Business Support Manager

Job summary

We are seeking a dynamic, Business Support Manager, preferably with Project Management experience, who is proactive and keen to work across Public Health Microbiology (PHM) to help develop and oversee the administrative functions of team requirements, support service development and horizon scanning. They will provide Business support under the line management of the Senior Programme Manager or delegated G7 or SEO member(s) of the team.

They will work across UKHSA PHM including the Clinical Network Laboratories and Reference services. UKHSA PHM Laboratories are unique in having a managed network strategically placed across the country at Birmingham, Bristol, Cambridge and Manchester, that together with national centres based at Colindale and Porton and with collaborating centres at Southampton, Newcastle and Leeds, deliver a total microbiology service, providing end to end diagnostic services with specialist consultant clinical advice.

This network provides the national surveillance information and evidence for controlling outbreaks, effective public health interventions and for the prevention of a wide range of infectious disease affecting the population. The network also has three food water and environmental laboratories (London, Porton and York), which perform a range of specialist microbiology tests on food, water and environmental samples to local authorities, Port Health authorities, the NHS and nationally to Food Standards Agency.

Job description

• Support the Senior Programme Manager, Senior Project Managers and SEO Business Operations Manager with the preparation of reports and presentations for UKHSA, NHS and PHM Services Programme board and other Meetings
• Provide Diary support to the Programme team and organise meetings
• Actively seek to identify, recommend and implement improvements
• Assist with the co-ordination and completion of various PHM submissions for monthly and quarterly business returns i.e. trackers/project updates/benefits trackers and internal audits
• Maintain up-to-date tactical team risk registers for Operations & CSO Group Performance and ensure there is effective two-way flow of risk related information up to the Senior Team including a tracking mechanism and escalation process
• Assist to ensure that business continuity plans are in place and are regularly updated
• Assist with the maintenance of the UKHSA PHM Services Health and Safety Policy and arrangements
• Support for response to internal and external stakeholder inquiries/problems/team inbox, regarding PHM Services Business Operations

Financial & Resource Management

• Assist in the delivery of Programme business processes across PHM and the wider Science - this is a significant proportion of the job role
• In conjunction with the allocated Finance Business Partner (FBP) and Deputy Director/Deputies, assist in project finance and the annual budget setting reviews coordinating various budget setting activities
• Assist in budget monitoring activity of projects in liaison with the Senior Project Managers & FBP
• Initiate and be responsible for any consequent remedial action on behalf of the Deputy Director, in conjunction with the allocated FBP
• Assist the Senior Programme Manager and Senior Project Managers in operational oversight of the PHM Programme budgets including capital spending/staffing cost working with the FBP to identify potential overspend/underspend and any remedial action
• Undertake and lead all relevant procurement activity for the Programme team in liaison with Procurement Professionals

Human Resources Management

• Assist the Senior Programme Manager and team to coordinate team participation in an effective training & development programme, working in liaison with L&D and Workforce colleagues
• Assist in the recruitment activity for the Programme team working with the PHM Business Operations/recruitment/HR/Finance teams
• Assist in the successful induction of new staff into the PHM Programme team including onboarding/organisation of new IT equipment/passes/etc

Planning & Organisation

• Assist and contribute to the planning of Boards & Committees for the PHM Programme Team identifying interdependencies across Programmes/functions
• Assist and contribute to the development of performance & governance strategies and the development/implementation of improvement programmes in accordance with UKHSA programme
• Contribute to short/medium/long-term business plans achieving quality outcomes
• Working with the SEO Business Operations Manager support the PHM Senior Programme Manager and Project Managers to ensure adequate planning for key cross-Directorate meetings including preparing schedules for agendas to reflect business and programmatic priorities
• Assist and support PHM projects, including working with project and programme professionals to create/maintain effective project management plans/processes
• Assist in the development and implement effective records management processes relevant to programme needs and ensure they are maintained
• Establish/develop/maintain office/operational systems for effective working
• Contribute to the development of key performance indicators for successful assessment of individual/work area’s success
• Assist aspects of Research and Development activities, collating information, analysing data and reporting findings

Leadership & Management

• Effective line management of other administrative staff (if applicable) and management of Programme administrative functions to ensure flexibility/capacity to meet the needs of PHM
• Alongside the SEO Business Operations Manager support the Senior Programme Manager/Senior Project Managers in the coordination of training/development/recruitment activity across the Ops & CSO Group

Performance Programme teams

• Manage staff (if applicable) undertaking appraisals/recruitment including progressing any disciplinary/capability issues
• Support the development and planning around the staff survey Operational management/Governance
• Assist and provide any required capital estates and facilities management support for projects within PHM including the associated reports/monitoring
• Identify any potential gaps within local/team processes in terms of compliance & governance

The above is only an outline of the tasks/responsibilities/outcomes required of this role.

You will carry out any other duties as may reasonably be required. The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the organisation.

Person specification

Essential Criteria

• Educated to degree level in relevant subject (e.g. Business, Finance, Economics, HR, Marketing) or equivalent level qualification or significant experience of working in a business support role
• Experience of working in a team and positively contributing to a team
• Strong computer literacy including the development & use of power-point/spreadsheet applications/databases/word-processing
• Good written communication skills e.g. ability to draft policy/procedure documents, write reports/presentations/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
• Knowledge of the NHS and Local Government
• Strategic thinking – ability to anticipate and resolve problems before they arise
• An understanding of and commitment to equality of opportunity and good working relationships, both in terms of day-to-day working practices, but also in relation to management systems
• Knowledge, understanding and experience of roles, responsibilities and accountabilities, controls and approval routes, appropriate to the business management aspects of the PHM Programme to ensure good governance and value for money expenditure for UKHSA
• Knowledge and evidence of engaging, motivating and coaching others. To act as a role model and inspire and empower others

Desirable Criteria

• Basic knowledge and awareness of how to systematically identify and monitor risks & issues, planning how to mitigate/respond to those risks and issues and implementing the responses
• Basic knowledge and awareness of how to systematically identify, analyse and communicate with stakeholders, using appropriate channels, to ensure all those impacted by the change are engaged, taking account of their levels of influence and particular interests

Benefits

Alongside your salary of £33,422, UK Health Security Agency contributes £9,682 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%

We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce.

UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.

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 and will assess your Behaviours, Strengths, Ability, Experience.

Success Profiles - GOV.UK

Stage 1: Application & Sift

You will be required to complete an application form. You will be assessed on the 12 listed Essential Criteria in the form of:

• Application form - Employer/Activity History section
• 1200 word Supporting statement

This should outline how your skills, abilities, experience and knowledge provide evidence of your suitability for the role, with reference to the 12 Essential Criteria listed in this job advert.

You will receive a joint score for your application form and statement. The application form is the information you would put on your CV. Please be advised you will not be able to upload or email 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 than1200 words.

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 those that ‘Meets all essential criteria’ will proceed to shortlisting.

Shortlisting

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

• Strong computer literacy including the development & use of power-point/spreadsheet applications/databases/word-processing
• Good written communication skills e.g. ability to draft policy/procedure documents, write reports/presentations/business cases

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

Feedback will not be provided at this stage.

Stage 2: Interview

You will be invited to a single remote interview. Interview date(s) to be confirmed.

Behaviours, Strengths, Ability, Experience will be tested at interview.

The Behaviours being assessed are:

• Managing a Quality Service – Lead Behaviour
• Seeing the Big Picture
• Changing and Improving
• Working Together
• Developing Self and Others

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

Qualifications and Registrations

For roles where specific qualifications or registrations are required, successful applicants will be asked to provide appropriate evidence. Employment cannot commence until satisfactory documentation has been received and verified.

Eligibility Criteria

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

Location Details

This role is being offered as hybrid working based at any of our core HQs (Birmingham, Leeds, Liverpool, and 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 one of UKHSA's core HQs.

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).

Salary Information

Civil Service Higher Executive Officer (HEO)

HEO National: £33,422 - £40,731

HEO Outer: £35,587 - £43,244

HEO Inner: £37,749 - £45,353

Per annum, pro-rata

Please be aware that the salary is based on the office location.

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.

Security Clearance Level Requirement

Successful candidates must pass a basic disclosure and barring security check before they can be appointed.

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-employment 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.

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 : Sarah Handy
• Email : sarah.handy@ukhsa.gov.uk

Recruitment team

• Email : recruitment@ukhsa.co.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

http://www.healthjobsuk.com/job/v8050819