23239 - Change Systems Project OfficerGeneral Information

Salary

£28,064 - £33,549

Working Pattern

Full Time

Vacancy Approach

External

Location

Derby, York

Region

East Midlands, Yorkshire and the Humber

Closing Date

29-Oct-2026

Business Unit

AGY - NOMS Agency

Post Type

Permanent

Civil Service Grade

Other

Number of jobs available

2

Reserve List

12 Months

Job ID

23239

Descriptions & requirements

Job description

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 Majesty's 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.

Additional Information

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 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 roles, the successful candidate(s) will be appointed to a MoJ office 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 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.

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...