Job summary
The Strategic Programme for Mental Health is seeking an experienced Business Support Manager to provide business management, corporate and operational support
This is a key role to ensure efficient and effective support which includes preparing weekly, bi-weekly, monthly and quarterly reports as well as other management information, stakeholder management information and monitoring compliance for the team across a number of areas such as statutory and mandatory training, appraisals and recruitment in line with KPI's, policies and governance procedures.
The post holder will also be required to provide high level support to projects including contracts management, procurement functions including tender specifications and undertake business support tasks. The post holder will also be required to support the monitoring and delivery against both the IMTP and long term strategy as necessary and this may include undertaking a support role at a strategic priority support meeting if needed for the Directorate.
The post holder will also be required to support the recruitment and staffing activities across the Directorate. This will include preparing or supporting colleagues within the Directorate with the end to end recruitment process which may include drafting job descriptions, submissions to the job evaluation panels, drafting adverts, preparing recruitment schedules and interview questions and tests.
Main duties of the job
Improving business performance
Monitoring business performance information against targets, highlighting exceptions and understanding the reasons for changes in performance
Investigating business problems and identifying and implementing solutions effectively
Managing resources
Maintaining stock control and having budgetary responsibility for small/large payments
Ensuring the smooth running of procurement and contract management processes, including organising tender processes and negotiating contracts.
Managing information
Managing, analysing and communicating business sensitive information
Preparing succinct reports and presentations, as well as responding to internal and external enquiries.
Communications
Organising key meetings and workshops internally and externally, including agreement and preparation of meeting papers, facilitation of meeting communications, and post-event write up and review.
Supporting the business with policies and processes
Securing agreement or co-operation from other teams within PHW, particularly corporate functions such as finance, HR, IT and Property
Managing and supporting internal and /or external projects, including:
Enabling project delivery, including supporting objective setting, project planning (and re-planning), risk management and securing financial and people resources.
Managing and supervising all staff.
About us
The NHS Wales Executive (The Executive) is a new, national support function, hosted by Public Health Wales, and directed Welsh Government. The Executive is an essential element in making the health system in Wales fit for the future and achieving A Healthier Wales vision of a whole-system approach to providing excellent health and social care across Wales. Working on behalf of Welsh Government, The Executive's role in supporting this mission is to provide strong national leadership and strategic direction, enable, support and, where necessary, intervene to ensure the delivery of national priorities and standards, to drive improvements in the quality and safety of care to achieve better, fairer healthcare outcomes for the people of Wales.
Job description
Job responsibilities
The post-holder will need to build productive relationships with key individuals within Public Health Wales in corporate functions such as finance, HR, procurement, IT and property. Depending on the external facing nature of the Directorate/ Division, the post-holder may also need to build such relationships with corresponding staff in other organisations. The ability to build and maintain such relationships over time through regular communication will be important.
State what a post-holder is likely to be accountable and/or responsible for.
Accountable for:
- Effective line management and/or supervision of staff
- Effective delivery of agreed projects
Responsible for:
- Achieving measurable improvements in operational performance over time
- Achieving clear and improved business outcomes through specific projects
- Operating effective business processes
- Ensuring Divisional and/or team level compliance with corporate policies and processes
Job description
Job responsibilities
The post-holder will need to build productive relationships with key individuals within Public Health Wales in corporate functions such as finance, HR, procurement, IT and property. Depending on the external facing nature of the Directorate/ Division, the post-holder may also need to build such relationships with corresponding staff in other organisations. The ability to build and maintain such relationships over time through regular communication will be important.
State what a post-holder is likely to be accountable and/or responsible for.
Accountable for:
- Effective line management and/or supervision of staff
- Effective delivery of agreed projects
Responsible for:
- Achieving measurable improvements in operational performance over time
- Achieving clear and improved business outcomes through specific projects
- Operating effective business processes
- Ensuring Divisional and/or team level compliance with corporate policies and processes
Person Specification
Qualifications
Essential
- NVQ Level 4, Degree or equivalent level of experience
Experience
Essential
- Experience of communicating with all levels of professional staff and the public.
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records.
- Experience of operating Microsoft Office Suite.
- Experience of producing management information reports.
- Experience of project implementation and monitoring ongoing projects.
- Experience of managing finance systems e.g. budget monitoring.
- Experience of managing, maintaining and developing systems and procedures.
- Experience of implementing administrative policies and procedures
- Experience of using the TRAC recruitment system
- Experience of using the ESR
Desirable
- Experience in a supervisory / managerial role
- Experience of monitoring performance indicators
- Understanding of project management methodologies
- Experience of formal minutes taking
Skills
Essential
- Ability to work on own initiative and self-manage workload.
- Able to organise multi-disciplinary meetings and events.
- Excellent management and communication skills and knowledge.
- Analysing information from numerous sources
- Ability to gather, process and manipulate data in order to derive clear findings
- Advanced IT/keyboard skills
- Proficiency in advanced MS Office applications
Knowledge
Essential
- Thorough understanding of administrative procedures.
- Knowledge of business and people management
- Understanding of project management.
- Knowledge and understanding of contract monitoring, negotiation and review.
- Knowledge and understanding of Public Health Wales.
- Good working knowledge of IT software, hardware, systems and procedures.
- Good working knowledge of Public Health Wales Policies and Procedures
Personal Attributes
Essential
- Work to deadlines and under pressure.
- Work on own initiative.
- Good time-keeping.
- Respect confidentiality.
Other
Essential
- Willingness and ability to travel.
Person Specification
Qualifications
Essential
- NVQ Level 4, Degree or equivalent level of experience
Experience
Essential
- Experience of communicating with all levels of professional staff and the public.
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records.
- Experience of operating Microsoft Office Suite.
- Experience of producing management information reports.
- Experience of project implementation and monitoring ongoing projects.
- Experience of managing finance systems e.g. budget monitoring.
- Experience of managing, maintaining and developing systems and procedures.
- Experience of implementing administrative policies and procedures
- Experience of using the TRAC recruitment system
- Experience of using the ESR
Desirable
- Experience in a supervisory / managerial role
- Experience of monitoring performance indicators
- Understanding of project management methodologies
- Experience of formal minutes taking
Skills
Essential
- Ability to work on own initiative and self-manage workload.
- Able to organise multi-disciplinary meetings and events.
- Excellent management and communication skills and knowledge.
- Analysing information from numerous sources
- Ability to gather, process and manipulate data in order to derive clear findings
- Advanced IT/keyboard skills
- Proficiency in advanced MS Office applications
Knowledge
Essential
- Thorough understanding of administrative procedures.
- Knowledge of business and people management
- Understanding of project management.
- Knowledge and understanding of contract monitoring, negotiation and review.
- Knowledge and understanding of Public Health Wales.
- Good working knowledge of IT software, hardware, systems and procedures.
- Good working knowledge of Public Health Wales Policies and Procedures
Personal Attributes
Essential
- Work to deadlines and under pressure.
- Work on own initiative.
- Good time-keeping.
- Respect confidentiality.
Other
Essential
- Willingness and ability to travel.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
Public Health Wales
Address
Various options across Wales including Cardiff / Baglan / Llandudno Junction / Bridgend
Cardiff
CF15 9SS
Employer's website
https://phw.nhs.wales/ (Opens in a new tab)
