Contracts Support Officer

Job summary

About the Government Legal Department

At Government Legal Department we have a vital, single-minded purpose: to help the Government govern well within the rule of law. This is complemented by our exciting vision to be an outstanding legal organisation, committed to the highest standards of service and professionalism and a brilliant place to work where we can all thrive and fulfill our potential.

Our work touches almost every aspect of public life. We are the largest provider of legal services across government, working on high profile matters.

Our respected professionals are involved in everything from regulation and litigation to advice on drafting legislation. They provide expertise to the full range of government departments. We are at the heart of delivering the government’s priorities and our success depends on our people.

GLD is a non-ministerial government department headed by the Treasury Solicitor, our Permanent Secretary, and employs nearly 4000 people, including nearly 3000 legal professionals. We have offices nationwide, in Bristol, Leeds, inner and outer London and Manchester. Our lawyers can also be located within other departments and overseas.

GLD also depends on a range of cross-functional professionals to provide our corporate services. There are nearly 1000 colleagues playing an essential part in helping GLD to achieve its purpose and truly deliver much more than law.

This is an exciting time to join GLD, with cutting edge legal work on global issues and a transformation agenda which is ensuring the Department exemplifies the Modern Civil Service.

To find out more about what we do you can view our introductory film. On our website you can hear from team members, find out how to apply and learn about the benefits of working for GLD. You can also read more about the future vision for GLD in our GLD Strategy 2024 – 2027.

Job description

About the Contract Management Team

The Contract Management team, which sits within the Commercial, Procurement and Contract Management team, is a newly developing team to support GLD in all aspects of commercial sourcing. This could be for anything from legal services to HR, IT and facilities management, goods and services.

The team sits within the Finance directorate’s Financial Management, Accounting and Procurement and Contract Management team and is led by the Head of Commercial Strategy and Contract Management. We work closely with the Procurement team which is led by the Head of Commercial Sourcing.

About the Role

The Role

The individual in this role will be broadly responsible for the administration and day-to-day management of the GLD’s contracts. This member of staff will be working closely with the Contract Management and Procurement team as they work to support their stakeholders within the wider department.

Responsibilities may include (but aren’t limited to):

• Reviewing the Contract Management Inbox, forwarding emails to the relevant team member, and keeping a log of queries received
• Managing the Contract Register to ensure accuracy and up-to-date information across all GLD contracts
• Providing regular reports on a range of data to the Contract Management Manager, including but not limited to;
  • The number and value of Open Contracts, divided by Procurement route
  • The number of contracts that are required to be uploaded to Contracts Finder
  • Any contracts coming to expiry (within discussed date ranges)
  • Any contracts whose Business Owners are missing the required training
• Reviewing invoice data to check for any contracts that have not been overseen by the Procurement and Contract Management Team
• Support the wider team with administrative tasks, e.g. room booking, preparing for events, preparing reports, invoice checking, and other tasks as required
• Supporting the implementation of new systems and processes by the Contract Management Team
• Supporting meetings by preparing papers, agenda, booking rooms, and writing minutes

Person specification

Behaviours

Below are details of the Success Profiles that make up this role. Demonstrating all the behaviours listed below is essential at either application or interview. You can read more about Success Profiles and how they are used as an assessment method before completing your application.

We'll assess you against these behaviours during the selection process:

• Managing a Quality Service (Lead Behaviour)
• Working Together
• Changing and Improving
• Communicating and Influencing

Key Skills & Experience

Essential – must be demonstrated at application and interview

• Experience analysing, manipulating, and drawing conclusions from data
• Experience communicating with a wide range of stakeholders, both verbally and in writing
• Experience representing data to stakeholders at varied levels of seniority

Desirable

Desirable criteria will be used when there is a need to distinguish between candidates who are closely tied or the same after the initial consideration of essential criteria, at sift and / or interview.

• To have some background or experience in administration or similar

Technical Skills

Essential – must be demonstrated at application and interview

• Strong written and verbal communication skills
• Good knowledge of the office suite (especially Excel and Word)
• Good organisational skills
• Good attention to detail

Qualifications – Essential Criteria

• Maths and English at GCSE Grade C/4 or equivalent

Security Clearance Level

All GLD employees must hold BPSS. In addition to this, those based in our London offices must hold or be willing to obtain CTC level clearance for this role. If London based, you can start your position pending this clearance level, however your appointment will be conditional upon obtaining CTC clearance. More information can be found about the vetting and clearance levelsbefore completing your application.

Sponsorship and Visas

Visa sponsorship will not be given to candidates except where they are existing civil servants employed by GLD, who meet the HO/UKVI requirements for sponsorship. If you are an existing civil servant employed by GLD who requires sponsorship, you should confirm your eligibility for sponsorship for this role prior to application. Individuals should seek Home Office guidance on how new positions with the organisation impact on changes to sponsorship eligibility.

Candidates with Limited Leave to Remain can apply but must have at least 12 months remaining on an existing visa which allows them to work for GLD when employment commences. Cand