Business Support Manager

Job description

Job responsibilities

• Support the Public Health Microbiology Services Senior Leadership team with preparation of reports and presentations for UKHSA, NHS and Public Health Microbiology Services Programme board.
• Provide Diary support to the Public Health Microbiology Services senior leadership team and organise meetings.
• Actively seek to identify, recommend and implement improvements.
• Assist in the co-ordination and completion of various Public Health Microbiology Services submissions for monthly and quarterly business returns (i.e. quality plans/self-assessments, scorecard) and internal audits.
• Assist in the co-ordination and maintaining of up-to-date tactical team risk registers for Public Health Microbiology Services.
• Support for sites where there is no facilities management team, the provision of any required estates and facilities management within Public Health Microbiology Services including the associated infrastructure and IT.
• Assist with maintenance of an equipment asset register within Public Health Microbiology Services.
• Assist to ensure that business continuity plans are in place and are regularly updated.
• Assist with the maintenance of the UKHSA Public Health Microbiology Services Health and Safety Policy and arrangements.
• Support for response to internal and external stakeholder inquiries / problems regarding Public Health Microbiology Services Business Operations.

Financial and Resource Management

• Support with the annual budget setting review.
• Support regular budget monitoring, capital expenditure applications, business cases and undertaking any necessary analysis of financial and management information in accordance with corporate policies and procedures.
• Assist with all relevant procurement activity for Public Health Microbiology Services in liaison with Procurement Professionals.
• Support all commercial processes including maintenance, consumables and services agreements as well as capital purchase.

Human Resources Management

• Support the Public Health Microbiology Services senior leadership team to plan, implement and coordinate delivery of an effective training and development programme for Public Health Microbiology Services working in liaison with L&D and Workforce colleagues were appropriate.
• Support the Head of Business Operations, Public Health Microbiology Services Deputy Director with the process of recruitment across all sites working with recruitment, HR and Finance teams where appropriate.
• Contribute to the successful induction of new staff into Public Health Microbiology Services, including onboarding and organisation of new IT equipment, passes etc.

Planning and Organisation

• Contribute to the planning and provide administrative support for Boards and Committees for Public Health Microbiology Services.
• Contribute administrative support for monitoring quality outcomes for short, medium and long-term business plans.
• Work with and support the Public Health Microbiology Services Senior Leadership team to ensure adequate planning for key cross-Directorate meetings, to include preparing schedules for agendas, to reflect business and programmatic priorities.
• Providing administrative support and working with project and programme professionals to create and maintain effective project management plans and processes.
• Contribute to maintenance of effective records management processes relevant to business needs.
• Maintain office and operational systems for effective working
• Contribute to the monitoring of key performance indicators for the successful assessment of individual and work areas success
• Support aspects of Research and Development activities, collating information, analysing data and reporting findings

Leadership and Management

• To work under the line management of the Senior Business Manager and with other administrative staff (if applicable) to manage administrative functions to ensure flexibility and capacity to meet the needs of Public Health Microbiology Services.
• To support the Head of Business Operations in the coordination of training, development and recruitment activity across the Public Health Microbiology Services sites
• Support the Head of Business Operations to develop and plan around the staff survey.

Selection Process Details

This vacancy will be assessed using a competency-based framework which will assess your qualifications, knowledge and experience and/or skills and abilities outlined in the essential criteria.

Stage 1: Application & Sift

You will be required to complete an application form. You will be assessed on the 8 listed essential criteria, and this will be in the form of a:

• Application form (Employer/ Activity history section on the application)
• 1000 word Statement of Suitability

This should outline how your skills, experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria.

The Application form and Statement of Suitability will be marked together.

Longlisting

In the event of a large number of applications we will longlist into 3 piles of:

• Meets all essential criteria
• Meets some essential criteria
• Meets no essential criteria

Only the 'Meets all essential criteria' pile will be moved to the shortlisting stage.

Shortlisting

In the event of a large number of applications we will shortlist on:

• Good organisational skills and systematic approach to working

If you are successful at this stage, you will progress to interview & assessment.

Please do not exceed 1000 words. We will not consider any words over and above this number.

Feedback will not be provided at this stage.

Stage 2: Interview

You will be invited to a (single) remote interview.

Knowledge, experience, skills & abilities will be tested at interview.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Please note you will not be able to upload your CV. You must complete the application form in as much detail as possible. Please do not email us your CV.

Eligibility Criteria

Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).

Location

This role is being offered as hybrid working based at any of our Core HQs. We offer great flexible working opportunities at UKHSA and operate using a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce. As a hybrid worker, you will be expected to spend a minimum of 60% of your contractual working hours (approximately 3 days a week pro rata, (averaged over a month) working at one of UKHSA's core HQs (Birmingham, Leeds, Liverpool, and London).

Our core HQ offices are modern and newly refurbished with excellent city centre transport link and benefit from benefit from co-location with other government departments such as the Department for Health and Social Care (DHSC).

Security Clearance Level Requirement

Successful candidates must pass a disclosure and barring security check.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Basic Personnel Security Standard.

Person Specification

Essential Criteria

Essential

• Experience of working in a team and positively contributing to a team
• Strong computer literacy including the development and use of power-point, spreadsheet applications, databases and word-processing
• Good written communication skills e.g. ability to draft policy/procedure documents, write reports/presentations and business cases
• Good communication skills to people at all levels either on a one-to-one basis or to groups
• Sound analytical skills and good judgment when providing opinion or advice to others.
• Good organisational skills and systematic approach to working
• Strategic thinking - ability to anticipate and resolve problems before they arise
• Educated to degree level in relevant subject (e.g. Business, Finance, Economics, HR, Marketing) or equivalent level qualification or significant experience working in a business support role

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.

Certificate of Sponsorship

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

UK Health Security Agency

Address

10 SC Canary Wharf, 23 Stephenson Street Birmingham, Blenheim House Leeds, Cunard Building, Liverpool

London

E14 4PU

Employer's website

https://www.gov.uk/government/organisations/uk-health-security-agency (Opens in a new tab)