23239 Change Systems Project Officer
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Job Summary
Job Summary - Change Systems Project Officer at HMPPS - Probation Service Band 3
Position Overview:
The Project Officer role specialises in change systems and is instrumental in facilitating the smooth implementation of HMPPS Gateway Management System and HMPPS EQuiP Process Management system and processes within His Majestys Prison and Probation Service (HMPPS). The role focuses on process mapping Power Platform utilization and change management and is essential in driving organisational improvements and ensuring compliance with regulatory standards. The Change Systems Project Officers will be expected to work collaboratively with Project Officers from the Area and National Change teams to ensure that project requests made through GMS are effectively deployed and actioned. Change Systems is a national team with tools deployed to support the whole of HMPPS and therefore there is an expectation that travel across the country may be required including some overnight stays.
Key Responsibilities:
Process Mapping: Facilitate comprehensive process mapping workshops to visualise current workflows and identify opportunities for process optimization. Collaborate with stakeholders to document processes accurately and identify areas for improvement.
Process Management: Manage and streamline organisational processes to enhance efficiency and effectiveness. Support process improvement plans and implement changes to drive operational excellence.
Change Management: Support change management initiatives by facilitating communication training and stakeholder engagement activities with Area and National Change teams as well as wider stakeholders. Assist in the development and implementation of change management plans to ensure successful adoption of new processes and technologies.
Power Platform Utilization: Leverage the Microsoft Power Platform to develop and deploy digital solutions that support change management efforts. Utilise Power Apps Power Automate and Power BI to automate workflows improve data visibility and enhance decision-making processes.
Stakeholder Engagement: Engage with key stakeholders across the organization to gather requirements promote change systems gather feedback and ensure alignment with change objectives. Build strong relationships and effectively communicate updates and milestones to stakeholders at all levels. Facilitate process capture workshops and deliver training and briefings both remotely and in person.
Customer Service: Provide exceptional customer service to internal and external stakeholders addressing inquiries resolving issues and ensuring satisfaction with change management services. Act as a point of contact for stakeholders seeking assistance or guidance throughout the change process.
Continuous Improvement: Drive a culture of continuous improvement within the team identifying opportunities to enhance processes systems and service delivery. Proactively seek feedback from stakeholders and implement improvements based on lessons learned.
Compliance: Ensure compliance with relevant regulations policies and standards throughout the change and process management process. Adhere to established compliance requirements and integrate compliance considerations into change and process management activities.
Accessibility: Ensure that change and process management systems and content are accessible and user-friendly for all stakeholders including individuals with disabilities. Identify and address accessibility barriers to ensure equal access to information and services.
MI Data Reporting: Collect analyse and report on Management Information (MI) data related to change management activities and share this with Area and National Teams. Generate insights and recommendations to support decision-making and measure the impact of change initiatives on organisational performance.
Experience
Experience of: Implementing change projects / Basic financial analysis / Project planning.
Technical
NVQ Level 3 or equivalent in a relevant subject (or appropriate practical experience) Microsoft: Word Excel Outlook and PowerPoint Power Platform.
This role will be contractually based at either of the following premises:
- York Probation Office 108 Lowther Street Guildhall York YO31 7WD
- Derwent Court 1 Stuart Street Derby DE1 2EQ
In line with our hybrid working policy employees must be present in the office for at least 60% of their working hours which generally equates to three days per week.
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). Some roles will not be suitable for Hybrid Hybrid Working will not suit everyones circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.
For nationally advertised roles the successful candidate(s) will be appointed to aMoJoffice location which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.
Some of MoJs 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.
Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS 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 withthe HMPPS 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 plus public for part-time and job share posts will be calculated on a pro-rata basis
Pension
The National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF).Please visit for further information.
Please note: Any current Civil Servant who is a member of the PCSPS by accepting an offer of employment to the National Probation Services will be opted out of the PCSPS and auto enrolled into the Local Government Pension Scheme.
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.
Eligibility
All candidates are subject to security and identity checks prior to taking up post
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 onorChildcare Choices.You can determine your eligibility at
- Paid paternity adoption and maternity leave.
- Free annual sight tests for employees who use computer screens.
Working for the Civil Service
TheCivil Service Codesets 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 Commissionsrecruitment 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 (0(Monday to Friday 8am - 6pm) or e mail);
- To Ministry of Justice Resourcing team();
- To the Civil Service Commission (details availablehere)
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.
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.
For more information on applying for a role as a candidate with a disability or long-term condition please watch our animated videos.
Diversity & Inclusion
The Civil Service is committed to attract retain and invest in talent wherever it is found. To learn more please see theCivil Service People Planand theCivil 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. 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: Further information on nationality requirements (opens in a new window) 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.
For further details about the initiative and eligibility requirements visit:
- Job Summary Change Systems Project Officer (1).docx (Job Description Supporting Documents 2)
- NPS-JES-0016-Band-3-Project-Officer-v3.0 (1) (1).pdf (Job Description Attachment)
Use of Artificial Intelligence (Al)
Artificial Intelligence can be a useful tool to support your application however all examples and statements provided must be truthful factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others or generated by artificial intelligence as your own) applications may be withdrawn and internal candidates may be subject to disciplinary see ourcandidate guidancefor more information on appropriate and inappropriate use.
Required Experience:
Unclear Seniority
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