The Contract Administration Manager (CAM) ensures that work is being administered in the region as required under the provisions of the contract, including a strong focus on ensuring governance is taking place with correct documentation, measures, management information and reporting arrangements. The Contract Administration Manager (CAM) will report to the Admin and Assurance Hub Manager and work within the contract administration management team as well as the East and West Midlands contract management teams.
Responsibilities
- Managing contract administration to enable efficient processes to be operated consistently across the region including ensuring that all necessary governance and delegations are in place.
- Day to day working closely with Regional Property Operations Manager (RPOM) and Area Property Operations Managers (APOMs) to ensure that in operating processes all necessary governance (e.g. assurance and checks) are consistently carried out and that deadlines are met
- Management of the contract management system, CEMAR, ensuring all notices, including Task Orders, Early Warning Notices (EWNs) etc. are being raised efficiently and accurately and ensuring the timely closure of notices. Responsible for validating monthly payment applications which flows from the CEMAR system.
- Ensure Management Information (MI) data is being provided and maintained and Key Performance Indicators (KPI) data is up to date and readily available
- Monitor EWN’s to ensure they are being addressed and ensure mitigation plans and risk register including early warning matters are in place and maintained.
- Monitor devolved budgets in accordance with the financial procedures outlined in the budget delegation to the RPOM and APOMs and reporting of budgets and spend.
- Collaboration and liaison with other parties within MOJ including finance and commercial and attend meetings when required
- Management of contract administration and administration support (through line managed business administrators) for the region including management of contract administration performance and individual-based coaching, development and performance management.
- Responsible for producing reports and collating returns as requested by the Head of Property Services Regional Support Team, RPOM and centrally within MOJ Property.
- Responsible for producing Change Board submissions, ensuring deadlines are met. Play an active role in monitoring projects, liaising with the Minor Capital Project Management office (PMO) and the providers project management team.
Expectations of Post Holder
Expectations of post holder in executing the role 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
- You seek and analyse information to inform decisions based on the best available evidence.
- You convert resources into results in the most efficient and economical way.
- You are confident to lead a team and can effectively manage team dynamics to drive forward a shared goal. You take into consideration everyone’s individual needs and create a genuine team spirit.
Behaviour Assessment
- Managing a Quality Service (lead behaviour)
- Making Effective Decisions
- Leadership
- Communicating and Influencing
Application Process
You will be assessed against the Civil service success profiles framework. Please refer to the essential criteria above, which sets out how these will be assessed.
Application steps:
- Sift Behaviours – Please provide a 250‑word example of how you have met the following lead behaviour:
- Managing a Quality Service (lead behaviour)
- Making Effective Decisions
- Leadership
- Communicating and Influencing
- Experience – Please provide an anonymised CV
- Notes – If we receive a large number of applications, we will sift primarily on the lead behaviour of Managing a Quality Service. Candidates invited to Interview Note that interviews will be carried out remotely via MS Teams. During the interview, we will be assessing you on the Behaviours listed below and Strengths (not shared in advance) from the Success Profiles framework:
- Managing a Quality Service (lead behaviour)
- Making Effective Decisions
- Leadership
- Communicating and Influencing
Essential Criteria
- The job holder must have or be able to rapidly acquire excellent understanding of the Team’s key contracts. (Managing a Quality Service)
- Commercial and financial awareness are key requirements. (Managing a Quality Service)
- Essential to have strong drive and resilience, leadership and interpersonal skills and ability to work accurately under pressure. (Leadership)
- Essential to have effective team management skills. (Communicating and Influencing)
- Essential to have experience of managing risks and issues in contract management/contract administration, project or other settings. (Managing a Quality Service)
- Must have good analytical and IT skills. (Making Effective Decisions)
Highly Desirable
- Ability to work with minimal supervision, taking responsibility for outcomes
- Awareness of Government Property Profession
Benefits
- Annual Leave – 25 days on appointment, increasing to 30 days after five years’ service. There is also an option to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part‑time and job share posts will be calculated on a pro‑rata basis.
- Pension – The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.
- Training – The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
- Networks – Opportunity to join employee‑run networks that provide advice and support and enable the views of employees from minority groups to be expressed directly to senior management. Networks: minority ethnic origin, disabilities, caring responsibilities, women, LGBT+.
- Benefits – Family Friendly policies such as reduced hours or job share, flexible benefits like voluntary benefits, retail vouchers and discounts, parental leave, free annual sight tests for screen users.
Employment Details
- Annual salary: £35,335‑£37,847 (national); £40,014‑£42,859 (London)
- Hybrid working arrangement – role can be worked in the UK only, minimum 60% in office subject to local estate capacity.
- Eligibility – Staff on fixed term appointments must have been recruited through fair and open competition. Vacancies advertised “cross‑government” are open to all Civil Service employees and employees of accredited NDPBs.
- Contract title: Contract Administration Manager (CAM)
Other Conditions
As a Disability Confident employer, the MoJ is committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.
Workplace: The Ministry of Justice offers flexible working system. Standard full time hours 37 per week. MoJ welcomes part‑time, flexible and job‑sharing patterns. Conditions for moves to/from other employers or across the Civil Service are detailed on the website.
Policy Statements
Work for the Civil Service – The Civil Service Code sets out the standards of behaviour expected of civil servants.
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