Job summary
The Business Support Manager is an exciting, fast-paced, and demanding role so you will be responsible for a diverse range of activities where you will need to be flexible, organised, and motivated.
The role is based in the East Midlands Business Operations Team within Health Protection Operations and has responsibility for the delivery of a comprehensive, high quality and timely business operations service to the Health Protection Team and its stakeholders.
Main duties of the job
The purpose of the business operations function is to facilitate the smooth, efficient running of the region, dealing with administrative, organisational and operational matters, working collaboratively with enabling functions (Finance, HR, Communications, Programme Management, and Risk & Assurance), and providing effective and efficient business support to the Regional Deputy Director, Leadership Team, and Health Protection colleagues across the team.
You will apply, and develop, your skills and abilities to contribute to the continuous improvement of processes, information management and reporting, as well as administration activities, working closely with the other Business Support Managers to ensure best practice is consistent across all teams.
About us
For more information on the UKHSA please visit: UK Health Security Agency - GOV.UK (www.gov.uk)
Benefits
- Learning and development tailored to your role
- An environment with flexible working options
- A culture encouraging inclusion and diversity
- A Civil Service pension with an average employer contribution of 27%
- Range of health and wellbeing support
Job description
Job responsibilities
The job holder will be required to carry out the following responsibilities, activities, and duties:
Provide operational support to a range of corporate functions which may include finance, accommodation, HR, governance, business continuity, risk management, staff engagement and internal communications.
- Identify opportunities to make improvements to business processes within individual functions and across the Directorate or for the Directors office.
- Provide secretariat and managerial support to the senior management team and other internal meetings and/or external networks.
- Deputise for Business Operations Manager (if applicable) to cover absence and holidays.
- Support the Directorate to deliver on the business plan and key priorities in a timely and responsive fashion.
- Provide executive assistance to the Director, for example overseeing staff who look after diary and email management to ensure the Directors time is being used effectively. Preparing briefings and presentations for the Director(s) meetings. Commissioning work from the wider team/or other directorates on behalf of the Director and/or deciding what action to take regarding correspondence and emails in the Directors absence. Undertaking research and small ad hoc projects for the Director(s).
Leadership and Management
- Be a visible, positive and a competent role model and motivator; and contribute to the induction of staff.
- Problem solves, make decisions, and accept responsibility for own actions.
- Support managers to set and monitor team professional standards, including supporting the coordination of training, development and recruitment activity across the team, and Directorate development and planning around the staff survey for the Directorate, delivery of the annual appraisal system and compliance with statutory and mandatory regulations.
Communication and Key Working Relationships
- The post holder will develop effective working relationships and communicate regularly with a wide range of individuals, including clinical and non-clinical, scientists, academics from Directorates and corporate staff e.g., HR and Payroll. This may include communicating verbally face to face, by email, phone or in writing and may also involve external stakeholders and members of the public as well as other public health organisations e.g., NHS and other Civil Service departments e.g., the Cabinet Office
Quality and Governance
Provide support to ensure adherence to governance and quality policies and procedures within the team/Directorate which may include:
- Contributing to the development and monitoring of the Directorate business plan, with responsibility for delivering activities within area of responsibility
Please refer to the Job Description for a full list of responsibilities.
Job description
Job responsibilities
The job holder will be required to carry out the following responsibilities, activities, and duties:
Provide operational support to a range of corporate functions which may include finance, accommodation, HR, governance, business continuity, risk management, staff engagement and internal communications.
- Identify opportunities to make improvements to business processes within individual functions and across the Directorate or for the Directors office.
- Provide secretariat and managerial support to the senior management team and other internal meetings and/or external networks.
- Deputise for Business Operations Manager (if applicable) to cover absence and holidays.
- Support the Directorate to deliver on the business plan and key priorities in a timely and responsive fashion.
- Provide executive assistance to the Director, for example overseeing staff who look after diary and email management to ensure the Directors time is being used effectively. Preparing briefings and presentations for the Director(s) meetings. Commissioning work from the wider team/or other directorates on behalf of the Director and/or deciding what action to take regarding correspondence and emails in the Directors absence. Undertaking research and small ad hoc projects for the Director(s).
Leadership and Management
- Be a visible, positive and a competent role model and motivator; and contribute to the induction of staff.
- Problem solves, make decisions, and accept responsibility for own actions.
- Support managers to set and monitor team professional standards, including supporting the coordination of training, development and recruitment activity across the team, and Directorate development and planning around the staff survey for the Directorate, delivery of the annual appraisal system and compliance with statutory and mandatory regulations.
Communication and Key Working Relationships
- The post holder will develop effective working relationships and communicate regularly with a wide range of individuals, including clinical and non-clinical, scientists, academics from Directorates and corporate staff e.g., HR and Payroll. This may include communicating verbally face to face, by email, phone or in writing and may also involve external stakeholders and members of the public as well as other public health organisations e.g., NHS and other Civil Service departments e.g., the Cabinet Office
Quality and Governance
Provide support to ensure adherence to governance and quality policies and procedures within the team/Directorate which may include:
- Contributing to the development and monitoring of the Directorate business plan, with responsibility for delivering activities within area of responsibility
Please refer to the Job Description for a full list of responsibilities.
Person Specification
Technical
Essential
- Experienced in IT skills, advanced Microsoft Office skills, including Word, Outlook, Excel, PowerPoint,
- Educated to degree level/NVQ 6 in relevant subject or equivalent experience in a similar area of work.
- Experienced of use of systems to order goods and services and an understanding of relevant policies and procedures.
Desirable
- Ability to use digital tools e.g., Jira.
- Understanding of project principles, techniques, and tools.
- Working towards a post graduate level qualification
Behaviours
Essential
- Work with others to identify areas for improvement and simplify processes to use fewer resources. Use technology where possible to increase efficiency.
- Make it clear to all team members that bullying, harassment and discrimination are unacceptable
- Reflect on own work, continuously seek, and act on feedback to improve own and team's performance
- Communicate clearly and concisely both orally and in writing. Take time to consider the best communication channel to use for the audience, including making the best of digital resources and considering value for money.
Experience
Essential
- Experience of undertaking secretariat functions / administering meetings, events.
- Experience of writing and preparing reports for senior colleagues and / or meetings.
- Experience or understanding of budget management, business planning and business continuity processes.
Desirable
- Experience working in a public sector organisation.
- Experience of project management.
Strengths
Essential
- You are detail-focussed, you ensure everything is accurate and error free.
- You take a positive approach to tackling problems and find ways to identify suitable solutions.
Ability
Essential
- Ability to work without supervision working to tight and often changing timescales.
- Ability to organise one's own work and that of the team
- Ability to work in a continuously changing environment.
- Ability to lead a team and effectively manage team dynamics to drive forward a shared goal
Person Specification
Technical
Essential
- Experienced in IT skills, advanced Microsoft Office skills, including Word, Outlook, Excel, PowerPoint,
- Educated to degree level/NVQ 6 in relevant subject or equivalent experience in a similar area of work.
- Experienced of use of systems to order goods and services and an understanding of relevant policies and procedures.
Desirable
- Ability to use digital tools e.g., Jira.
- Understanding of project principles, techniques, and tools.
- Working towards a post graduate level qualification
Behaviours
Essential
- Work with others to identify areas for improvement and simplify processes to use fewer resources. Use technology where possible to increase efficiency.
- Make it clear to all team members that bullying, harassment and discrimination are unacceptable
- Reflect on own work, continuously seek, and act on feedback to improve own and team's performance
- Communicate clearly and concisely both orally and in writing. Take time to consider the best communication channel to use for the audience, including making the best of digital resources and considering value for money.
Experience
Essential
- Experience of undertaking secretariat functions / administering meetings, events.
- Experience of writing and preparing reports for senior colleagues and / or meetings.
- Experience or understanding of budget management, business planning and business continuity processes.
Desirable
- Experience working in a public sector organisation.
- Experience of project management.
Strengths
Essential
- You are detail-focussed, you ensure everything is accurate and error free.
- You take a positive approach to tackling problems and find ways to identify suitable solutions.
Ability
Essential
- Ability to work without supervision working to tight and often changing timescales.
- Ability to organise one's own work and that of the team
- Ability to work in a continuously changing environment.
- Ability to lead a team and effectively manage team dynamics to drive forward a shared goal
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).
