Job title: Procurement & Commissioning Manager Grade: Grade G Role code: SP&CC041 Status: Police Staff
Main purpose of the role:
Support and deputise for the Head of Commissioning in managing and co-ordinating commissioning, procurement, grant and contract management functions, policy support and partnership working activities on behalf of the Police & Crime Commissioner (PCC). This includes ensuring performance analysis of commissioned services and associated policy to ensure effective support is provided to the PCCs statutory responsibilities. This role will ensure compliance with all procurement and other regulatory frameworks for the commissioning and grant funding of services, performance monitor said services and deputise for the Head of Commissioning.
Support and deputise for the Head of Commissioning as required to ensure that the PCC can deliver their statutory responsibilities in relation to the procurement and commissioning of services, and to line manage staff within the Commissioning Team.
Utilise category management practices to profile, benchmark and assess the market to encourage greater representation of services in Kent and awareness of the PCCs commissioning opportunities.
Manage and undertake effective tendering activity in conjunction with 7F Commercial, in accordance with PCR 2015, including negotiating and setting contract specifications, in-conjunction with the Head of Commissioning.
Bring knowledge and experience to support the Head of Commissioning in developing commissioning activities that support the PCC to discharge their statutory duties.
Responsibility for supporting and contract managing services ensuring that services deliver in line with requirements, that risks are identified and managed, and financial controls are in place.
Identify, and where possible, mitigate risks ensuring that commissioned and grant funded services are operating in accordance with the PCCs terms and conditions, Financial Regulations, Contract Standing Orders, national/EU guidelines, and best practice.
Responsible for ensuring the Head of Commissioning is fully aware of the performance of services commissioned or grant funded, escalating risks, issues and any deviations or changes to them to ensure that the PCC is compliant with all applicable regulatory frameworks both external and internal when contracting and commissioning or grant funding services.
Provide direction to the Commissioning Team, undertaking staff appraisals, addressing welfare and capability, assuring the quality of their work to ensure that all commissioned and grant funded services meet the PCCs requirements, are operating in accordance with relevant national/EU guidelines, best practice (including the 7F Commercial S22a), PCC Regulations and obligations, and are cost effective.
Build and maintain effective relationships with relevant internal and external stakeholders, and partner agencies to both draw on best practice and support them to work constructively in partnership with other agencies and the VCSE sector in support of PCC commissioning activity and the PCCs Police and Crime Plan.
Maintain awareness of regional and national good practice in relation to commissioning.
Undertake other duties appropriate to the grade and character of work as may be reasonably required, including specific duties of a similar or lesser graded post.
Created October 2023.
The post holder will be educated to degree level or equivalent, ideally holding a MCIPS Level 6 in-line with the CIPS structure guidance or be able to clearly evidence equivalent levels of experience, technical knowledge, and expertise by having worked as a Commercial professional in a complex, public sector organisation. (essential).
Extensive knowledge and understanding of contract law and the application of EU Public Commercial Regulations and legislation is essential. Previous knowledge or work experience gained within the police service would be an advantage but can be developed on the job in a Kent context.
They will be able to demonstrate their strong analytical skills with the ability to absorb and broadly understand complicated/ potentially conflicting information quickly and effectively, analysing, critiquing and if required producing recommendations/ options for further questioning, consideration, research, or review. This will include the ability to review, question and interpret statistical information whilst being able to think strategically about opportunities and developments to ensure needs are met and risk identified.
The post holder will possess strong interpersonal skills, with the ability to liaise and influence stakeholders. Excellent oral and written communication are essential to build effective, wide ranging working relationships within internal / external partners and commissioned services. This will include the ability to create, produce and deliver high-quality commissioning documentation / reports and recommendations, appropriately tailored to the target audience. Previous experience of working in cross-organisation partnerships would also be an advantage.
They will also have good organisational, time management and project management skills to ensure delivery of results to agreed deadlines. Ideally with experience of managing a team.
The post holder must be familiar with Microsoft packages such as Word, Excel, PowerPoint, to produce high quality reports, procurement and commissioning documentation and presentations, and be able to effectively utilise the Internet for research purposes.
Analyse Critically (Level 2)
I ensure that the best available evidence from a wide range of sources is taken into account when making decisions. I think about different perspectives and motivations when reviewing information and how this may influence key points. I ask incisive questions to test out facts and assumptions, questioning and challenging the information provided when necessary. I understand when to balance decisive action with due consideration. I recognise patterns, themes and connections between several and diverse sources of information and the best available evidence. I identify when I need to take action on the basis of limited information and think about how to mitigate the risks in doing so. I challenge others to ensure that decisions are made in alignment with our mission, values and the Code of Ethics.
Collaborative (Level 2)
I manage relationships and partnerships for the long term, sharing information and building trust to find the best solutions. I help create joined-up solutions across organisational and geographical boundaries, partner organisations and those the police serve. I understand the local partnership context, helping me to use a range of tailored steps to build support. I work with our partners to decide who is best placed to take the lead on initiatives. I try to anticipate our partners' needs and take action to address these. I do not make assumptions. I check that our partners are getting what they need from the police service. I build commitment from others (including the public) to work together to deliver agreed outcomes.
Deliver, Support and Inspire (Level 2)
I give clear direction and expectations, helping others to understand how their work operates in the wider context. I identify barriers that inhibit performance in my teams and take steps to resolve these, enabling others to perform. I lead the public and / or colleagues, where appropriate, during incidents or through the provision of advice and support. I ensure the efficient use of resources to create the most value and the right impact within my areas. I keep track of changes in the external environment, anticipating both the short and long term potential implications for the Police Service. I motivate and inspire others to achieve their best.
Emotionally Aware (Level 2)
I consider the perspectives of people from a wide range of backgrounds before taking action. I adapt my style and approach according to the needs of the people I am working with, using my own behaviour to achieve the best outcome. I promote a culture that values diversity and encourages challenge. I encourage reflective practice among others and take the time to support others to understand reactions and behaviours. I take responsibility for helping to ensuring the emotional well being of those in my teams. I take the responsibility to deal with any inappropriate behaviours.
Innovative and Open-minded (Level 2)
I explore a number of different sources of information and use a variety of tools when faced with a problem and look for good practice that is not always from policing. I am able to spot opportunities or threats which may influence how I go about my job in the future by using knowledge of trends, new thinking about policing and changing demographics in the population. I am flexible in my approach, changing my plans to make sure that I have the best impact. I encourage others to be creative and take appropriate risks. I share my explorations and understanding of the wider internal and external environment.
Take Ownership (Level 2)
I proactively create a culture of ownership within my areas of work and support others to display personal responsibility. I take responsibility for making improvements to policies, processes and procedures, actively encouraging others to contribute their ideas. I am accountable for the decisions my team make and the activities within our teams. I take personal responsibility for seeing events through to a satisfactory conclusion and for correcting any problems both promptly and openly. I actively encourage and support learning within my teams and colleagues.
I take into account individual needs and requirements in all of my actions. I understand that treating everyone fairly does not mean everyone is treated the same. I always give people an equal opportunity to express their views. I communicate with everyone, making sure the most relevant message is provided to all. I value everyone's views and opinions by actively listening to understand their perspective. I make fair and objective decisions using the best available evidence. I enable everyone to have equal access to services and information, where appropriate.
I always act in line with the values of the police service and the Code of Ethics for the benefit of the public. I demonstrate courage in doing the right thing, even in challenging situations. I enhance the reputation of my organisation and the wider police service through my actions and behaviours. I challenge colleagues whose behaviour, attitude and language falls below the public's and the service's expectations. I am open and responsive to challenge about my actions and words. I declare any conflicts of interest at the earliest opportunity. I am respectful of the authority and influence my position gives me. I use resources effectively and efficiently and not for personal benefit.
Public service (accredited)
I act in the interest of the public, first and foremost. I am motivated by serving the public, ensuring that I provide the best service possible at all times. I seek to understand the needs of others to act in their best interests. I adapt to address the needs and concerns of different communities. I tailor my communication to be appropriate and respectful to my audience. I take into consideration how others want to be treated when interacting with them. I treat people respectfully regardless of the circumstances. I share credit with everyone involved in delivering services.
I ensure that my decision-making rationale is clear and considered so that it is easily understood by others. I am clear and comprehensive when communicating with others. I am open and honest about my areas for development and I strive to improve. I give an accurate representation of my actions and records. I recognise the value of feedback and act on it. I give constructive and accurate feedback. I represent the opinions of others accurately and consistently. I am consistent and truthful in my communications. I maintain confidentiality appropriately.
Business Planning (Level 4)
Gathers relevant information and statistics to support the business planning process at Division / Department level. Identifies key objectives in order to improve local performance and ensures these are aligned with the Force Strategic Aims. Effectively communicates agreed objectives and targets to the local workforce. Plans for and ensures the best use of resources and value for money.
Health & Safety (Level 4)
Has received Supervisor training and takes responsibility for the safety of directly subordinate staff and visitors. Understands the procedures in place for the safe storage of hazardous substances, fire precautions and evacuation. Resolves hazards or problems identified within roles or work environments. Undertakes skills passport assessments for new and existing staff. Re-assesses passport as and when new equipment /technology is introduced.Completes annual reviews of skills passports, training needs analysis.
Information Gathering & Analysis (Level 6)
Identifies the objectives of analysis and selects appropriate information needed to achieve these objectives. Uses effective methods, identifying any patterns or trends which emerge from the information and drawing conclusions which are supported by good evidence.
Interviewing - General (Level 4)
Has received some training in reliable interviewing techniques and is able to apply these techniques fairly, consistently and to good effect. Identifies the key issues for examination and tests these using open and probing questions. Identifies weaknesses and inconsistencies in the account and seeks clarification. Keeps good written records of the interview for future
Knowledge of Police Environment & Policy (Level 5)
Has a thorough understanding of the police service, nationally and locally, and is proactive in developing proposals which affect the way Kent Police and/or Essex Police operates. Possesses a detailed understanding of the inter-relationships between activities, roles, functions, and how organisation structures and police systems work. Understands and impacts on working procedures, practices and policies within areas of responsibility and ensures that these are followed at all times. Contributes to force goals and is accountable for delivering local business plan objectives.
Management of Police Information (MOPI) (Level 4)
Full compliance with Level 3. Has successfully completed all standard relevant Information Management and Security training package(s). Accurate use of Government Security Classification (GSC). Ensures physical and digital records are stored with appropriate security relevant to the sensitivity of the documents and has working understanding of appropriate National Retention Schedules. Is able to quality assure own records management processes as well as those of any staff for whom they have supervisory responsibility. Is aware of where to seek further support in relation to Records management within force when necessary. If nominated as an Information Asset Assistant is familiar with the NPCC Information Asset Owners Handbook.
Office Organisation (Level 4)
Fully conversant with organising an office and able to develop working practices which impact on productivity. Able to adapt and innovate so that the office environment contributes to increased efficiency and effectiveness. Can plan and control office activities to meet objectives. Able to prepare and present management information which facilitates action. Effectively evaluates information/products and makes recommendations on following a course of action.
Office Technology (Level 4)
Demonstrates advanced skills in the use of one or more office software products Able to use these packages to enhance the quality or presentation of work required within the role. Manages data files and file structures. Provides on the job training and guidance to other staff in the use of specific or specialist software, if required. Familiar with established IT rules and protocols and shows a good understanding of data protection requirements.
Procurement - Contracting (Level 5)
Ensures compliance with EC regulations, legal obligations and financial regulations relating to procurement. Represents the Procurement function locally and regionally surrounding the supply of goods and services. Develops, monitors and evaluates policies and procedures for procurement operations to ensure effectiveness. Competent to coordinate the provision of supplies across the county. Monitors major contracts on behalf of Kent Police and Essex Police Oversees post-contract reviews, ensuring that identified improvements to contract performance are implemented. Actively works in partnership with the supplier to review and monitor contracts to reflect the growth and any future demands of contracts.
Risk Management (Level 6)
Able to anticipate, accurately define and establish the relative level of risk arising from events likely to affect the Force and its relationship with local communities. Responsible for addressing or accepting tactical vulnerabilities in the context of achieving local Force objectives; balancing multiple, potentially competing risks; and implement changes to policies, working practices and standard operating procedures as required. Identifies and challenges risks arising from collaborative and partnership arrangements. Has an appreciation that seizing opportunities also generates risks.