Business Support Manager

Job summary

About the Defence Infrastructure Organisation

DIO cares about the Defence estate. We are a dynamic organisation that responds to the evolving needs of our military personnel, the way in which they live and work. We are proud to be the expert partner Defence needs for all their infrastructure requirements. From large scale infrastructure to everyday facilities management, our activities focus relentlessly on our customers. We deliver value for money, and consistently innovate to find proactive solutions to meet their needs. We meet our objectives as one team; capable, curious, collaborative, and committed.

About DIO USF

DIO RD USF operate within a centralised Head Office at RAF Wyton and 2 regions East and West which span 6 major sites; RAF Lakenheath and RAF Mildenhall in the East Region and RAF Alconbury, RAF Croughton, RAF Fairford and RAF Menwith Hill in the West Region. DIO RD USF is responsible for supporting the USVF in the UK in the delivery of works; developing and implementing DIO/US Civil Engineering joint policy and procedures and undertaking Estate Stewardship on behalf of the Secretary of State to ensure the estate is safe and legally compliant

Summary of the Role

The Business Manager is accountable for ensuring their team adhere and conform with all agreed DIO processes and operating procedures, for providing business/administrative support in the enablement of DIO delivery on United States Visiting Forces (USVF) utilised estate for their sites. This also includes responsibility for all aspects of financial management and other business management support as required.

Travelling between sites will be required.

Although remote working can be requested where this supports the business, the post is site-based.

This position is advertised at 37 hours per week.

Job description

Leadership and Management

• Provide leadership and manage the team in order to deliver business output.
• Demonstrate personal commitment to the DIO Guiding Principles.
• Develop staff and support line manager in delivering departmental goals.
• Ensure local compliance with mandatory requirements e.g. H&S and training.
• Promote strong working relationships both with the team and other teams across DIO and MOD.

Financial and Contract Support

• Responsible for the financial management of the SCAPE framework and Core Contractors orders, payments and associated re-charge process across all USVF sites. Ensuring all financial and commercial approvals are actioned accordingly.
• Maintaining and updating tracking tools to ensure accurate and timely financial administration. Identifying and correcting financial mis postings by raising appropriate journals on a routine basis, ensuring accurate coding and compliance with financial policies.
• Responsible for the management of the US financial Debt for DIO USVF ensuring if debt reaches 60 days or more it is escalated where unable to deliver within timescales.
• Manage Host Nation spending and identification of payments on the audit payment reports across all USVF bases, ensuring that associated business cases move through the approval process in line with DIO policy and are accurately tracked.
• Scrutinise payment audit reports, financial workbooks and other Information System reports to identify and delegate recharge action to ensure timely recharge on US client for all sites.

Business Management

• Responsible for the management and provision of business support across all DIO USVF sites and for the collation and provision of Management Information Data to support outputs, Business Continuity, Continuous Improvement and 2LOD.
• Act as USVF business continuity representative and action any associated activities when an as required
• Conduct a quarterly review of the site DRP to ensure that personnel and organisational structures are kept up to date.

Security

• Manage the MOD/USVF security policy by providing a consistent professional security service to all DIO USVF contractors, their sub-contractors and DIO Staff. Monitor compliance of the MOD/USVF security policy and process across all DIO USVF bases to optimise operational efficiency.
• Promote a culture of security awareness and regularly review procedures and encourage ideas to identify improvements. Initiate and attend strategic security meetings to ensure consistency across the DIO USVF bases. Collaborate with all contractors to ensure security clearances are received in a timely fashion to support contractor services and customer satisfaction is maintained.

Person specification

Proven ability to work in contract and customer management environments

Ability to develop strong collaborative relationships with a range of stakeholders

Proven experience in financial management and recharge processes

Experience of working with Information Management Systems (IMS)

Experience of working with Contracting, Purchasing and Finance (CP&F)

Proficient in Office 365 (Excel and PowerPoint)

Behaviours

We'll assess you against these behaviours during the selection process:

• Leadership
• Communicating and Influencing
• Seeing the Big Picture
• Changing and Improving
• Making Effective Decisions
• Delivering at Pace

We only ask for evidence of these behaviours on your application form:

• Leadership
• Communicating and Influencing

Benefits

Alongside your salary of £37,720, Ministry of Defence contributes £10,927 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%

Where business needs allow, some roles may be suitable for a combination of office and working from home as part of a non-contractual hybrid working arrangement. All office-based employees will be expected to spend a minimum of 60% of their working time in office, subject to site capacity and any required workplace adjustments. Requirements to attend other locations for official business, or work in another MOD workplace, will also count towards this level of office attendance. Applicants can request further information regarding how this and other flexible working arrangements may work in their team from the Vacancy Holder (see advert for contact details). Defence Business Services cannot respond to any questions about working arrangements.

The post does not offer relocation expenses.

External recruits who join the MOD who are new to the Civil Service will be subject to a six-month probation period.

Please Note: Expenses incurred for travel to interviews will not be reimbursed.

Please be advised that the Department is conducting a review of all pay related allowances which could impact on those allowances that the post currently being advertised attracts.

Any move to MOD from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk/.

The Ministry of Defence is committed to providing a safe and healthy working environment for its staff which includes educating them on the benefits of not smoking, protecting them from the harmful effects of second-hand smoke and supporting those who want to give up smoking. Under the Smoke-Free Working Environment policy, Smoking and the use of all tobacco products (including combustible and chewing tobacco products) will not be permitted anywhere in the Defence working environment however some exemptions are in place, please refer to local guidance. The policy is Whole Force and includes all Defence personnel, contractors, visitors and other non-MOD personnel. All applicants seeking, considering, or accepting employment with the Ministry of Defence should be aware of this policy and that it is already in place at a number of Defence Establishments.

MOD Recruitment Satisfaction Survey – We may contact you regarding your experience to help us improve our customer satisfaction. The survey is voluntary and anonymous. You may however be given the opportunity to provide additional information to help us improve our service which includes the collection of some personal data as defined by the United Kingdom General Data Protection Regulation (UK GDPR). The MOD Privacy Policy Notice sets out how we will use your personal data and your rights.

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 is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.

This vacancy is using Success Profiles - GOV.UK (opens in a new window). and will assess your Behaviours, strengths, Experience and Technical Skills.

Candidates can apply online using the apply online button, filling in all required details in all sections. Using the Success Profiles link for information on format and style, ensure you give evidence for all Behaviours requested in the appropriate competency style.

Sift Stage

Candidates will be required to complete an online CV template to include job history and previous experiences and skills. Please also include any relevant responsibilities and achievements.

Candidates will be required to complete a Statement of Suitability / Personal Statement of no more than 500 words, providing details relevant to the essential and desirable experience in this job advert.

These will be used to sift all candidates, with those meeting the minimum requirements invited to interview.

Candidates will also be assessed against your Experience and the following Behaviours:

• Leadership
• Communicating & Influencing

Interview Stage

At interview, you will be assessed against your Experience and the following Behaviours:

• Leadership
• Communicating & Influencing
• Seeing the Big Picture
• Changing and Improving
• Making Effective Decisions
• Delivering at Pace

Candidates will also be expected to achieve Security Check clearance for this role.

The Civil Service embraces diversity and promotes equality of opportunity. There is a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. If you need to advise us that you need additional help or reasonable adjustments for the recruitment process, please contact: DBSCivPers-Resourcingteam3@mod.gov.uk .

As a result of the changes to the UK immigration rules which came in to effect on 1 January 2021, the Ministry of Defence will only offer sponsorship for a skilled worker visa under the points based system, where a role has been deemed to be business critical. This role does not meet that category and we will not sponsor a visa. It is therefore NOT open to applications from those who will require sponsorship under the points based system.

Should you apply for this role and be found to require sponsorship, your application will be rejected and any provisional offer of employment withdrawn.

The Ministry of Defence requires all candidates who are successful at interview to declare any outside interests. These declarations will be discussed with successful candidates following the interview process and before a formal offer of employment is made, as some outside interests may not be compatible with MOD civilian roles. This will not, in the majority of cases, prevent employment in MOD, but it is a measure that must be taken to ensure that appropriate mitigations can be put in place to manage any potential, perceived or actual conflicts of interest from the first day of employment.

The Ministry of Defence adopts a zero-tolerance approach to unacceptable behaviours, which includes bullying, harassment, sexual harassment, discrimination, and victimisation. You will not be eligible and will not be considered for this post if you have been dismissed from a role for such unacceptable behaviours within the last five years. This will also apply if you resign or otherwise leave a role but, because of an adverse decision, would have been dismissed for gross misconduct had you continued in that employment. Pre-employment checks will be carried out.

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

Security

Successful candidates must undergo a criminal record check.Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check (opens in a new window).

See our vetting charter (opens in a new window).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.The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

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

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.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 : Mrs Tanya Romani
• Email : Tanya.Romani100@mod.gov.uk

Recruitment team

• Email : DBSCivPers-ResourcingTeam3@mod.gov.uk

Further information

Please ensure you read the attached candidate information document prior to completing your application. If you are dissatisfied with the service you have received from DBS, or believe that DBS has failed to follow the recruitment process in line with the Civil Service Commission principles of selection for appointment on merit on the basis of Fair and Open competition, you can raise a formal complaint by writing to DBS at the following address: Defence Business Services, Scanning Hub, Room 6124, Tomlinson House, Norcross Lane, Blackpool, FY5 3WP. If after raising your complaint with DBS you remain dissatisfied you can complain directly to the Civil Service Commission at the following address: Civil Service commission, Room G/8, 1 Horse Guards Road, London, SW1A 2HQ Or by email: info@csc.gov.uk.

Attachments

Defence Internal Brief notice Opens in new window (docx, 43kB)Candidate Information 2025 Opens in new window (docx, 31kB)MOD Candidate Pack Opens in new window (pdf, 1562kB)