Contract Administration Specialist

5 months ago

Reading, United Kingdom HM Prison & Probation Service Full time

**Details**:
**Reference number**:

- 324312**Salary**:

- £30,471- A Civil Service Pension with an average employer contribution of 27%**Job grade**:

- Executive Officer- HMPPS Band 4**Contract type**:

- Permanent**Type of role**:

- Administration / Corporate Support**Working pattern**:

- Flexible working, Full-time, Job share, Part-time**Number of jobs available**:

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- This position is based at NPS GREYFRIARS HOUSE READING, RG1 1PEAbout the job

**Job summary**:

- Please refer to Job Description**Job description**:
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.

This post is part of a small Community Integration Team. The Team covers building partnerships, commissioning new services and contract management. This role would sit within the Contract Management function.

**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.

**Person specification**:

- Please refer to Job Description**Behaviours**:
We'll assess you against these behaviours during the selection process:

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

**Benefits**:

- Alongside your salary of £30,471, HM Prison & Probation

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