Assistant Controller – HMP Doncaster – 92127

Number of jobs available: 1

Detail of reserve list: 12 Months

Region: Yorkshire and the Humber

City/Town: Doncaster

Building/Site: HMP/YOI DONCASTER, DN5 8UX

Grade: EO

Post Type: Permanent

Working Pattern: Full Time

Role Type: Procurement and Contracts Management

Will the successful applicant have line manager responsibilities? No

Overview of the job:

Working in a privately managed establishment within the Controller’s team reporting to the Deputy Controller. Responsible for day-to-day administration and supporting the work of the Controller’s team in managing the contract.

The post has no line management responsibilities.

Summary:

To work as a member of the Controller’s Team, helping to ensure that it operates effectively and efficiently; to maintain correct and appropriate relationships with both team colleagues and other stakeholders. As and when required conduct duties on behalf of the team at other establishments.

Responsibilities, Activities and Duties:

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

• Contract Monitoring: Support the Controller/Deputy Controller in the formal monitoring arrangements relating to the contract through:
• Monitoring compliance with operational requirements.
• Undertaking audits.
• Identifying failures by Contractor’s staff to comply with contractual requirements.
• Making general observations of the operations of the establishment.
• Maintain a working knowledge of the Contract, identifying deviations and raising these with the Controller.
• Analyse the content of Prison Service Instructions and Orders, Standards etc., identifying any impacts for the provision of, relative to, contractual commitments, bringing to the attention of the Team any matters arising from this.
• Prepare papers, including updates on performance measures, for the monthly Controller and Director meeting and the Quarterly Contract Review Meetings, identifying outstanding actions and liaising with those responsible for updates as required.
• Performance Management:
• Analysing and presenting quarterly performance progress by developing and maintaining a robust database for the Quarterly Contract Review Meetings, providing key updates for the Controller and other key internal stakeholders.
• Identifying failures and deficiencies to perform against the contract requirements.
• Monitoring Key Performance Targets/Indicators.
• Identifying and agreeing Quarterly and Annual performance points each month in line with Schedule F of the Contract.
• Ensuring incident and data returns and inputs are checked, validated and completed within timescales, including HUB data.
• Monitoring and logging the Contractor’s progress against HMIP, PPO and ACA Action plans.
• Prepare relevant statistical performance data and reports for the Team and relevant stakeholders, including any ad-hoc reports and other information, as required.
• Office Management and Administration:
• Ensure effective office administration processes are in place; this will include supporting and minuting the QCRM, maintaining a suitable supply of stationary ordered via I-Proc when required, providing necessary reception arrangements for visitors and general office duties.
• Maintain a robust electronic file management system. Coordinate communications for the Controller’s Team, in particular ensuring that there is a brought forward system in place to ensure that urgent issues are dealt with and acted upon within timescales.
• Prepare written materials (including notes, letters, PQs and briefs etc.) on behalf of the Controller and Deputy Controller, as required.
• Record receipt of Requests and Complaints/Home Detention Curfew appeals and related responses adhering to appropriate timescales.
• Perform the role of Deputy Information Assurance Manager.
• Investigations:
• Support the Controller/Deputy Controller in monitoring investigations carried out by the Contractor into allegations made against Contractor.
• Work in partnership with SSC to monitor procedures in relation to the suspension and revocation of Prison Custody Officer Certifications.
• Assist with any commissioned investigations including any investigations into allegations made against Prison Custody Officers in accordance with Schedule 10 of the CJA 1991.
• IT Management:
• Lead as On-site Quantum Point of Contact (QPC) for IT and telephony related issues and queries.
• Maintain the Quantum Asset register for the establishment.
• To ensure there is a local IT policy made available.
• Ensure there is a current IT Contingency Plan with Keyword.
• Secretary of State Duties:
• Sign licences for the release of prisoners, which would include end of sentence licence.
• Representational and other duties:
• To represent the Controller’s Team at relevant meetings or other events, briefing the rest of the team appropriately and ensuring that all action points are either delegated or acted upon.
• To liaise with the Contract and Commissioning group, internal and external stakeholders and to build and maintain collaborative partnerships in support of effective management.
• To complete any other duties or tasks as requested by the Controller or Deputy Controller.

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.

Behaviours:

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

Experience:

• Sound analytical skills and experience of designing and using spreadsheets

Technical Requirements:

• I-Proc trained (or willing to undertake training)
• Quantum Point of Contact trained (or willing to undertake training)

Ability:

• English, spoken and written

Working Arrangements & Further Information:

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and/or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone's circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.

Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.

Standard full-time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS’ Flexible Working policy.

If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitably qualified staff.

The Loan/Secondment is subject to the approval of the selected candidate's Business Unit, which should be obtained before confirmation of appointment.

Benefits:

• Annual Leave: The holiday year runs from 1 March. If you work a non-standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment. If you were appointed internally and your leave was previously calculated in days, this will continue to be the case.
• Bank, Public and Privilege Holidays: You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays.
• Pension: The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best.
• Work Life Balance: HM Prison & Probation Service (HMPPS) is keen to encourage alternative working arrangements. Work life balance provides greater opportunities for staff to work more flexibly wherever managers and establishments can accommodate requests to do so. HMPPS offers flexible working subject to completion of a satisfactory probationary period and NVQ.
• Season Ticket Advance: After two months’ service, you’ll be eligible to apply for a season ticket advance to purchase a quarterly or longer-period season ticket for travel between home and your place of work.
• Childcare Vouchers: For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers.
• Training: HMPPS is committed to staff development and offers a range of training and development opportunities, including areas such as Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti-Bullying Programmes.

Eligibility:

• All candidates are subject to security and identity checks prior to taking up post.
• All external candidates are subject to 6 months probation. Internal candidates are subject to probation if they have not already served a probationary period within HMPPS.
• All staff are required to declare whether they are a member of a group or organisation which the HMPPS considers to be racist.

Working for the Civil Service:

The Civil Service Code 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. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint.

As a Disability Confident employer, MoJ is committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace.

For queries about this post please contact – karl.rawlings02@justice.gov.uk

Application form stage assessments:

• Behaviours:
• Changing and Improving - 250 word limit
• Communicating and Influencing - 250 word limit
• Delivering at Pace - 250 word limit
• Working Together - 250 word limit

Interview stage assessments:

There is 1 interview stage for this vacancy.

Behaviours:

• Changing and Improving
• Communicating and Influencing
• Delivering at Pace
• Working Together

A Great Place to Work for Veterans:

The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs.

Redeployment Interview Scheme:

Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.

This job is broadly open to the following groups:

• 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)
• 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