About the job

Job summary

An exciting opportunity has arisen for a Business Support Manager within the Operational Service department at UKHSA.

The post holder will provide operational support to a range of corporate functions which may include finance, commissioning services, procurement, accommodation, HR, governance, business continuity, risk management, staff engagement and internal communications. 

Location:

The UK Health Security Agency (UKHSA) offers hybrid working – this means that whilst the role will be based in one of our offices, there will be opportunities for an element of working from home. UKHSA have office locations across the UK.

The role can be based at either of our core offices in Chilton, Leeds or Glasgow.  

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

Job description

The job holder will be required to carry out the following responsibilities, activities, and duties:  

Operational Support:

Provide operational support to a range of corporate functions which may include finance, procurement, commissioning services, accommodation, HR, governance, business continuity, risk management, staff engagement and internal communications. This may also include providing Executive Assistant support to a Deputy Director.

• Provide secretariat and managerial support to the senior management team and other internal meetings and/or external networks and committees.
• Support the Department, Division and Directorate to deliver on the business plan and key priorities in a timely and responsive fashion.
• Provide executive assistance to the Department Head and Deputy Director as required; for example, overseeing diary, and email management to ensure time is being used effectively.
• Contribute to the UKHSA emergency plan as appropriate for the grade and accordingly be able to drive.

 Project Support:

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

 Financial and Resource Management:

• Support the effective management of finance and other resources for the Department and 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. Maintaining accurate and efficient processes for records management.

 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 Department, Division and Directorate development and planning around the staff survey for the Department, Division and Directorate, delivery of the appraisal system and compliance with statutory and mandatory regulations.

Please review the Job Description for a full list of responsibilities.

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.

Person specification

Essential Criteria:

It is important through your application and Statement of Suitability of 750 words that you give evidence and examples of proven experience of each of the following criteria:

Essential

• Educated to degree level/NVQ 6 in relevant subject or equivalent experience in a similar area of work.
• Experienced in IT skills, advanced Microsoft Office skills, including Word, Outlook, Excel, PowerPoint, Teams.
• Experienced of use of systems to order goods and services and an understanding of relevant policies and procedures.
• Experience or understanding of budget management, business planning and business continuity processes.
• Experience of writing and preparing reports for senior colleagues and / or meetings
• Communicates clearly and concisely both orally and in writing. Take time to consider the best communication channel to use for the audience, including making the best of digital resources and considering value for money.
• Full clean UK driving licence

Desirable

• Experience of project management
• Understanding of project principles, techniques and tools (C/A)
• Ability to use digital tools e.g. Jira
• Ability to support a team and effectively manage team dynamics to drive forward a shared goal.

Please review the job description for the full criteria.

Benefits

• 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%

Things you need to know

Selection process details

Selection process details

STAGE 1 - APPLICATION & SIFT: 

You will be required to complete an application form. This will be assessed in line with the advertised essential criteria – please do provide evidence of how you meet this. 

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

STAGE 2 – INTERVIEW 

This stage will involve an interview either via Teams or In person.

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. 

Expected Timeline:

Advert close: 23:55hrs on 7th January 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.

Shortlist: TBC

Interviews: Mid-January 2024.

Please note these dates could be subject to change.  

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

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.