Overview of the job
The Business Manager post within the Function or Cluster provides support to the Head of Operational Function, including making recommendations to them about operational and administrative requirements. The business manager acts as an interface between the Head of Operational Function and Divisional Hub, cluster staff and other agencies on a wide range of issues. This is a non‑operational post, although an understanding of the wide range of Probation procedures, and policies across the organisation both operationally and at headquarters is required. The job holder will report directly to the Head of Operational Function and will have line management responsibilities for the Diary Manager and Senior Administrative Officers.
Responsibilities, Activities & Duties
* Assist with Deputy Director/Head of Operational Function's workload, ensuring that the workload is prioritised appropriately and deadlines are met.
* Ensure that all papers and correspondence submitted to the Head of Operational Function are reviewed, actioned and that correspondence is responded to on the Head of Operational Function's behalf.
* Monitor the Functional or Cluster Delivery Plan and risk register, ensuring the Head of Operational Function is kept informed of progress.
* Effective management of health and safety within the operational portfolio, including ensuring all risk assessments are undertaken and staff are made aware of their personal responsibility towards H&S compliance.
* Act as Single Point of Contact / Estates Liaison Officer and manage the estate portfolio, ensuring compliance with Health, Safety and Fire Regulations (H&S).
* Manage the cluster's approach to Business Continuity, Information Security and Data Protection.
* Work with colleagues to develop plans and strategies to deal with risks.
* Ensure operational and management information systems are in place to monitor and report on performance by division, locality, function and cluster, identifying operational, resource or organisational issues that may impact on performance.
* Analyse business information, determining relevance and benefits, and compiling information reports for the Head of Operational Function and senior managers.
* Update the Head of Operational Function on policies and procedures, the implications for colleagues and provision of recommendations for action.
* Identify national and divisional priorities and support the Head of Operational Function to respond to emergent issues.
* Promote a culture of innovation and continuous improvement, undertaking reviews and making recommendations as necessary.
* Attend meetings on behalf of the Head of Operational Function when necessary, maintaining a professional image at all times.
* Ensure systems are in place for the management of investigations commissioned by the Head of Operational Function.
* Ensure mechanisms are in place to monitor the Functional or Cluster establishment and complete the National Workforce Planning Tool.
* Lead, facilitate and participate in working parties and undertake special projects as required.
* Work with other Business Managers across the Division to share best practice and maximise business improvements.
* Collaborate with NPS and HMPPS colleagues to maintain effective controls in Service Level Agreements and other contracts.
* Establish effective working relationships with internal and external colleagues.
Effective use of resources
* Work with Finance BP, HRBP and System Change Manager on budget matters, workforce planning and other operational issues.
* Agree budgets and unit costs for programmes of work.
* Make proposals for expenditure on programmes of work.
* Manage budgets and provide unit costings for activities.
* Advise on financial and resourcing issues to inform objectives and forward planning.
* Have responsibility for banking within the operational function, including imprest.
Effectively Manage and Develop staff
* Manage and develop staff by providing effective supervision, coaching and appraisal.
* Demonstrate leadership skills in dealing with staff.
* Address poor performance.
* Ensure sickness absence initiatives are applied to achieve performance objectives and enhance productivity.
* Address conduct issues, resolve conflict and handle capability, grievance, harassment and complaints in accordance with organisational policies.
* Implement human resource policies.
Use communication effectively
* Provide information, feedback and advice.
* Chair and participate in meetings using appropriate skills, styles and approaches.
* In Wales, ensure the provisions of the Welsh Language Scheme are fully implemented in all aspects of cluster work.
Enhance your own performance
* Manage own resources and professional development.
Use information to take critical decisions
* Liaise with staff to receive, collate and analyse information, developing systems and compiling reports as necessary, using data to identify trends and taking appropriate action to maintain and enhance performance.
* Plan, implement and manage systems for the exchange of sensitive information, data and intelligence.
Manage Diversity and Quality
* Develop a culture and systems that promote equality and value diversity.
* Implement the diversity policies of the service and collaborate effectively with the Equalities and Diversity Unit.
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 alternations and additional tasks of a similar level that may be necessary. Significant adjustments may require re‑examination under the Job Evaluation scheme and shall be discussed in the first instance with the Job Holder.
Person specification (Behaviours)
* Delivering at Pace
* Leadership
* Working Together
Benefits
* Access to learning and development.
* A working environment that supports a range of flexible working options to enhance work‑life balance.
* A working culture which encourages inclusion and diversity.
* Annual Leave.
* Public Holidays.
* Season Ticket Advance.
* Employer contribution of 28.97%.
Security
* Successful candidates must undergo a criminal record check.
* Successful candidates must meet the security requirements before they can be appointed. The level of security needed is ... people working with government assets must complete checks.
Nationality requirements
* 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)
* 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
Working for the Civil Service
The Civil Service embraces diversity and promotes equal opportunities. We recruit by merit on the basis of fair and open competition, as outlined by the Civil Service Commission. Candidates with disabilities who meet the minimum selection criteria are considered under the Disability Confident Scheme (DCS).
Diversity and Inclusion
We are committed to attract, retain and invest in talent wherever it is found.
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