Senior Business Operations Manager

Job summary

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.

This role is a senior role within the structure and is responsible for managing the delivery of a full range of business operation services to support the effective working of all staff within the 13 laboratories in the Clinical Network Laboratory Division. The postholder will lead a business support team across the Division to ensure it is able to operate efficiently and effectively working within Civil Service and UKHSA corporate guidelines and governance processes. As delegated by the Deputy Director, the postholder will lead identified workstreams for ensuring the effective recruitment and wider workforce functions are provided to enable the laboratories to deliver the full range of services provided by the Clinical Network Laboratories (CNL) that may also include finance, business planning, risk management, corporate governance, learning and development, business continuity and other appropriate areas to ensure that the resources across the Division are used effectively. The post holder may work with colleagues who are based across the country at different sites and/or who work remotely.

Job description

Divisional Leadership & resource management

• Ensure efficient & effective delivery of a comprehensive, cross-site & cross-functional business management service
• Lead the day-to-day operational delivery of workforce business functions, responsibilities & resources, planning & managing physical resources
• Effective line management of business management staff.
• Routinely monitor & report on staffing levels against the budgeted establishment & provide practical advice/support to managers on resourcing options
• Ensure establishment requests are processed in line with strategic direction, national guidance, budget & appropriate HR processes. Work closely with HR in delivery & implementation of workforce e.g. training, policy briefings, change programmes etc.
• Provide advice & support to managers on workforce, through effective liaison with national experts e.g. HR, recruitment, learning & development etc.
• Manage end to end business support & administration ensuring adherence to governance, flexibility & capacity.
• Coordinate the annual appraisal process across the team, providing advice & support to managers, monitoring & reporting on performance in line with organisational policy.
• Take a strategic lead on/or participate in agreed topic areas or workstreams, including working with relevant national teams, representing the division on national forums.
• Routine monitoring & reporting of compliance with statutory & mandatory training requirements & appraisal returns

Business planning & delivery

• Contribute to business plans, business cases & options appraisals to support workforce decision making
• Establish and maintain effective office & operational systems.
• Support development of KPIs to assess individual & work area success.

Financial & resource management

• Support teams deliver the Divisional workforce resourcing & planning
• Identify & implement agreed savings proposals. Work with procurement, Business Development (BD), Finance Business Partner to manage the process for staff contracts, SLA’s, sponsorship & other agreements, negotiating & managing as appropriate.

Quality, governance & risk

• Ensure appropriate systems & processes are in place to provide assurance to the Divisional Senior Team on corporate governance matters including workforce, finance, business continuity, risk and health & safety.
• Provide leadership & support to ensure an efficient & cost-effective recruitment CNL service
• Operate effectively in a flexible & demanding environment and proactively engage with UKHSA staff & external stakeholders.
• Provide & receive highly complex, sensitive information, presenting to a wide range of stakeholders including DD & Senior colleagues.
• Working with People & Workforce group to provide professional advice to the DD & Senior Leadership, on the wider recruitment process & workforce requirements.

Organisational change

• Support the DD manage & deliver Divisional organisational change projects in liaison with HR, Change and Finance. Work on projects which have been commissioned by Senior Leadership.

This list is not exhaustive.

Person specification

Essential criteria

• Educated to degree level in a business operations subject or equivalent level qualification or significant evidence of experience of working at a similar level in business operations.
• Post-graduate degree in Management Studies or equivalent experience of working at a similar level in business operations.
• Extensive knowledge of business operations, acquired through post graduate diploma or equivalent experience or training in business operations plus further specialist knowledge or experience of business operations to master’s level equivalent.
• Evidence of post qualifying and continuing professional development
• Must understand the background to and aims of current healthcare policy and appreciate the implications of this on engagement.
• Should have an appreciation of the relationship between the Department of Health and individual provider and commissioning organisations.
• Must be able to provide and receive highly complex, sensitive or contentious information, negotiate with senior stakeholders on difficult and controversial issues, and present complex and sensitive information to large and influential groups.
• Ability to negotiate on difficult and controversial issues including performance and change.
• Problem solving skills and ability to respond to sudden unexpected demands.
• Ability to analyse complex facts and situations and develop a range of options.
• Takes decisions on difficult and contentious issues where there may be a number of courses of action.
• Strategic thinking – ability to anticipate and resolve problems before they arise.
• Demonstrated capability to plan over short, medium and long-term timeframes and adjust plans and resource requirements accordingly.
• Must be able to prioritise own work effectively and be able to direct activities of others. Experience of managing and motivating a team and reviewing performance of the individuals
• Must be able to use initiative to decide relevant actions and make recommendations to Sponsor/ Manager, with the aim of improving deliverables and compliance to policies.
• Ability to make decisions autonomously, when required, on difficult issues, working to tight and often changing timescales.
• Experience of identifying and interpreting National policy.
• Experience of researching best practice (globally, private and public sector), interpreting its relevance and processes/ practices which could be implemented successfully to achieve system reform (advising on policy implementation)
• Working knowledge of Microsoft Office with intermediate keyboard skills
• Needs to have a thorough 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.
• Willing to engage with and learn from peers, other professionals and colleagues in the desire to provide or support the most appropriate interventions.
• Previously responsible for a budget, involved in budget setting or working knowledge of financial processes.
• Demonstrates a strong desire to improve performance and make a difference by focusing on goals.

Desirable criteria

• Comprehensive experience of project principles techniques and tools.

Benefits

Alongside your salary of £56,185, UK Health Security Agency contributes £16,276 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).

• 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, Technical Skills and Experience.

Stage 1: Application & Sift

You will be required to complete an application form. You will be assessed on the listed 23 essential criteria, and this will be in the form of a:

• Application form (‘Employer/ Activity history’ section on the application)
• 1500 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.

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 ‘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 a business operations subject or equivalent level qualification or significant evidence of experience of working at a similar level in business operations.
• Extensive knowledge of specialist areas, acquired through post graduate diploma or equivalent experience or training in business operations plus further specialist knowledge or experience of business operations to master’s level equivalent.
• Must be able to prioritise own work effectively and be able to direct activities of others. Experience of managing and motivating a team and reviewing performance of the individuals

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.

Behaviours, Strengths, Technical Skills and Experience will be tested at interview.

Candidates will be asked to give a 5 minute PowerPoint presentation showcasing a particular piece of work they were responsible for that demonstrates their Business Operations knowledge and skills relevant to this post.

The Behaviours tested during the interview stage will be:

• Communicating and influencing (Lead Behaviour)
• Seeing the big picture
• Making effective decisions
• Developing self and others
• 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.

Location

This role is being offered as hybrid working based at any of our Core HQs. 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). 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 Security Clearance.

For meaningful National Security Vetting checks to be carried out individuals need to have lived in the UK for a sufficient period of time. You should normally have been resident in the United Kingdom for the last 5 years as the role requires Security Check (SC) clearance. UK residency less than the outlined periods may not necessarily bar you from gaining national security vetting and applicants should contact the Vacancy Holder/Recruiting Manager listed in the advert for further advice.

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.

Grade 7

• £56,185- £66,581 (National)
• £58,340- £68,574 (Outer London)
• £60,494- £70,566 (Inner London)

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.

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: Reasonable Adjustments , Civil Service Careers

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 UKHSA Hub , Civil Service 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 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.

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 : Timor Miakhel
• Email : timor.miakhel@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: Home - Civil Service Commission

http://www.healthjobsuk.com/vacancy/8109813