Head of Policy and Operational Learning, Prisons and Probation Ombudsman

of the role

The Prisons and Probation Ombudsman (PPO) is an Arm’s Length Body of the Ministry of Justice and investigates:

• complaints made by prisoners, young people in detention, offenders under probation supervision and individuals detained under immigration powers;
• deaths of prisoners, young people in detention, residents in approved premises and individuals detained under immigration powers;
• deaths of recently released prisoners that occur within 14 days of release from prison (except homicide).

The PPO is committed to improving safety and fairness in the bodies it investigates and has developed an extensive strategic agenda to achieve this.

The role is part of the Learning, Analysis and Business Services team. The post holder holds a senior leadership role within the PPO and has responsibility for identifying and helping share lessons to be learned from our investigations with services in remit and overseeing the PPO’s policy work. The post holder reports to a Deputy Ombudsman and will have direct line management responsibility for two Band C post holders: Policy Officer and Operational Learning Officer.

The job holder is responsible for ensuring the PPO understands the strategic context in which it works, and they will have a vital role in helping to raise the profile of the PPO’s learning. The post holder must be able to demonstrate resilience in solving problems and be creative in reaching solutions. They will need to have leadership and management skills and operate as a member of the PPO’s Senior Leadership team, building relationships within and outside the PPO.

The PPO is based at the HM Government hub at 10 South Colonnade, Canary Wharf.Staff are expected to work at least three days of the week at the London office, with the rest of the time spent working at home or at commuter hubs.

While you will usually have some flexibility to decide which days of the week you work in the office to enable you to manage your office attendance around your personal circumstances, there will be occasions when you will be required to attend the office (for example, for team meetings, office or function-wide meetings) or visiting establishments on particular days.

Please note that the PPO is unable to offer home working contracts or allow you to permanently work at any other location, other than 10 South Colonnade, for the required office attendance days.

Interviews will be held virtually using Microsoft Teams.

The salary range is £49,325 - £53,081.

The post holder is responsible for the following:

• Line management of two Band C’s. Responsibility for planning their workload and their development.
• Oversight of all policy and operational learning work.
• Lead cross-office programmes to identify and share learning with the services in remit. This will often include working with the research team to produce thematic publications which make recommendations for change. Work closely with the Head of Research to ensure research will help uncover and explore key issues. Draft learning lessons bulletins from research reports, working closely with operational colleagues. Draft recommendations and lessons to help improve the services in remit.
• Organise and manage events to ensure learning is communicated directly to the services in remit and to increase the impact of learning. Work with the communications team to ensure learning is amplified and communicated effectively to stakeholders. Responsibility for checking responses to thematic learning, liaising with operational teams and the Ombudsman to ensure responses are adequate.
• Oversee the publication of regular monthly learning material to prisons, ensuring the content is balanced, engaging and useful.
• Ensure the Policy Officer influences the policies of services in remit (e.g. HMPPS and Home Office) and work with them on consultation responses. Support the Policy Officer in providing updates to the operational teams on policies and to share learning from Prevention of Future Death Reports.
• Manage the PPO’s responses to relevant Parliamentary committees and inquiries, including the Justice Select Committee. Brief and prepare the Ombudsman for any oral evidence sessions they are invited to.
• Oversee development of the PPO’s three-year strategic plan and annual business plan. Formulate the PPO’s Race Action Plan and ensure actions are achieved. Report on the progress on these plans in the PPO’s annual report.
• Where requested, work with the Ombudsman to effect change within the services in remit, drafting correspondence on their behalf.
• Responsibility for the PPO’s Terms of Reference. Provide advice on them where necessary, ensure the PPO’s work remains within remit and manage any necessary changes.
• Oversee and update agreements (MoUs) between the PPO and other organisations.
• Attend and contribute to Senior Leadership Team meetings as a member of the PPO’s SLT.
• Build relationships with leaders across the services in remit to ensure the PPO’s evidence is recognised and reflected. Prepare responses to any ad hoc requests for learning/advice from the services in remit.
• Attend stakeholder meetings (including meetings with other scrutiny bodies and the Justice Select Committee) to discuss and share learning.
• Horizon scan and forward planning, consideration of the wider criminal justice sector and any implications for the PPO. Communicate updates and any relevant changes within the criminal justice system to SLT and operational staff.

Person specification

Essential

• An understanding of the criminal justice system and prisons.
• Experience working with researchers on issues within the criminal justice system. An ability to draft and manage publications recommending change to address issues within the services in remit and to liaise with senior stakeholders to discuss these.
• Experience of reviewing information quickly and drafting summaries to highlight key issues.
• Proven ability to communicate effectively in writing and verbally with senior leaders and stakeholders. Experience leading meetings with senior stakeholders.
• Ability to work at pace and deal with daily conflicting priorities.
• Experience of managing members of staff, setting objectives, managing their performance and fostering a positive culture.

Additional information

The Application and Interview Process

The PPO is a Disability Confident Committed Employer, and we ensure our recruitment process is inclusive and accessible. Please complete the application information on reasonable adjustments and disabilities if relevant.Further information on the types of reasonable adjustment that can be provided can be found at https://www.civil-service-careers.gov.uk/reasonable-adjustments/

This is a two-stage process.

Stage 1:

• Submit a Curriculum Vitae (CV).
• Submit a statement of suitability (250 words) setting out how your skills and experience match the essential requirements for the role as stated above.
• Provide an example of where you have demonstrated the skills required for the Civil Service Behaviour ‘Seeing the big picture’.

To pass stage 1, a candidate will need to score a minimum of two out of three on their statement of suitability and four out of seven on the answer to the ‘Seeing the big picture’ behaviour.If we receive a high number of high scoring applications, we reserve the right to increase this minimum benchmark.

The CV will not be scored but will be used to give context to the statement of suitability.

Stage 2:

Those who meet the required level at the application stage will be invited to an interview.During the interview, you will be asked questions about the Civil Service Behaviours ‘Seeing the Big Picture’, ‘Making Effective Decisions’ and ‘Communicating and Influencing’ as well as strength-based questions relating to the role. You will also be required to complete a written test.

To be considered appointable, you will need to score a minimum total of 12 for the behaviour questions, a minimum of four for the written test and a minimum of six for the strength questions.If we receive a high number of high scoring interviewees, we reserve the right to increase this minimum benchmark.

Seeing the Big Picture

Understand the strategic drivers for your area of work. Align activities to contribute to wider organisational priorities. Remain alert to emerging issues and trends which might impact your work area. Seek out and share experiences to develop knowledge of the team’s business area. Understand how the strategies and activities of the team create value and meet the diverse needs of all stakeholders.

Communicating and Influencing

Communicate in a straightforward, honest and engaging manner, choosing appropriate styles to maximise understanding and impact. Encourage the use of different communication methods, including digital resources and highlight the benefits, including ensuring cost effectiveness. Ensure communication has a clear purpose and takes into account people’s individual needs. Share information as appropriate and check understanding. Show positivity and enthusiasm towards work, encouraging others to do the same. Ensure that important messages are communicated with colleagues and stakeholders respectfully, taking into consideration the diversity of interests.

Making Effective Decisions

Understand own level of responsibility and empower others to make decisions where appropriate. Analyse and use a range of relevant, credible information from internal and external sources to support decisions. Invite challenge and where appropriate involve others in decision making. Display confidence when making difficult decisions, even if they prove to be unpopular. Consult with others to ensure the potential impacts on end users have been considered. Present strong recommendations in a timely manner outlining the consideration of other options, costs, benefits and risks.

When answering questions about the behaviours, you might want to use the STAR approach to help you to present your evidence more successfully.This approach provides structure and focus to your answers.

The STAR approach stands for:

Situation – briefly describe the context and your role.

Task – the specific challenge, task or job that you faced.

Action – what you did, how and why you did it.

Result – what you achieved through your actions.

You should keep the situation and task parts brief, concentrating on the actions you took and the result. If the result was not entirely successful describe what you learned from this and what you would do differently next time. STAR may help you to cover all the points you need to make.

When using STAR, you should use one specific example per behaviour and you should explain what you did rather than others.

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity.

Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised role: all successful candidates will be appointed to the nearest viable office nearest to their home postcode and on its respective pay scale. This will be at either a HQ building (subject to desk allocation, a Justice Collaboration Centre (JCC) or a Justice Satellite Office (JSO) – See Map All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity).

For current MoJ employees, your base location will need to be changed to the nearest viable office (to your home postcode), either at a HQ building, JCC or JSO within the National Office Network and moved its location’s respective pay scale (any legacy arrangements/locations will need to be amended).

Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.

MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer.

All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices. Standard full time working hours are 37 hours per week. MoJ welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the MoJ’s Flexible Working policy.

Benefits

The MoJ offers a range of benefits:

Annual Leave

Annual leave is 25 days on appointment and will increase to 30 days after five years’ service.

There is also a scheme to allow qualifying staff 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

The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.

Support

• A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
• Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
• For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on www.GOV.UK or Childcare Choices You can determine your eligibility at https://www.childcarechoices.gov.uk/
• Paid paternity, adoption and maternity leave.
• Free annual sight tests for employees who use computer screens.

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

• To Transformative Business Services (0345 241 5359 (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk);
• To Ministry of Justice Resourcing team (resourcing-management-office@justice.gov.uk);
• To the Civil Service Commission (details available here)

As a Disability Confident employer, MoJ are 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.

For more information on applying for a role as a candidate with a disability or long-term condition, please watch our animated videos

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the TBS Recruitment Enquiries Team.

Diversity & Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Planand the Civil Service Diversity and Inclusion Strategy

A Great Place to Work for Veterans

The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit: https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

Redeployment Interview Scheme

Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.

MoJ is able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidates will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.

Civil Service Nationality Rules

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window) https://www.gov.uk/settled-status-eu-citizens-families
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window) https://www.gov.uk/government/publications/nationality-rules

Reserve list

A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles.