Business Support Manager

Job summary

The role provides operational support to the Global Health Protection Director and two Deputy Directors. The role also supports a number of business support functions for the Directorate and the role is responsible for the implementation and management of relevant systems and processes working collaboratively with divisional teams (Global Operations, Global Strategy & Engagement, and the UK–Public Health Rapid Support team).

The post holder may work with colleagues who are based across the country at different sites and/or who work remotely and based overseas.

Job description

Provide operational support to Directors and other operational support to a range of corporate functions which may include finance, accommodation, HR,
governance, business continuity, risk management, staff engagement and internal communications. This will also include:
• Provide secretariat and managerial support to the senior management team and other internal meetings and/or external networks.
• Identify opportunities to make improvements to business processes within individual functions and across the Directorate or for the Director’s office.
• 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 operational support to the Director, for example overseeing staff who look after diary and email management to ensure the Director’s 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 Director’s absence. Undertaking research and small ad hoc
projects for the Director(s).
• Support corporate projects and service reviews, identifying requirements and providing options to improve ways of working across the Directorate.
• Undertake project support when there isn’t 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.
• Support the effective management of finance for the team, Directorate
• 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
Directorate’s 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.
• Provide support to ensure adherence to governance and quality policies and procedures within the Directorate
• 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.

Person specification

Essential Criteria

• Educated to degree level/NVQ 6 in business related subject or equivalent experience in a similar area of work.
• 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.
• Experienced of use of systems to order goods and services and an understanding of relevant policies and procedures.
• Experienced in IT skills, advanced Microsoft Office skills, including Word, Outlook, Excel, PowerPoint.
• Ability to work without supervision working to tight and often changing timescales.
• Ability to organise one’s own work and that of the team, whilst effectively leading a team and managing team dynamics.
• Ability to work in a continuously changing environment.
• 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.

Desirable criteria:

• Working towards a post graduate level qualification.
• Experience working in a public sector organisation.
• Experience of project management.
• Understanding of project principles, techniques, and tools.

Benefits

Alongside your salary of £37,749, UK Health Security Agency contributes £10,935 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• 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 employer contribution of 28.97%

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

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 listed (11) essential criteria, and this will be in the form of a:

• Application form (‘Employer/ Activity history’ section on the application)
• 1000 word supporting statement.

This should outline how you consider 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). Please do not email us your CV.

Healthjobs UK has a word limit of 1500, but your supporting statement must be no more than 1000 words. We will not consider any words over 1000 words.

Longlisting:

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

1. Meets all essential criteria
2. Meets some essential criteria
3. Meets no essential criteria

If used, the following will proceed to shortlisting:

1. Meets all essential criteria

Shortlisting:

In the event of a large number of applications we may conduct an initial sift, on the lead criteria of:

• Experience of undertaking secretariat functions / administering meetings, events.
• 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.

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.

Interviews dates to be confirmed.

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

Location

This role is being offered as hybrid working based at our core HQ in Canary Wharf, London.

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 our office. Our core HQ offices are modern and newly refurbished with excellent city centre transport links and 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 basic disclosure and barring security check before they can be appointed.

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

Eligibility Criteria – External

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

Salary Information
If you are successful at interview, and are moving from another government department, NHS, or Local Authority, the relevant starting salary principles for level transfers or promotions will apply. Otherwise, roles are offered at the pay scale minimum for the grade, but in exceptional circumstances there may be flexibility if you are able to demonstrate you are already in receipt of an existing, higher salary.

Pay increases are through the relevant annual pay award for the role and terms.

Future location
UKHSA is investing in a new state-of-the-art National Biosecurity Centre in Harlow, Essex, which will eventually bring together teams currently based at Canary Wharf, Colindale and Porton Down. For more details, please see: Huge biosecurity centre investment to boost pandemic protection - GOV.UK.
The new facilities will start becoming operational in the mid-2030s, with full completion by 2038. Staff will move in phases as facilities become available. If you're appointed to a role currently based at Canary Wharf, Colindale or Porton Down, please note that we'll continue investing in these sites for the next decade. As we get closer to the transition, we'll provide full information about relocation support available to staff.

Reasonable Adjustments
The Civil Service is committed to making sure that our selection methods are fair to everyone. To help you during the recruitment process, we will consider any reasonable adjustments that could help you. An adjustment is a change to the recruitment process or an adjustment at work. This is separate to the Disability
Confident Scheme. If you need an adjustment to be made at any point during the recruitment process you should contact the recruitment team in confidence as soon as possible to discuss your needs.

You can find out more information about reasonable adjustments across the Civil Service here: https://www.civil-service-careers.gov.uk/reasonable-adjustments/

International Police check
If you have spent more than 6 months abroad over the last 3 years you may need an International Police Check. This would not necessarily have to be in a single block, and it could be time accrued over that period.

Internal Fraud Check
If successful for this role as one aspect of pre-mployment screening, applicant’s personal details – name, national insurance number and date of birth - will be checked against the Cabinet Office Internal Fraud Hub, and anyone included on the database will be refused employment unless they can show exceptional circumstances. Currently this is only for external candidates to the Civil Service.

Careers website
Please visit our careers site for more information https://gov.uk/ukhsa/careers

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see theCivil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information

The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : Gurkamal Bhambra
• Email : gurkamal.bhambra@ukhsa.gov.uk

Recruitment team

• Email : recruitment@ukhsa.gov.uk

Further information

The law requires that selection for appointment to the Civil Service is on merit on the basis of fair and open competition as outlined in the Civil Service Commission's Recruitment Principles.
If you feel your application has not been treated in accordance with the Recruitment Principles, and you wish to make a complaint, in the first instance, you should contact the UKHSA Complaints team via email at: Complaints@ukhsa.gov.uk
If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission. Visit the Civil Service Commission website for further information: https://civilservicecommission.independent.gov.uk