policy or delivery changes, evaluating business cases and instigating the contract variation process with MoJ CCMD as required, thus ensuring that the contract is legally binding.
• Provide strategic insight and build relationships by representing CCD at relevant national and local meetings appropriate to the role e.g. change programmes and projects and strategy meetings. Act as the expert advisor on the contractual context between the provider and HMPPS, providing feedback on contractual implications, impact, making recommendations to ensure that the contract remains fit for purpose
• Make representations to the Senior Contract Manager, to ensure that the existing performance of the provider(s) both in terms of delivery requirements, financial performance and locally gathered intelligence is considered to inform future strategies.
• Influence annual contract negotiations with providers by reviewing the provider response. Using robust management information, challenge appropriately to maximise the “provider offer” in terms of value for money and HMPPS strategic objectives and ensure that there is a robust evidence base to support decisions made should the rationale be challenged during the negotiation period and throughout the life of the contract.
• Represent HMPPS at a local and national level to ensure public/provider confidence and the professional reputation of the agency. Represent Senior Contract Manager/Directorate, at stakeholder/partner events as required. This may include development of relationships with other providers, Prison and Probation Analytical Services (PPAS), Commercial Directorate and external stakeholders such as HM Courts and Tribunals Service, Crown Prosecution Service, Police and Local Authorities.
• Work with HMPPS partners/future partners to manage change including the competitions pipeline management, potential mergers, local and national pilots, working with Directorate and Procurement colleagues as appropriate. In addition, provide guidance on contractual issues and if required ensure any contract changes are implemented, notably Exit Management, disengagement processes and mobilisation transition and transformation to the new contract.
• Provide local information and intelligence to support the preparation of Ministerial briefings as required and in response to complaints, Ministerial correspondence and submissions e.g. annual Inspectorate report, Treat as Official enquiries and Parliamentary Questions.
• Direct work and allocate duties according to team and HMPPS and CCD Strategic Priorities as agreed with Senior Contract Manager. This may include the provision of Line Management

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.

An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.

Person specification

Please refer to job description.

Benefits

Alongside your salary of £46,549, HM Prison & Probation Service contributes £12,987 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 Strengths.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.