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 analyzing and presenting contract performance and other data and information.

Responsibilities

• 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.
• Assisting with completion of monthly templates and reports for the contract management teams, Director and others as required.
• 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. 

Behaviors

• Communicating and Influencing
• Working Together
• Changing and Improving
• Managing a Quality Service
• Leadership

Required Knowledge, Skills, and Abilities

• Good understanding of HMPPS strategic direction
• Experience of a project management environment.
• Working knowledge of public, private, social enterprise, charitable, voluntary and community sector organizations
• Experience of business support, contract management, operational audit and commissioning
• Good administration and organization skills, including attributes to priorities the management of tasks and risks on the basis of organizational 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.