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.
Overview of the role
The Prisons and Probation Ombudsman (PPO) is an Arm’s Length Body of the Ministry of Justice and investigates:
- Complaints from prisoners, trainees in Secure Training Centres (STCs), detained individuals and probation supervisees; and
- Deaths in prisons, STCs, Secure Children’s Homes, Immigration Removal Centres, Court cells and probation approved premises.
The Ombudsman receives around 4,000 new complaints a year, of which around half are assessed as eligible for investigation, and investigates around 400 deaths per year.
The Policy Officer supports the Ombudsman deliver her terms of reference and ensure that the impact of the work completed is recognised. The post holder will gain a broad perspective of the PPO, the Ministry of Justice and wider Government.
The post holder will be part of the Learning Lessons and Strategic Support Team (LLSS), who are responsible for identifying the lessons to be learned from our investigations. The post holder will report to a Grade 7 Head of Strategy and will work in a team with other HEO grade post holders, including the organisation’s Communications Officer, Knowledge and Information Management Officer and Strategy Officer. The post holder will have direct line management responsibility for an AO grade Management Support Officer.
The post holder will need to be confident communicating with senior stakeholders and working directly to SCS staff.
Previous policy experience in a Civil Service environment will be advantageous but is not an essential requirement.
This is a busy but very interesting post, which will suit someone who is able to work to tight deadlines on a varied workload and is able to tune into the thoughts and views of the Ombudsman.
Previous experience of the Criminal Justice System is not required as training will be given on the job.
The PPO is based at the HM Government hub at 10 South Colonnade, Canary Wharf. After any induction processes and probation periods, the successful candidate will be offered the opportunity to divide their working week between working in our office and working at home, if possible. Following the Government’s announcement, on 19 July 2021, that most legal restrictions had been lifted, including the requirement to work from home, the PPO planned a gradual return for our staff working in the office. From September 2021, our staff were expected to work in the office for 20% of the week, generally one day a week. However, in line with the Government’s request, made on 13 December 2021, that people should work from home if they can, our staff are working from home. This will be reviewed when the Government’s guidance changes. It is possible that we will ultimately return to our pre-pandemic expectation of all staff working up to 60% of the week at the London office, with the rest of the time spent working at home or at commuter hubs.
Interviews will be held virtually using Microsoft Teams.
External candidates joining the Civil Service will be expected to join on the minimum salary for the band.
Post Holder’s Duties
The post holder will be responsible for the following:
- Acting as the policy lead for the PPO, with responsibility for providing policy advice and support to the Ombudsman and Deputy Ombudsmen.
- Managing and responding to external policy consultations, which includes deciding on which consultations the PPO should become involved in and researching PPO findings to use as evidence.
- Providing briefings and support for the Ombudsman at ministerial meetings.
- Drafting briefings, submissions and/or responses to ministerial correspondence, Parliamentary Questions and Parliamentary Committee meetings on behalf of the PPO.
- Working collaboratively with the Ombudsman and Deputy Ombudsmen to develop and maintain relationships with key stakeholders.
- Representing the Ombudsman at external stakeholder meetings.
- Attending and contributing to Senior Leadership Team (SLT) meetings as a member of the PPO’s SLT.
- Having input and oversight of the secretariat function for the monthly SLT meetings.
- Line management of the Management Support Officer (AO grade).
Skills & Qualifications
Recruitment across the Civil Service changed from July 2019 with the introduction of Success Profiles. Further guidance can be found at https://www.gov.uk/government/publications/success-profiles.
Your application should include an example where you have demonstrated the skills required for each of the following four behaviours. As part of your application, please demonstrate what relevant experience you have for the role in the free text box at the end.
If we receive a high number of applications for the post, we will complete an initial sift on the “Seeing the Big Picture” behaviour. We will not review the rest of the application for any candidate who does not meet the required mark for this behaviour.
If you are invited for interview, you will be asked questions relating to the same behaviours as well as strength-based questions relating to the role. You will also be required to complete a written test.
Behaviours
Seeing the Big Picture
Understand the strategic drivers for your area of work. Align activities to contribute to wider organisational priorities. Remain alert to emerging issues and trends which might impact your work area. Seek out and share experiences to develop knowledge of the team’s business area. Understand how the strategies and activities of the team create value and meet the diverse needs of all stakeholders.
Making Effective Decisions
Understand own level of responsibility and empower others to make decisions where appropriate. Analyse and use a range of relevant, credible information from internal and external sources to support decisions. Invite challenge and where appropriate involve others in decision making. Display confidence when making difficult decisions, even if they prove to be unpopular. Consult with others to ensure the potential impacts on end users have been considered. Present strong recommendations in a timely manner outlining the consideration of other options, costs, benefits and risks.
Communicating and Influencing
Communicate in a straightforward, honest and engaging manner, choosing appropriate styles to maximise understanding and impact. Encourage the use of different communication methods, including digital resources and highlight the benefits, including ensuring cost effectiveness. Ensure communication has a clear purpose and takes into account people’s individual needs. Share information as appropriate and check understanding. Show positivity and enthusiasm towards work, encouraging others to do the same. Ensure that important messages are communicated with colleagues and stakeholders respectfully, taking into consideration the diversity of interests.
Working Together
Encourage joined up team work within own team and across other groups. Establish professional relationships with a range of stakeholders. Collaborate with these to share information, resources and support. Invest time to develop a common focus and genuine positive team spirit where colleagues feel valued and respect one another. Put in place support for the wellbeing of individuals within the team, including consideration of your own needs. Make it clear to all team members that bullying, harassment and discrimination are unacceptable. Actively seek and consider input of people from diverse backgrounds and perspectives.
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