The Prison Contracts Group (PCG) group sits within the Directorate of Contracted Operational Delivery (DoCOD) which is responsible for the operational contract management of a large portfolio of contracts, including Prisoner Escort Custody Service, Electronic Monitoring, Community Rehabilitation Services, Prisoner Education and Operational Contracts for a variety of goods and services. PMP contracts alone have an annual value of £564m.

PMPs were first introduced to the UK in 1992 when the Conservative Government issued short-term contracts to security companies to operate a limited number of publicly owned prisons, the first being HMP Wolds in Yorkshire which was operated by G4S. The first wholly private prisons were often financed through the use of a Special Purpose Vehicles (SPVs) under private finance initiatives (PFI). These were often known as DCMF prisons as they were designed, constructed, managed and financed by the private sector, the first being HMP Altcourse which opened in December 1997 and was operated by G4S.

There are currently 15 privately operated prisons in England and Wales* operated by G4S Justice Services, Serco Custodial Services and Sodexo Custodial Services. In total they currently accommodate approximately 20% of the closed prison population across England and Wales. (*HMP Parc is managed under the Area Executive Director (AED) for Wales and not the PCG).

PMPs are subject to the same scrutiny from official bodies as those in the Public Sector, including HM Inspectorate of Prisons (HMIP), Ofsted, and Operational and System Assurance Group (OSAG).

Governors of private prisons are referred to as ‘Directors'. They each have their own staffing structure and they work to their respective Chief Operating Officer (COO). Prison Custody Officers (PCOs) are trained to the same level as Prison Officers and are licenced by Controllers to operate as a PCO once they are fully qualified.

All privately managed prisons have a named Controller who, with their team, ensures the prison is operated in line with the agreed contract.

The Controller (B9) is the most senior representative of the Secretary of State. As such, he/she is accountable for ensuring delivery, negotiating change, encouraging innovation and the highest levels of performance. The Controller must ensure any contractual failings are remedied and/or the application of contractual levers when necessary, escalating unsatisfactory performance to the Head of Group and PCG Senior Leadership Team.

The Deputy Controller (B7) is the senior on-site representative of the Prison Contracts Group, their role is to oversee and report the activities, outputs and deliverables as stated in statute, contract, and law within a prison setting. They have responsibility for monitoring the contract, act as the authority in a number of contexts and oversee the contract and operations delivered inside the establishment. They are accountable to the Controller and Head of Group on areas of delegated authority.

The Contract Assurance Specialist (B5) is responsible for the production of complex strategic reports, including in-depth research and statistical analysis for high-level management information to support decision making. They develop and undertake quality assurance procedures to ensure data is captured correctly and efficiency savings are identified, therefore ensuring that contracts are compliant and work effectively.

The Assistant Controller (B4) is a specialist role that supports assurance in contract and delivers support to the Controller/Deputy Controller in the formal monitoring arrangements. The Assistant Controller will also carry out assurance and compliance work, co-ordinate Notice of Change (NOC) reviews, analyse and present performance progress at monthly and quarterly meeting (highlighting successes and failings), maintain accurate collation of penalty points, and other core contract management tasks.

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. Forward information on new and revised Prison Service Instructions and Orders to the Contractor from the Prison Service Intranet, liaising when required on matters arising from this.
• Prepare papers, including update 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

Hours of Work (Unsocial Hours) Allowances

37 hour working week.