About the job

Job summary

We are looking for a Business Operations 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 manage a team of Health Protection administrative support staff and may work with colleagues who are based across the country at different sites and/or who work remotely.

Job description

The postholder 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.  

The ability 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 health protection team.  

A key responsibility for the postholder will be the coordination and timely publication of in-hours and out of hours rotas for the health protection team.

Detailed job description and main responsibilities

Your key responsibilities will include:

•    Providing operational support to a range of corporate functions 
•    Identifying and implementing improvements to the business processes
•    Deputising for the Business Operations Manager to cover absence and holidays
•    Supporting the delivery of the business plan and key priorities 
•    Supporting corporate projects and service reviews, identifying requirements and providing options to improve ways of working 
•    Undertaking project support, responding to information requests and other tasks which will involve meeting tight deadlines
•    Maintaining project plans, supporting the management of information and participating in working groups
•    Being a visible, positive and competent role model and motivator
•    Problem solving, make decisions and accept responsibility for own actions
•    Effective line management 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.
•    Providing support to ensure adherence to governance and quality policies and procedures within the team 
•    Producing written guidance and standard operating procedures for administrative procedures and protocols
•    Developing 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
•    Personal and professional development

Person specification

Essential criteria

•    Educated to degree level/NVQ 6 in relevant subject or equivalent experience in a similar area of work
•    Experienced in use of systems to order goods and services and an understanding of relevant policies and procedures
•    Experience of undertaking secretariat functions / administering meetings, events
•    Experience of writing and preparing reports for senior colleagues and / or meetings
•    Experienced in IT skills, advanced Microsoft Office skills, including Word, Outlook, Excel, PowerPoint
•    Experience of working with others to identify areas for improvement and simplify processes to use fewer resources.  Use technology where possible to increase efficiency
•    Ability to lead a team and effectively manage team dynamics to drive forward a shared goal
•    Ability to work in a continuously changing environment
•    Ability to organise one’s own work and that of the team
•    You take a positive approach to tackling problems and find ways to identify suitable solutions
•    You are detail-focussed, you ensure everything is accurate and error free
•    An understanding of and commitment to equality of opportunity and good working relationships
•    Make it clear to all team members that bullying, harassment and discrimination are unacceptable
•    Reflect on own work, continuously seek, and act on feedback to improve own and team’s performance
•    Communication 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 use of digital resources and considering value for money

Desirable criteria

•    Experience of working in a public sector organisation

Benefits

Alongside your salary of £30,473, UK Health Security Agency contributes £8,227 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

Things you need to know

Selection process details

This vacancy will be assessed using a competency-based framework which will assess your knowledge and experience and/or skills and abilities outlined in the essential criteria.

Stage 1: Application & Sift   

You will be required to complete an application form. You will be assessed on 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 you consider 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.

Unfortunately, late applications will not be considered.

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

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

You will be invited to a face to face interview held at 23 Stephenson Street, Birmingham, B2 4BH.

Knowledge, experience, skills and abilities will be tested at interview.

Interviews are expected to be held week commencing 17th June. 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.

Additional Location Information

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 23 Stephenson Street, Birmingham, B2 4BH.

Eligibility Criteria 

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

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.

Disability Confident scheme

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.

Reserve List

Candidates who pass the interview criteria but are not offered a post will be kept on a reserve list for 12 months and may be contacted if similar roles become available.   

If you are interviewed for the post and do not meet the required threshold for the specified grade, your application may be assessed against a similar, lower grade role and you may be offered the post should one be available.  

Starting salary 

Entrants to the Civil Service are expected to start on the minimum of the pay band.    

The internal roles rules apply to existing Civil Servants, i.e. level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive 10% increase.    

Either case is determined by whichever is the highest.   

For further details please refer to the Information Sheet - Starting Salaries & Benefits attachment.

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.