About the job

Job summary

We have an exciting opportunity for a Business Operations Manager to join the Clinical and Public Health (CPH) Groups Business Office.

The CPH Business Office work closely with the Chief Medical Advisors Private Office and the CPH groups directorate business support teams, to lead on and coordinate a variety of business support and business management functions. These functions include finance, HR, governance, business continuity, risk management, staff engagement and internal communications. The Business Support Manager will provide business support on a number of these functions.

This is a fast paced role requiring effective communication with the team, our partners and stakeholders. The ability to demonstrate a positive and solution focused approach to problem solving will be key to ensuring the business office are efficient and effective in supporting the wider group. 

Location

The UK Health Security Agency (UKHSA) operates 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 Canary Wharf. For certain roles, some additional flexibility may be possible, which will be agreed upon with the hiring manager based on individual requirements and business needs.

*Please be aware that this role can only be worked from within the UK and not overseas. Relocation expenses are not available.* 

Job description

Key Responsibilities 

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

Operational management/Governance

• Actively seek to identify, recommend and implement improvements.
• Manage the co-ordination and completion of various submissions for monthly and quarterly business returns and internal audits.
• Manage the co-ordination and maintaining of up to date tactical risk registers and ensure there is effective two-way flow of risk related information up to the Senior Leadership Team including a tracking mechanism and escalation process.
• For sites where there is no facilities management team, provide any required estates and facilities management support within the Directorate including the associated infrastructure and IT.
• Identify any potential gaps within local/team processes in terms of compliance and governance; including representing the group office on policy groups and leading any associated work.
• Ensure that business continuity plans are in place and are regularly updated.
• Deputise for the Senior Business Operations Manager to ensure business continuity.

Planning and Organisation

• Contribute to the planning of boards and committees, identifying interdependencies across programmes/functions
• Contribute to the development of performance and governance strategies and the development and implementation of improvement programmes, in accordance with business priorities.
• Contribute to short, medium and long-term business plans, achieving quality outcomes.
• Work with and support the groups Senior Leadership team to ensure adequate planning for key cross-Directorate meetings, to include preparing schedules for agendas, to reflect business and programmatic priorities.
• Oversight of key projects, including working with project and programme professionals to create and maintain effective project management plans and processes.
• Develop and implement effective records management processes relevant to business needs and ensure they are maintained
• Establish, develop and maintain office and operational systems for effective working
• Contribute to the development of key performance indicators for the successful assessment of individual and work area’s success
• Support aspects of Research and Development activities, collating information, analysing data and reporting findings

Financial and Resource Management

• In conjunction with Finance Business Partners and Director/Deputies, support the annual budget setting review, coordinating the various budget setting activities.
• Have operational oversight of the group office budget, capital spending and staffing costs throughout the year, working with the Finance Business Partner to identify potential overspend/underspend and any remedial action.
• Undertakes procurement activity in liaison with Procurement Professionals.

Human Resources Management

• Oversee recruitment activity for the directorate working with recruitment, HR and Finance teams where appropriate.
• Support the successful induction of new staff into the group, including organisation of new IT equipment, passes etc. 

Leadership and Management

• Effective line management of administrative staff (if applicable) and management of administrative functions to ensure flexibility and capacity to meet the needs of the group office.
• Take a lead in the coordination of training, development and recruitment activity across the group office.
• Manage staff (if applicable), undertaking appraisals, including progressing any disciplinary or capability issues, as necessary.
• Support the development and planning around the staff survey

Person specification

It is important through your application and Statement of Suitability of 1250 words that you give evidence and examples of proven experience of each of the essential criteria (for full details of all essential criteria please refer to the attached job description):

Essential

•  Significant relevant experience working in a business support role, including experience of monitoring budgets and spend, using procurement processes
• Ability to deal with complex matters and difficult situations, requiring persuasion and influence.
• Ability to plan for long and short-term and adjust plans and resource to meet requirements
• Analyse and use a range of relevant, credible information from internal and external sources to support decisions, communicating in the most appropriate style
• You actively encourage and provide opportunities for others to share ideas and contributions.
• You think ahead to anticipate, identify and address any risks or problems before they occur.
• You are confident to lead a team and can effectively manage team dynamics to drive forward a shared goal.

Desirable

• Experience of managing and motivating a team and reviewing performance of individuals
• Experience of managing projects and reporting risk
• Knowledge of project principles, techniques and tools 
• Ability to use digital tools and understand where they can best be deployed.

Benefits

Working for the UKHSA

For more information on the UKHSA please visit: UK Health Security Agency - GOV.UK (www.gov.uk)

• 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 average employer contribution of 27%
• Range of health and wellbeing support

Any move to UKHSA from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax Free Childcare. Determine your eligibility at Childcare Choices , 30 Hours Free Childcare, Tax-Free Childcare and More , Help with Costs , GOV.UK

Things you need to know

Selection process details

STAGE 1 - APPLICATION & SIFT: 

You will be required to complete an application form. This will be assessed in line with the full list of essential criteria as detailed in the attached job description – please do provide evidence of how you meet this. 

Your Statement of Suitability should outline your skills, experience, and achievements, providing evidence of your suitability for the role, with reference to the essential criteria (outlined in the person specification section).

You will also be asked to provide information within the ‘Employer/ Activity history’ section of the application form. This is equivalent to the information you would provide on a CV, setting out your career history.

Both will be assessed during this stage and will be scored.

If you are successful at this stage, you will progress to an interview.

STAGE 2 – INTERVIEW 

This competition will involve an interview by video. 

As part of the process, candidates will be invited to interview which will involve an in-depth discussion of your previous experience and professional competence in relation to the criteria set out in the Person Specification. 

The Success Profiles framework will be used to assess and recruit the most suitable candidate.  The following behaviours will be used at the interview:

• Communicating and Influencing
• Managing a quality service
• Changing and Improving
• Making effective decisions 
• Delivering at pace 

For further information on the selection process, please refer to the attached Candidate Pack.

Expected Timeline:

Advert close: 23:55hrs on 14th July 2024– unfortunately, late applications will not be considered. Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Interviews: TBD

Please note these dates could be subject to change.  

Security clearance level requirement

Successful candidates must pass a disclosure and barring security check.  Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Basic Personnel Security Standard.  People working with government assets must complete Basic Personnel Security Standard checks.

For posts on UKHSA Civil Service terms and conditions, new entrants to the Civil Service are expected to start on the minimum of the pay band. For existing Civil Servants and roles advertised across government, the rules of transfer apply, i.e., level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive a 10% increase. Either case is determined by whichever is the highest. 

Please Note

This role is to be appointed under Civil Service Terms & Conditions. Full details on the T&C’s are found https://www.ukhsa.reed.com/

Are you already a civil servant, or employed by a Civil Service Commission accredited public body? Please state home department on your application form.

Do you meet the nationality requirements for this post? https://www.ukhsa.reed.com/

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check. 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

Please note this Post is NOT regulated by the Civil Service Commission. 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.