Business Support Manager

UK Health Security Agency; London; Hybrid; GBP 31,000 - 37,000; Full time

Job summary

The UK Health Security Agency seeks a Business Support Manager to provide vital operational support across various corporate functions. This includes assisting the Director of Health Protection in all aspects of service delivery and project management, ensuring efficiency within the directorate. The role offers an exciting opportunity to support public health initiatives at a critical time.

Benefits

Flexible working opportunities

Civil Service pension with employer contribution of 28.97%

Learning and development tailored to the role

Qualifications

• Degree level/NVQ 6 or equivalent in relevant subject.
• Experienced in IT skills with advanced Microsoft Office skills.
• Experience of undertaking secretariat functions.

Responsibilities

• Provide operational support to corporate functions including finance, HR, and governance.
• Deputise for Business Operations Manager when needed.
• Prepare briefings and presentations for the Director’s meetings.

Skills

Organisational Skills

Communication

Problem Solving

Project Management

Education

Degree in Business Administration or Management

Tools

Microsoft Office Suite

Job description

Birmingham, Leeds, Liverpool, London- Canary Wharf (Core HQs)

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.

You will be joining the Chief Medical Advisor Group which provides trusted clinical and public health leadership through expert advice, guidance, epidemiological insights and evidence. The group leads and delivers services protecting the population from hazards locally, nationally and globally.

The role sits within the Health Protection in Regions Central Team (HPiRCT) Business Support Team (BST) and provides business and administrative support to the Director of Health Protection in Regions and Deputy Director of Regional Operations as well as providing a central co-ordination role for the directorate as whole.

UKHSAs local Health Protection teams provide a central part of how UKHSA works with partners to deliver its first function to protect the public’s health. They deliver this through a range of core functions including surveillance and monitoring, operational support and advice, education, training and research.

Our mission is to provide comprehensive business support to the Director of Health Protection in Regions to enable delivery of UKHSA, Chief Medical Advisor and Regions strategic objectives. Be agile in responding to directorate priorities, provide a pivotal co-ordination role and be available to offer advice or assistance to colleagues as needed. Act as a point of contact for Chief Medical Advisors Business Enquiries and corporate functions to help drive efficiency and consistency in ways of working across the directorate. We 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.

Job Description

As a Business Support Manager you will 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 Directorate or for the Director’s office.
• Provide secretariat and managerial support to the senior management team and other internal meetings and/or external networks.
• Deputise for Business Operations Manager (if applicable) to cover absence and holidays.
• Support the Directorate to deliver on the business plan and key priorities in a timely and responsive fashion.
• Provide executive assistance to the 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 on behalf of the Director and/or deciding what action to take regarding correspondence and emails in the Director’s absence.
• Undertaking research and small ad hoc projects for the Director.
  
  

Detailed Job Description And Main Responsibilities

In addition to the Operational Support duties will be required to support the various activities completed by the team which may include:

Project Support

• Support corporate projects and service reviews, identifying requirements and providing options to improve ways of working across the Directorate.
• 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, Directorate, including:
• Follow UKHSA financial governance processes and support colleagues and budget holders to engage with national and local finance processes as needed.
• Ensure effective monitoring of project budget expenditure.
• Provide reports for the management team as required.
• Undertake procurement of services, supplies and equipment as directed and in line with corporate policy.
• Respond to the requirements of internal and external audit as directed.
  
  

Leadership and Management

• Be a visible, positive and competent role model and motivator; and contribute to the induction of staff.
• Problem solving, 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 Directorate.
• Development and planning around the staff survey for the Directorate.
• 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 and induction
• 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:
• Contributing to the development and monitoring of the Directorate business plan, with responsibility for delivering activities within area of responsibility.
• Contributing to the development, testing and exercising of a Directorate business continuity plan.
• Producing written guidance and standard operating procedures for administrative procedures and protocols.
• Contributing to the Directorate governance agenda and working groups.
• Adopt and role model a culture of continuous improvement.
  
  

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 effective working relationships and communicate regularly with a wide range of individuals, including clinical and non-clinical, scientists, academics from Directorates 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, Department of Health and Social Care and the Home Office.

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 is available on PULSE and form part of the employment contract.
• All staff will adhere to the UKHSA values actively demonstrating the positive behaviours 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, Directorate and the Organisation.

As a Business Support Manager you will 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 Directorate or for the Director’s office.
• Provide secretariat and managerial support to the senior management team and other internal meetings and/or external networks.
• Deputise for Business Operations Manager (if applicable) to cover absence and holidays.
• Support the Directorate to deliver on the business plan and key priorities in a timely and responsive fashion.
• Provide executive assistance to the 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 on behalf of the Director and/or deciding what action to take regarding correspondence and emails in the Director’s absence.
• Undertaking research and small ad hoc projects for the Director.
  
  

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 is available on PULSE and form part of the employment contract.
• All staff will adhere to the UKHSA values actively demonstrating the positive behaviours 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, Directorate and the Organisation.

Person specification

Essential Criteria

• Degree level/NVQ 6 or equivalent in relevant subject (e.g. Business Administration, Business Management) or equivalent experience in a similar area of work
• Experienced in IT skills, advanced Microsoft Office skills, including Word, Outlook, Excel, PowerPoint
• Ability to work without supervision working to tight and often changing timescales and to organise one’s own work in a continuously changing environment.
• Experience of undertaking secretariat functions / administering meetings, events.
• Experience of writing and preparing reports for senior colleagues and / or meetings.
• Communicate clearly and concisely both orally and in writing.
  
  

Desirable Criteria

• Experienced of use of systems to order goods and services and an understanding of relevant policies and procedures.
• Experience working in a public sector organisation.
• Experience or understanding of budget management, business planning and business continuity processes.
• Work with others to identify areas for improvement and simplify processes to use fewer resources.
  
  

Alongside your salary of £31,997, UK Health Security Agency contributes £9,269 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%
  
  

Selection process details

Stage 1: Application & Sift

Success Profiles

This vacancy is using Success Profiles and will assess your Behaviours, Strengths, Skills and Experience.

You Will Be Required To Complete An Application Form. You Will Be Assessed On The Listed 6 Essential Criteria, And This Will Be In The Form Of A:

• Application form (‘Employer/ Activity history’ section on the application)
• 750 word Statement of Suitability.
  
  

This should outline how your skills, experience and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria.

The Application form and Statement of Suitability will be marked together.

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
  
  

Pile 'meets all essential criteria' will proceed to shortlisting.

Shortlisting: In the event of a large number of applications we will shortlist on

• the ability to work without supervision working to tight and often changing timescales and to organise one’s own work in a continuously changing environment
  
  

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.

Please do not exceed 750 words. We will not consider any words over and above this number.

Feedback will not be provided at this stage.

Stage 2: Interview

Success Profiles

You will be invited to a single remote interview.

Behaviours, experience, skills and strengths will be tested at interview.

The Behaviours Tested Will Be:

• Making effective decisions (lead)
• Changing and improving
• Leadership
• Managing a quality service
  
  

Interviews will be held on 1st and 2nd July. Please note, these dates are subject to change.

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

Selection Process

Please note you will not be able to upload your CV. You must complete the application form in as much detail as possible. Please do not email us your CV.

Eligibility Criteria

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

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 HQ’s (Birmingham, Leeds, Liverpool, and London- Canary Wharf).

Our core HQ offices are modern and newly refurbished with excellent city centre transport link and benefit from 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 meet the security requirements before they can be appointed. The level of security needed is Basic Personnel Security Standard.

For Fixed term posts

For Temporary Appointments, if you are not currently a civil servant, you will take up the post on a Fixed Term appointment. You may be able to take this role up as a Secondment. If you are an existing Civil Servant, based outside of the UKHSA, you will take up the post as a loan which you will need your department to agree. You cannot take the post up as a fixed term. If you are an existing UKHSA member of staff, you will take up the post as either a level transfer or a temporary promotion as per the UKHSA’s Pay policy.

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.

Artificial Intelligence (AI)

Your application may be rejected and/or you may be subject to disciplinary action if evidence of plagiarism is detected. Examples of plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence (AI), as your own.

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

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

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.

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 the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

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 : Lisa Tweedie
• Email : [e-mail]
  
  

Recruitment team

• Email : [e-mail]
  
  

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 UKHSA Public Accountability Unit via email: [e-mail] 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: https://civilservicecommission.independent.gov.uk

http://www.healthjobsuk.com/vacancy/7255599