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Working within the Contract Management Team in the Community Integration function of the Greater Manchester Probation Service, this role will be expected to undertake administration duties to support the efficient and effective management of all contracted and co-commissioned relationships. Reporting to the Senior Contracts Manager and working alongside the Service Managers and Contracts Support Officers the post holder will be key in supplying reports, ensuring electronic records are up to date and will be able to cope with a diverse range of requests and priorities. A sound working knowledge of Microsoft Office is expected and use of excel will be key to the success of the role.
Overview of the job
Accountable to a designated Senior Contract Manager (SCM) the Contract Administrator Specialist (CAS) will support efficient and effective contract management, including Commissioned Rehabilitative Services contracts, within their area.
The CAS is a support role with administrative, secretariat and data recording responsibilities. Overall, the post contributes to the support of the contract management team with their remit to monitor and validate provider performance, assure delivery of services in the community and manage the relevant contracts.
The CAS will support the delivery of the contract management governance processes in relation to designated portfolio of contracts within the PS region, including Commissioned Rehabilitative Services providers. They will provide a secretariat service by co‐ordinating the Service Management Board, Contract Strategy Board, Change Management Board and Change Protocol Group and other groups as directed by the SCM and SM.
The geographical base for the CAS post can be flexible within their contract management area and will require some work in London and other locations.
Summary
The post holder will provide a professional and effective administrative support service to contract management teams, undertaking secretariat and basic research and analysis activities as required.
Providing secretariat support to the Senior Contract Managers and Service Managers in relation to contract management administration. This will include coordinating and administering meetings, managing the contract documents library and analysing and presenting contract performance and other data and information.
Responsibilities, Activities and Duties
The job holder will be required to carry out the following responsibilities, activities and duties:
- Coordinate, attend and minute commercial, supplies governance and other contract management meetings:
- Arranging and distributing the agenda and papers with direction from the relevant chair.
- Producing first draft minutes and action logs.
- Pro-actively manage the actions produced by the various meetings attended.
Reviewing and monitoring performance data:
- Supporting the Contact Support Officer (CSO) in analysis of on‐going performance delivery by the contractor – e.g., following‐up requests for information, scheduling of ad hoc meetings.
- Assisting with completion of monthly templates and reports for the contract management teams, Director/MoJ and others as required.
Responsible for the configuration management and library of all documentation, including baselining and quality checking. This includes being the Local Information Manager and being responsible for the management of the file structure:
- Maintaining formal documentation, Terms of Reference, membership and distribution lists.
- Filing, archiving and enacting version control on all relevant documentation.
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.
Behaviours
- Communicating and Influencing
- Working Together
- Changing and Improving
- Managing a Quality Service
- Leadership
Experience
Essential:
- Good understanding of HMPPS strategic direction
Desirable
- Experience of a project management environment.
- Working knowledge of public, private, social enterprise, charitable, voluntary and community sector organisations
- Experience of business support, contract management, operational audit and commissioning
Ability
- Good administration and organisation skills, including attributes to prioritise the management of tasks and risks on the basis of organisational reputation/ financial risk, with appropriate support, advice and guidance deliver tasks to time.
- Good problem-solving skills, with strong attention to detail, planning and communication skills.
- Strong numerical skills with strong presentation skills (written and verbal).
- Intermediate/expert IT skills in MS-Office applications, especially Word, Excel and PowerPoint.
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