Business Support Manager

Job summary

This post is under the line management of the Public Health Microbiology (PHM) Pandemic Preparedness and Incident Response Delivery Lead, providing support to business operations working across UKHSA PHM laboratories. The Pandemic Preparedness and Incident Response team is responsible for strategic coordination of pandemic preparedness activities and leading the Directorate’s response to public health incidents and outbreaks. UKHSA Public Health Laboratories deliver end to end microbiology diagnostic services with specialist 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.

Public Health Microbiology (PHM) plays a key role in delivering elements of the UK’s national pandemic preparedness strategy, strengthening the country’s ability to prevent, detect and respond to emerging health threats. This post will support the delivery of PHM’s commitments across a diverse portfolio of pandemic preparedness and incident response workstreams, contributing to effective coordination, governance and operational readiness across the Directorate

Job description

• The primary responsibility of the post holder will be to support the Pandemic Preparedness and Incident Response Delivery Lead, by providing administrative and business support across a broad portfolio of pandemic preparedness and incident response strategic workstreams.
• Support the team with preparation of reports and presentations for UKHSA and cross-government governance boards.
• Provide diary support to the Pandemic Preparedness and Incident Response team and organise meetings.
• Actively seek to identify, recommend and implement improvements.
• Assist in the co-ordination and completion of various submissions for monthly and quarterly business returns and internal audits.
• Assist in the co-ordination and maintaining of up-to-date tactical team risk registers for PHM Pandemic Preparedness and Incident Response functions.
• Support for response to internal and external stakeholder inquiries regarding PHM Pandemic Preparedness and Incident Response function.
• Support the establishment and operation of incident response cells in the event of future outbreaks, incidents or exercises, and contribute to a programme of continuous improvement for the Directorate’s EPRR functions.

Financial and Resource Management

• Support with the budget setting and spending review activities.
• 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 relevant procurement activity for PHM Pandemic Preparedness workstreams in liaison with Procurement Professionals and subject matter experts.

Human Resources Management

• Support the PHM Pandemic Preparedness and Incident Response Team to plan, implement and coordinate delivery of effective training and development programmes working in liaison with L&D, Workforce colleagues and Emergency Preparedness teams where appropriate.
• Support the PHM Pandemic Preparedness workstreams with the process of recruitment across all workstreams working with recruitment, HR and Finance teams where appropriate.

Planning and Organisation

• Contribute to the planning and provide administrative support for Boards and Committees for PHM Pandemic Preparedness workstreams.
• Contribute administrative support for monitoring quality outcomes for short, medium and long-term business plans.
• Work with and support the 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 area’s success

Leadership and Management

• To work under the line management of the PHM Pandemic Preparedness and Incident Management Lead and with other administrative staff (if applicable) to manage administrative functions to ensure flexibility and capacity to meet the needs of the function.
• To support the team in the coordination of training, development and resourcing activity across the PHM Pandemic Preparedness and Incident Response workstreams.

This list is not exhaustive.

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 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
• Ability to work flexibly to support multiple workstreams and contribute to emergency response functions when required.

Desirable criteria

• Experience in the public sector or a similar large organisation
• Project management/support experience
• Experience in emergency preparedness and incident response
• Experience supporting governance and secretariat functions

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 (opens in a new window).

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

• 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 is using Success Profiles and will assess your Behaviours, Strengths & Experience.

Stage 1: Application & Sift

Success profilesSuccess Profiles - GOV.UK

You will be required to complete an application form. You will be assessed on the listed 9 essential criteria, and this will be in the form of a:

• Application form (‘Employer/ Activity history’ section on the application)
• 1200 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 1200words. We will not consider any words over1200words.

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

If used, the pile 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:

• 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
• Good organisational skills and systematic approach to working
• Effective communication skills to people at all levels either on a one-to-one basis or to groups

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

Success profilesSuccess Profiles - GOV.UK

You will be invited to a single remoteinterview.

Behaviours and Strengths will be tested at interview, this will be in the form of questions.

The Behaviours tested during the interview stage will be:

• Lead Behaviour -Managing a Quality Service
• Working Together
• Delivering at Pace

Interviews dates are 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.

Please Note - 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

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

Location

This role is being offered as hybrid working based at any of our Core HQs or our Scientific Campuses at Colindale or Porton.

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) or one of our Scientific Campuses (Colindale or Porton).

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 Counter-Terrorist Check.

You should normally have been resident in the United Kingdom for the last 3 years to obtain Counter Terrorism Check (CTC) UK residency less than the outlined periods may not necessarily bar you from gaining national security vetting at this higher level and applicants should contact the Vacancy Holder / Recruiting Manager listed in the advert for further advice.

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

Higher Executive Officer (HEO)

• £33,422-£40,731 (National)
• £35,587- £43,244 (Outer London)
• £37,749- £45,353 (Inner London)

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.

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.Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist 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.

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 : John Inglis
• Email : john.inglis@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