Business Support Manager

Job description

Job responsibilities

Operational Support

• 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.
• Deputise (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

Project Support

• Support corporate projects and service reviews, identifying requirements and providing options to improve ways of working across the Directorate
• Undertake project support when there isnt a dedicated project officer, responding to information requests and other tasks which will involve meeting tight deadlines
• Assist and work closely with members of the relevant project teams, providing information (including statistical information) to the project lead, planning, and managing elements of projects as directed by the relevant lead for business services or project manager
• In the absence of a project officer maintain project plans, supporting the provision of management information and participating in working groups

Financial and Resource Management

• Support the effective management of finance for the team, Directorate, including:a) Follow UKHSA financial governance processes and support colleagues and budget holders to engage with national and local finance processes as neededb) Ensure effective monitoring of project budget expenditurec) Provide reports for the management team as requiredd) Undertake procurement of services, supplies and equipment as directed and in line with corporate policye) Respond to the requirements of internal and external audit as directed

Leadership and Management

• Be a visible, positive and a competent role model and motivator; and contribute to the induction of staff
• Problem solve, 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
• Effective line management (if applicable) of administrative staff and management of administrative functions to ensure flexibility and capacity to meet the Directorates needs. Line management will include: undertaking appraisals; ensuring direct reports can achieve their objectives and have access to appropriate training; recruitment; induction; and progressing any disciplinary or capability issues

Quality and Governance

• Provide support to ensure adherence to governance and quality policies and procedures within the team/Directorate which may include:a) Contributing to the development and monitoring of the Directorate business plan, with responsibility for delivering activities within area of responsibilityb) Contributing to the development, testing and exercising of a Directorate business continuity planc) Producing written guidance and standard operating procedures for administrative procedures and protocolsd) Contributing to the Directorate governance agenda and working groupse) Adopt and role model a culture of continuous improvement

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.

Essential criteria:

• Educated to degree level/NVQ 6 in Business and/or Administration or equivalent experience working in a business management or administrative management sector.
• Experience of writing and preparing reports for senior colleagues and / or meetings
• Experience or understanding of budget management, business planning and business continuity processes
• Experienced of use of systems to order goods and services and an understanding of relevant policies and procedures
• Ability to work without supervision working to tight and often changing timescales
• Ability to organise ones own work and that of the team
• Ability to lead a team and effectively manage team dynamics to drive forward a shared goal
• Experienced in IT skills, advanced Microsoft Office skills, including Word, Outlook, Excel, PowerPoint, Teams
• You take a positive approach to tackling problems and find ways to identify suitable solutions
• Work with others to identify areas for improvement and simplify processes to use fewer resources. Use technology where possible to increase efficiency
• Reflect on own work, continuously seek, and act on feedback to improve own and teams performance
• An understanding of and commitment to equality of opportunity and good working relationships

Desirable criteria:

• Experience of project management
• Understanding of project principles, techniques, and tools

Selection Process Detail

This vacancy is using Success Profiles and will assess your Behaviours and Experience.

Stage 1: Application & Sift

You will be required to complete an application form. You will be assessed against the 12 essential criteria listed in the job advert, this will be in the form of an:

• Application form (Employer/ Activity history section on the application)
• Supporting Statement up to 1000 words

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

You will receive a joint score for your application form and statement. (The application form is the kind of information you would put into your C.V please be advised you will not be able to upload your CV. Please complete the application form in as much detail as possible)

Healthjobs UK has a word limit of 1500, but your supporting statement must be no more than 1000 .

Longlisting:

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

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

Those that meet all essential criteria will be progressed to shortlisting.

Please note feedback will not be provided at this stage.

Shortlisting:

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

• Experience or understanding of budget management, business planning and business continuity processes

Desirable criteria may be used in the event of a large number of applications / large amount of successful candidates.

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

Success ProfilesYou will be invited to a face-to-face interview in our Bristol office. In exceptional circumstances, we may be able to offer a remote interview.

Behaviours will be tested at interview.

The behaviours being assessed during the interview stage are:

• Making effective decisions (Lead behaviour)
• Working together
• Changing and improving

Interviews will be held week commencing 22nd September, please note these dates are subject to change.

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

Eligibility CriteriaOpen 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 our Bristol office, 2 Rivergate, Temple Quay, Bristol BS1 6EH.

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).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

Application Form and Supporting Statement

Essential

• Application Form and Supporting Statement

Behaviours

Essential

• Making effective decisions (Lead behaviour)
• Working together
• Changing and improving

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

2 Rivergate, Temple Quay

Bristol

BS1 6EH

Employer's website

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