UK Health Security Agency Looking for Business Support Manager at Newcastle Centre, New Brunswick, Canada Full Time

Newcastle Civic Centre, Barras Bridge, Newcastle upon Tyne, NE1 8QH

About The Job

Job summary

INTRODUCTION

At the UK Health Security Agency (UKHSA) our mission is to provide health security for the nation by protecting from infectious disease and external hazards. We are a trusted source of advice to government and to the public, focusing on reducing inequalities in the way different communities experience and are impacted by infectious disease, environmental hazards, and other threats to health.

Our mission is challenging, innovative and in the spotlight. We will work to ensure our people have the diverse skills, experiences and backgrounds we need to thrive, that our employees are representative of the communities we serve and feel valued and enabled to play their part in delivering our work.

Creating our working culture is an ongoing process which we are developing by listening and learning together, hearing and acting upon diverse voices and opinions to develop a common sense of identity and effective ways of working.

JOB SUMMARY

Lead on a number of business support functions for the team and Region and be responsible for the implementation and management of relevant systems and processes. The post holder may work with colleagues who are based across the country at different sites and/or who work remotely.

Location

The UK Health Security Agency (UKHSA) offers hybrid working – this means that whilst the role will be based in our Newcastle office, there will be opportunities to work from home. The number of days in the office will be agreed on an individual basis by your line manager.

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

Job Description

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

Operational Support

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 Regional Deputy Director (RDD).

• Identify opportunities to make improvements to business processes within individual functions and across the Directorate or for the RDD’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 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 RDD, for example overseeing staff who look after diary and email management to ensure the RDD’s time is being used effectively. Preparing briefings and presentations for the RDD’s meetings. Commissioning work from the wider team/or other directorates on behalf of the RDD and/or deciding what action to take regarding correspondence and emails in the RDD’s absence. Undertaking research and small ad hoc projects for the RDD.

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, Region or Directorate, including:
• a) Follow UKHSA financial governance processes and support colleagues and budget holders to engage with national and local finance processes as needed.
• b) Ensure effective monitoring of project budget expenditure.
• c) Provide reports for the management team as required.
• d) Undertake procurement of services, supplies and equipment as directed and in line with corporate policy.
• e) Respond to the requirements of internal and external audit as directed

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 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; induction; and 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:
• a) Contributing to the development and monitoring of the Directorate business plan, with responsibility for delivering activities within area of responsibility.
• b) Contributing to the development, testing and exercising of a Directorate business continuity plan.
• c) Producing written guidance and standard operating procedures for administrative procedures and protocols.
• d) Contributing to the Directorate governance agenda and working groups.
• e) Adopt and role model a culture of continuous improvement.

Communication and 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.

Personal and Professional Development

• Undergo a programme of on-going development and education, including the annual appraisal process, to build on existing knowledge and develop skills to meet the behaviours and competencies required to undertake the role.

Person specification

It is important through your application and Statement of Suitability of 1,000 words (max) that you give evidence and examples of proven experience of each of the following criteria:

Essential Criteria:

• Educated to degree level/NVQ 6 in relevant subject or equivalent experience in a similar area of work.
• Experience of undertaking secretariat functions/administering meetings, events.
• Experience of writing and preparing reports for senior colleagues and / or meetings.
• Experience or understanding of budget management, business planning and business continuity processes.
• Experienced of use of systems to order goods and services and an understanding of relevant policies and procedures.
• Experienced in IT skills, advanced Microsoft Office skills, including Word, Outlook, Excel, PowerPoint,
• Work with others to identify areas for improvement and simplify processes to use fewer resources. Use technology where possible to increase efficiency.

Desirable Criteria:

• Experience working in a public sector organisation.
• Experience of project management.
• Understanding of project principles, techniques, and tools.
• Working towards a post graduate level qualification.
• Ability to use digital tools e.g., Jira.

Benefits

Working for the UKHSA

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

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%
• 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 and a statement of suitability. Your Statement of Suitability should outline your skills, experience, and achievements, providing evidence of your suitability for the role, against the essential criteria (outlined in the person specification section). Your Statement of Suitability must not exceed 1,000 words.

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. The sift selection panel will only consider relevant career history information from the last 5 years.

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

STAGE 2 – INTERVIEW:

This competition will involve an interview in person or via Teams.

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.

Civil Service Success Profiles / Civil Service Competency Framework 2012-2017

During the process, you will be assessed against the civil service core competencies or success profile elements detailed below:

Strategic cluster – setting direction:

People cluster – engaging people:

Performance cluster – delivering results:

• Seeing the big picture
• Changing and improving
• Making effective decisions
• Leading and communicating
• Collaborating and partnering
• Building capability for all
• Achieving commercial outcomes
• Delivering value for money
• Managing a quality service
• Delivering at pace

Expected Timeline:

Advert close: 23:55hrs 29/10/2023 – 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: w/c 13/11/2023

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&Cs 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/

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: Complaints1@ukhsa.gov.uk . 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.

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.

Apply and further information

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.

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 : Daisy Zhang
• Email : UKHSA.recruitment@reed.com

Recruitment team

• Email : UKHSA.recruitment@reed.com