HealthJobsUK

Trosolwg o'r swydd

We are looking for a Business Support Manager who can lead on a number of business support functions for the team and be responsible for the implementation and management of relevant systems and processes.  The postholder will work in the Scientific Site Management Division and may work with colleagues who are based across the country at different sites and/or who work remotely.

Prif ddyletswyddau'r swydd

The post holder will:

• have a critical role in the leadership and management of the business support team.  This is a fast paced role requiring effective communication with the team, our partners and stakeholders 
• need  to remain calm in a continuously changing environment, while adopting a positive and solution focused approach to problem solving, will be key to ensuring the business support team are efficient and effective in supporting the wider scientific site estate. 
• be required to lead on a number of business support functions for the team and or Division and be responsible for the implementation and management of relevant systems and processes. The post holder may work with colleagues who are based across the country at different sites and/or who work remotely.

Specific duties of the role may vary depending on the site and teams/functions.

Operational Support

 Provide 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 may also include providing Executive Assistant support to a Director.

• Identify opportunities to make improvements to business processes within individual functions and across the Division or for the Divisional Director’s office.
• Provide secretariat and managerial support to the senior management team and other internal meetings and/or external networks.
• Support the Division to deliver on the business plan and key priorities in a timely and responsive fashion.
• Provide executive assistance to the Divisional 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/division on behalf of the Divisional Director and/or deciding what action to take regarding correspondence and emails in the Divisional Director’s absence. Undertaking research and small ad hoc projects for the Divisional Director.

Project Support

• Support corporate projects and service reviews, identifying requirements and providing options to improve ways of working across the Division.
• 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.

 Financial and Resource Management

• Support the effective management of finance for the team, Division, including:

1. a) Follow UKHSA financial governance processes and support colleagues and budget holders to engage with national and local finance processes as needed.
2. b) Ensure effective monitoring of project budget expenditure.
3. c) Provide reports for the management team as required.
4. d) Undertake procurement of services, supplies and equipment as directed and in line with corporate policy.
5. e) Respond to the requirements of internal and external audit as directed

 Leadership and Management

• 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 Division development and planning around the staff survey 

• for the Division; 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.

 Quality and Governance 

• Provide support to ensure adherence to governance and quality policies and procedures within the team/Directorate which may include

1. a) Contributing to the development and monitoring of the Directorate business plan, with responsibility for delivering activities within area of responsibility.
2. b) Contributing to the development, testing and exercising of a Division business continuity plan.
3. c) Producing written guidance and standard operating procedures for administrative procedures and protocols.
4. d) Contributing to the Division governance agenda and working groups.
5. e) Adopt and role model a culture of continuous improvement.

 Communication and Key Working Relationships

•  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 Division and corporate staff e.g., HR and Payroll. This may include communicating verbally face to face, by email, phone or in writing and may also involve external stakeholders and members of the public as well as other public health organisations e.g., NHS and other Civil Service departments e.g., the Cabinet Office.

 Personal and Professional Development

• Undergo a programme of on-going development and education, including the annual appraisal process, to build on existing knowledge and develop skills to meet the behaviours and competencies required to undertake the role.

 Other

• In addition to the job specific requirements above, this role will require adherence to all UKHSA Policies and Procedures. A full list of these are available on the UKHSA intranet and form part of the employment contract.
• All staff are expected to contribute to the delivery of corporate goals and objectives. • The role holder may be expected to support corporate service activity as set out in the Corporate Services Standard Operating Procedures.
• As a Category 1 responder under the Civil Contingencies Act 2004, UKHSA has a set of civil protection responsibilities which it must fulfil in the response to any emergency or major incident. Staff may be asked to contribute to the preparedness for and response to major incidents and emergencies (as defined in the UKHSA Concept of Operations) as required.
• This document provides an outline of the tasks, responsibility and outcomes required of the role. The job holder will carry out any other duties that may reasonably be required by their line manager.
• The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the team, Division and the Organisation.

 Professional development

• Identify, discuss and action own professional performance and training / development needs with your line manager through appraisal / individual development plan. Attending internal / external training events
• To participate in all mandatory training as required, i.e. fire safety, information governance and all other mandatory training.

 Key working relationships 

The post holder will develop working relationships and communicate regularly with a wide range of individuals, clinical and non-clinical, internal and external to UKHSA. 

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