Business Manager

NHS; Cardiff; On-site; GBP 45,000 - 60,000; Full time

Job summary

A national public health agency is seeking a candidate for a strategic role focusing on supporting the Primary Care Division. Responsibilities include managing various projects, providing operational support, and leading initiatives to ensure compliant business practices. The ideal candidate will possess strong leadership, planning, and communication skills, and have experience in an NHS setting.

Qualifications

• Successful track record in management and staff management.
• Demonstrable experience in planning, performance management, project management, risk management, line management, and budget management.
• Experience of managing within an NHS environment.

Responsibilities

• Provide management support to the Director of Primary Care.
• Lead the development and implementation of a Primary Care Division communications strategy.
• Manage the division's business support staff.
• Identify and manage risks within the division.

Skills

Leadership and ability to lead teams

Ability to build powerful relationships

Communication and presentation

Effective motivational skills

Ability to negotiate effectively

Advanced use of IT and technology

Effective organisational processes and procedures

Ability to speak Welsh or willingness to learn

Education

Educated to Master's level or equivalent

Job description

This role will provide wide-ranging strategic and operational support to the Primary Care Division and have lead responsibility for the management of a variety of specified projects and tasks to support the Division and wider Health and Wellbeing Directorate as appropriate. The post will work with the Primary Care Division Senior Leadership Team in achieving the division's objectives within the resources available, by defining and shaping delivery of business services required, ensuring a standardised and corporate approach to developing and maintaining business processes to support the strategic direction of the division. The role is responsible for the monitoring and reporting of progress against the division's identified outputs and milestone deliverables, as well as being the lead for risk management within the division and contributing to risk management within the Health and Wellbeing Directorate. The post will ensure all divisional business activities, processes and documentation conforms to NHS Wales and Public Health Wales processes, guidelines and policies

Main duties of the job

Provide management support to the Director of Primary Care, Senior Leadership Team, Consultants, Practitioners and Project staff in achieving their strategic and operational objectives and lead on the management, co‑ordination and facilitation of events and activities across the division.

Have responsibility for specific areas of work as directed by the Director of Primary care including developing and maintaining standardised 'good practice' business systems and processes across the division, and monitoring and reporting on key elements of divisional business.

Support the division in ensuring effective business processes are in place including; monitoring and reporting on progress against agreed work plans and programme deliverables and milestones, and ensure routine reporting as required.

In conjunction with managers, ensure all divisional staff are compliant with My Contributions, that development plans are in place, and that statutory and mandatory training is 100% compliant across the Division.

Provide the Senior Leadership team with the necessary business and management information to deliver their responsibilities including in respect of HR and recruitment processes and policies.

Manage the division's business support staff on behalf of the Director.

To provide the link with, and support to, the Head of Operations / General Manager, Health and Wellbeing on issues including Risk Management, Information Governance and various other aspects of governance

About us

We are Public Health Wales - the national public health agency in Wales. Our purpose is 'Working together for a healthier Wales'. We exist to help everyone in Wales live longer, healthier, happier lives. Together with our partners, we work to increase healthy life expectancy, improve health and well‑being, and reduce inequalities for everyone in Wales, now and for future generations.

Our teams work to prevent disease, protect health, and provide leadership, specialist services and public health expertise. We are the leading source of public health information, research and innovation in Wales. In a world facing complex health challenges, our work has never been so important.

We are guided by our Values, 'Working together, with trust and respect, to make a difference'. We are committed to building an inclusive workplace that values equality and diversity. We welcome applications which represent the rich diversity of the communities we serve and are supportive of flexible working arrangements, including part time roles and job sharing.

To find out more about working for us and the benefits we offer please visit https://phw.nhs.wales/careers/

For guidance on the application process, please visit https://phw.nhs.wales/working-for-us/applicant-information-and-guidance/

Job responsibilities

The post holder will be required to present complex and sensitive HR, project and organisational change information in a variety of different forums, including senior management and external meetings

The post holder will provide and receive highly complex information as part of role supporting organisational change, service modernisations and workforce developments in the Primary Care Division

To represent the Primary Care Division in specified high level discussions in relation to a number of complex and sensitive issues, which will require the use of persuasive, motivational and negotiating skills

The post holder will be responsible for leading and managing specific pieces of work, established to deliver identified strategic priorities.

To lead the development and implementation of a Primary Care Division communications strategy.

The post holder will contribute to the Senior Leadership Team (SLT) meetings, including the development of the SLT business meeting agendas and reports and ensuring actions are implemented

To lead on the business management processes in support of the Division, including developing agendas and reports and ensuring actions are implemented on behalf of the Director.

In partnership with the Head of Operations / General Manager, Health and Wellbeing, ensure the Division complies with the Public Health Wales NHS Trust Welsh Language Scheme

To work closely with other managers in the division in order to support the effective delivery of the work programme.

Collate and analyse complex facts and information in relation to progress against work plans and programmes, strategic developments within the division, HR issues and financial information in order to inform the decision‑making process

Collate, analyse and interpret other data to inform decision making with respect to service delivery.

Identify issues or potential problems making informed judgements to develop solutions and recommendations. This may include making judgements and decisions when there are conflicting views

Lead on HR processes in relation to the investigation of staff disciplinary / dignity at work complaints, grievances and breaches of organisational policies, producing investigation reports

Analyse financial reports and work with managers, consultants and project staff to manage concerns or issues

Identify opportunities and influencing change to improve efficiency and effectiveness of services within the division.

The post holder will be responsible for planning and organising a broad range of complex activity in relation to production of divisional workplans and other reports

Support the Senior Leadership Team with their annual planning programme and develop and implement monitoring and reporting processes to ensure that the Senior Leadership Team and stakeholders, are able to appropriately monitor and oversee the divisions activities

Responsible for the delivery of business support to support service delivery and projects within the team

Support the director and senior team in the annual directorate budget setting process

Work closely with lead consultants to ensure alignment of work plans.

Receiving, considering and, when relevant, acting on bulletins, notices, alerts etc. Public Health Wales corporate staff and reporting back on action taken or required

Leading on the design, development and implementation of professional and administrative staffing structures within the team and organise the work plans of all administration staff in ensuring that there is appropriate cover and skills to meet the requirements of all programmes and projects

Plan, implement and monitor training and development for all administration staff, ensuring that the My Contribution process is followed, and they are taking responsibility for complying with statutory and mandatory training.

Responsible for the development of business cases, options appraisals etc. as required in support of the development of objectives of the team

The post holder will be responsible for service developments across a number of work areas including requirements for reporting as part of the divisions strategic reporting frameworks. This may be in relation to organisational and / or business objectives.

The post holder will be responsible for the development of divisional policies and implementing them across the division.

Lead on Risk Management, developing and ensuring compliance with consistent processes for identification and recording of risks at programme and project level, maintaining a divisional Risk register, and reporting on Risk to the Senior Leadership Team.

Responsible for the interpretation and implementation of NHS Wales and PHW policies and guidance

Take a leading role in implementing change to ensure key corporate, national and local targets are achieved within agreed timescales.

To lead on specific change management projects in relation to administration support or changes to business objectives

Develop policies appropriate for own work area.

Develop and maintain a process for risk management within the division and contribute to the development and maintenance of the directorate risk register

Co-ordinate external and internal reviews of compliance with relevant Information Governance legislation and standards in accordance with Trust Policies and investigating potential breaches of policies ensuring lessons are learned and actions implemented.

To manage budgets including:

All divisional staff budgets and non‑staff budgets, on behalf of the director.

Take a lead in the management of procurement within the division ensuring that the Public Health Wales Financial Standing Orders are followed

Ensure that financial management procedures have been followed by individuals and teams

Provide effective management of budgets in line with Public Health Wales Financial Framework and Financial Standard Operating Procedures.

Plan and monitor spend against budgets ensuring effective communication with the finance team for Public Health Wales

To line manage defined staff groups within the division, ensuring:

Appropriate staffing levels and skill mix to ensure that the required support services are provided within the available resources

Monitoring of workload in order to assess capacity and future development

The effectiveness and efficiency of the services managed

That appropriate objectives are set for all staff managed

That appropriate appraisal and personal development processes are in place for all staff managed

The provision of appropriate organisational development and other required development and training for staff managed

The coordination and monitoring of annual leave, including the organisation of appropriate cover

Provide support to other line managers within the team on issues including recruitment and the implementation of HR policies and procedures and, on behalf of the Director monitor, and provide other line managers with information to support

Compliance with mandatory training

Ensuring job descriptions are maintained and adequately reflect the duties undertaken by staff

Leading on a programme of training and development to meet the business needs of the Divsion.

Responsibility for Information Resource

Ensuring that there are appropriate records information systems in place for directorate projects / workstreams

To provide a lead on information governance issues for non‑patient data, including the maintenance of information systems and reporting to relevant groups and committees

Establish and maintain facilities for public access to material, as specified in the Trusts Freedom of Information Act Publication Scheme

Support the divisional team with the management of non‑patient data.

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click "Apply now" to view on Trac.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

Person Specification

Qualifications

• Educated to Master's level or equivalent level of competence gained through experience;
• Evidence of continuing professional development

Experience

• Successful track record in management and in staff management
• Demonstrable experience of specific aspects of management: planning, performance management, project management, risk management, line management, budget management
• Experience of managing within an NHS environment

Skills

• Leadership and ability to lead teams,
• Ability to build powerful relationships
• Communication and presentation
• Effective motivational skills
• Ability to negotiate effectively
• Advanced use of IT and technology
• Effective organisational processes and procedures
• Ability to speak Welsh or willingness to learn

Knowledge

• Specialist knowledge of a broad range of management functions e.g. HR, Finance, and Risk
• Specialist knowledge of operational and change management

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.