Stakeholder Support Coordinator

Role:              Stakeholder Support Coordinator
Employer:   Single Source Regulations Office    Sector: Non-Departmental Public Body
Location:     Hybrid, attending an office location in Westminster, London    Salary: Up to £34,00 and Civil Service Pension + up to Zones 1-6 London oyster card (currently a daily contribution to travel of up to £14.90) + 30 days holiday and bank holidays 
Closing Date: 13 January 2025

Interviews planned for: week commencing 27 January 2025    
Working pattern: Full-time - The SSRO welcomes flexible working arrangements.
 
Stakeholder Support Coordinator
This is an opportunity to provide excellent stakeholder management support in an interesting and challenging sector. We require an individual who is committed, enjoys working with others and is always on the lookout for ways to improve. 

The Single Source Regulations Office (SSRO) is an executive non-departmental public body that supports the regulatory framework for single source defence contracts established by Part 2 of the Defence Reform Act 2014. We play a central role in the regulation of the UK government’s non-competitive procurement of military and security goods, works and services. The framework places controls on the prices of qualifying defence contracts and imposes transparency obligations on defence contractors.

In conducting our functions, we aim to ensure that government obtains good value for money in its expenditure on qualifying defence contracts, and that contractors are paid fair and reasonable prices. We have the following statutory functions:
•    Assessing and recommending the appropriate baseline profit rate, SSRO funding adjustment and capital servicing rates for use in calculating contract profit rates.
•    Publishing guidance on Allowable Costs, Contract Profit Rate steps, Reporting, Penalties and Referrals.
•    Giving opinions and making determinations on matters referred to the SSRO concerning the regulatory framework.
•    Keeping under review the extent to which reporting requirements are being complied with.
•    Analysing reported data on request for the Secretary of State.
•    Keeping an up-to-date record of qualifying contracts and receiving statutory reports from defence contractors under the regime.
By working for the SSRO you will be an important part of a dynamic organisation. The SSRO has built a professional team and has earned a reputation as an independent, evidence-based, expert body. Looking forward, the SSRO’s vision is to advance value for money and fair prices in defence procurement and is looking for a Stakeholder Support Coordinator to join the team!

This is a full-time role, but we would be happy to consider flexible working arrangements for the successful candidate, including part-time working (i.e. less than five days each week or reduced hours each working day) and hybrid (i.e. mix of home and office) working.
Stakeholder Support Coordinator
What will I be doing?
Responsibilities
•    Manage the SSRO’s Stakeholder Support Helpdesk, which currently receive around 1,000 queries each year with peaks around key reporting deadlines, including:
•    handling queries from stakeholders and ensuring responses are prepared and approved appropriately, and then issued to ensure response targets are met;
•    analysing responses to identify key themes and areas where the SSRO’s support could be improved;
•    recording helpdesk response times and reasons for any delays.
•    Assist stakeholders to use the SSRO’s Defence Contracts Analysis and Reporting System (DefCARS), including:
•    Manage new contract notifications submitted by email and clarify notification queries with the Ministry of Defence.
•    Explain reporting obligations and use of the SSRO’s Defence Contracts and Reporting System (DefCARS) web-based reporting system to defence companies in a clear and understandable way so that they can meet their reporting deadlines.
•    Monitor issues stakeholders encounter in accessing the SSRO’s DefCARS system escalating if necessary so that they are resolved in a timely manner.
•    Co-ordinate and assist with stakeholder training on DefCARS and promote its use.
•    Contribute to implementation of the SSRO’s engagement strategy, including:
•    Plan and manage stakeholder engagement meetings (workshops, Operational Working Group, Reporting & IT sub-group) – includes issuing invites, tracking responses, developing agendas, meeting arrangements, preparing slide packs and taking notes of meetings to circulate to attendees.
•    Arrange meetings with individual defence companies, ensuring that these meetings meet their specific stakeholder needs.
•    Maintain the documentation of key support processes and continually seeking opportunities to streamline and improve these processes.
•    Manage stakeholder records and ensure these are regularly refreshed and kept up to date.
•    Assist in preparing stakeholder engagement material including briefing documents for meetings, website announcements and draft correspondence.
•    Support the Policy, Referrals and Support team administratively, including organising meetings and preparing the team dashboard. Produce stakeholder management information for the SSRO’s Senior Leadership Team made up of Directors and Heads of Function.
•    Collaborate with staff across the SSRO and work successfully in multi-disciplinary teams, including project teams drawn from across other established teams.
•    Act with integrity and apply the SSRO’s governance procedures.
•    Make best use of available technology and contribute to the delivery of new and innovative ways to deliver our work and improve quality and efficiency.
•    Promote the SSRO’s values.
•    Such other duties as the SSRO may require, in line with business need.
What skills do I need to be effective in this role?
Essential criteria

•    Excellent verbal communication skills and able to be the key interface between many stakeholders and the SSRO.
•    A team player with good inter-personal skills, able to work effectively and flexibly across teams and collaboratively with all levels of staff.
•    Highly organised being able to keep track of multiple queries which will be at different stages of resolution ensuring that a clear audit trail of all responses is maintained.
•    Good written skills with an excellent eye for detail and able to successfully present complex information and data in a clear and easy-to-understand format.
•    Good problem-solving skills which enable the resolution of queries in a timely manner but also to identify how processes and procedures can be improved.
•    The ability to interpret complex rules and regulations and to recommend sensible and pragmatic solutions in line with the SSRO’s duties and objectives.
•    Ability to work to deadlines and to respond flexibly and positively to changing circumstances.
•    High level of IT literacy.
Desirable criteria

One or more of the following would be helpful in undertaking this role but they are by no means essential:
•    Experience of successfully managing stakeholder relationships in a government, technology, or regulated industry context, and including managing expectations and conflicting needs and demands.
•    Knowledge of the defence sector, defence procurement policy and the key players / relationships. 
•    Customer service or IT service management.

Security clearance
The role will require you to undergo and successfully secure national security vetting and obtain Security Check (SC) clearance.
Applying for the position
To apply for the position, please submit both of the following: 
•    A covering letter of no more than 1000 words (font size 12), clearly explaining how you meet the essential and desirable criteria as outlined in the person specification, using appropriate examples; and
•    Your CV, setting out your qualifications and experience. This should clearly include any professional bodies of which you are a member.
Applications that do not contain both covering letter and CV may be rejected.
The SSRO embraces diversity and promotes equal opportunities. We recruit by merit on the basis of fair and open competition.
Contact point for applicants: Ruaidhri.Magee@ssro.gov.uk