Description Responsible for supporting the Digital Engineering Services and Solutions (DES) COO, Head of Digital Engineering Services and Solutions (DES) Department Head and the departments wider extended leadership team with the business management and governance of the departments operations. This role will take many forms compromising of; governance, reporting, business management and administration, resource management, vendor management, communications, monitoring of finance and budget and keeping stakeholders up to date. The successful candidate will be responsible for building strong relationships across the Bank and Securities functions, underpinned by trust and the core values of the bank. Responsible for developing strong relationships with internal department Product teams and key stakeholders such as Human Resources, Other Technology verticals, Technology Resource Management, Technology Planning and Reporting Management and Business Critical functions such as Procurement, Finance, TPRM and Vendor Management. KEY RESPONSIBILITIES The Business Support responsibilities include, but not limited to: Finance and Budget Management Work with the Budget and Optimisation Lead to assist in the overseeing and reporting of the departments budget, evaluating data and providing insights on cost effectiveness and spending. Maintaining the department budget for resource, software and hardware Support department budget estimation and track financial performance to set targets and plan for next financial year planning Maintenance of the departments service catalogue structure and its improvement Preparing Internal Spend governance material, presenting the departments position and capturing status of approvals and closing budget queries Raising of requisitions and POs for Professional Services and Service Contractors Resource Management Creation, management and governance of the processes required for ensuring internal controls over resource management including but not limited to new hire request and extension approvals, onboarding, offboarding, funding allocations and ensuring resource remain compliant within contract Responsible for ensuring the DES Resource tracker is accurate and reconciled with the Technology Resource Management team data and Departments Product Owners activity to ensure the resourcing cost forecast model is intact. Maintain the departments open vacancy tracker and RAG status on recruitment activity, producing weekly reports on status Maintenance of the departments Job Specifications Ensure resource are compliance with contract Support strategic efficiency and planning initiatives by supporting resource related initiatives (e.g. on boarding, regulatory projects and cost efficiency initiatives such as outsourcing opportunities) Support with RFI/RFP process for outsourcing initiatives, supporting the Digitial Engineering Services and Solutions Business Support Manager with negotiating new contracts with suppliers on behalf of the departments leadership team Work with existing agencies and suppliers, establishing, developing and maintaining good working relationships Support DES COO with resource supplier relationship management, NDAs, supplier onboarding and SOWs management/coordination Support DES COO with departmental Headcount and Resource Assist in forecasting, planning and monitoring of resource utilisation and capacity. Check progress against targets, reporting as necessary and acting to resolve exceptions Assist managing information concerning the utilisation, future demand and availability of people and resources to aid snr leader decision making Department Organisation Chart maintenance Vendor Management Prepare internal vendor governance review material for the department to regularly review operational delivery standards against pre-defined KPIs. Supplier onboarding management and coordination Contract, NDA and SOW management with Procurement and Legal and Vendor Risk Management Manage operational Resource vendor relationships to drive strategic values e.g. service quality, agility and cost whilst aligning with the wider EMEA IT strategic objectives, leveraging KPIs when appropriate. Governance and Reporting Oversee the accurate internal governance reports pertaining to the departments resource, budget and vendors. Coordination and maintenance of DES COO Process & Procedure & Best Practice Guides. Work with the DES COO to develop and implement necessary policy and procedure to facilitate control and adherence to operations to meet department objectives Regularly review department operations to ensure these meets required standards and recommend changes where necessary Coordination of pre authorisation approvals on behalf of the department inclusive but not limited to, expenses, gift and hospitality and absence Coordination of pre authorisation approvals for department communications. Administration of department communication when required Preparation and delivery of reports and material on behalf of the department including but not limited to Head Office Reporting, Board reports and Town Hall material Coordination of the departments monthly achievement and risk to feed into monthly Chief Information Officer monthly dashboard Collation and presentation of management information (MI) to the required deadlines, to include, but not limited to, production incidents, action plans (MAP), risk register, departmental KRIs and KPIs, governance reporting Responsible for the Departments Business Continuity Coordinator activities Responsible for facilitation and co-ordination of approvals for the Technology Business Continuity plan and coordination of Business Continuity Planning routines such as supporting Operational Resiliency and Technology with the Technology Emergency Mass Notification Drill General as required Department event coordination inclusive of Town Halls Collating deliverables from meetings, liaising with relevant individuals regarding actions where required Collating and distributing papers, taking and distributing minutes and actions and producing reports Assisting in the preparation of documents and policies required to support the strategic direction and objectives. General office administration including ordering of stationery/general housekeeping Management of Room bookings and travel arrangements as required and co-ordinating schedules for visitors Planning detailed and comprehensive itineraries, booking travel (flights, hotels, taxis) and where applicable arranging visas SKILLS AND XP Functional / Technical Competencies: Essential Prior Business Management and Support Governance xp Prior xp working within a COO function Prior xp working in a fast paced support role in a corporate environment, with extensive Business Support xp Xp interacting effectively with Snr Management. Proven ability to communicate effectively with Snr Management providing business management support xp of supporting an extended leadership team, directly reporting to L2 Management or above (desirable) Prior Financial Management xp and exposure. xp of departmental level budget maintenance Prior extensive xp of resource management governance and recruitment, working with suppliers, agencies, Internal Recruiters and Hiring Managers Financial Services xp xp of 3rd party vendor, relationship and contract management xp of Procurement and RFP processes and procedures Organisation & Attention to Detail strong organisation skills with ability to manage multiple priorities in a fast-paced environment while maintaining a high level of accuracy, consistenc y, and quality across all reports produced. Confident ability to monitor and challenge where adherence to internal and external governance and best practice standards are not met Communication excellent written and verbal communication skills, with ability to translate complex scenarios into concise, meaningful messaging for a snr audience Proactive Problem Solving strong critical thinking skills with ability to independently and proactively identify issues and solutions Professional conduct role with a professional demeanour at all times, with the ability to interact and communicate with snr stakeholders Time Management - ability to manage the creation of several governance reports concurrently, each with individual deadlines, and with several dependencies between governance reports Desirable Prior xp working within Technology (essential), Infrastructure and Service Management environment (desirable) and high-level understanding of the environment, platforms and technologys (desirable) Project Management xp (desirable) Knowledge of industry best practices and emerging trends in operations management (desirable) Education / Qualifications: Essential Degree educated and / or equivalent xp preferably in business management/ administration, economics. Strong IT skills with advance MS office knowledge and the ability to compile reports at short notice: PERSONAL REQUIREMENTS Excellent communication skills, written and verbal, a clear and concise communicator Superior administration skills Good understanding of interdepartmental functions to ensure department objectives and schedules are met Excellent multi-tasking and organisation skills Ability to build strong and lasting relationships across the bank Results driven, with a strong sense of accountability A pro-active, motivated approach The ability to operate with urgency and prioritise work accordingly The ability manage large workloads and tight deadlines Strong decision-making skills, the ability to demonstrate sound judgement A structured and logical approach to work Excellent interpersonal skills and active listening skills The ability to manage large workloads and tight deadlines Excellent attention to detail and accuracy A calm approach, with the ability to perform well in a pressurised environment A can do attitude; the motivation and drive to assist team members to the best of your ability A confident approach, with the ability to provide clear direction to your team Ability to lead a high performing team. Excellent leadership and team management abilities, with a focus on fostering a collaborative and high performance culture A strategic approach, with the ability to lead and motivate your team Conscientious, methodical and logical approach to work Job Title: DES Business Support
Location: London, UK
Job Type: Contract
Trading as TEKsystems. Allegis Group Limited, Maxis 2, Western Road, Bracknell, RG12 1RT, United Kingdom. No. 2876353. Allegis Group Limited operates as an Employment Business and Employment Agency as set out in the Conduct of Employment Agencies and Employment Businesses Regulations 2003. TEKsystems is a company within the Allegis Group network of companies (collectively referred to as "Allegis Group"). Aerotek, Aston Carter, EASi, Talentis Solutions, TEKsystems, Stamford Consultants and The Stamford Group are Allegis Group brands. If you apply, your personal data will be processed as described in the Allegis Group Online Privacy Notice available at https://www.allegisgroup.com/en-gb/privacy-notices.
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