Job summary
The Senior Business Support Manager provides advanced operational support to the Research, Data and Digital Directorate. As part of the central Business Operations leadership team, you will manage operational requirements, including governance, recruitment, and key processes like financial management and communications.
Responsibilities include developing operational workstreams and processes that meets the needs of users. You will be confident in records management via SharePoint and use your experience to drive automation of process where possible. You will co-ordinate/lead senior meetings, preparing agendas, risk and action logs, and track progress to delivery dates and to budgets. The role also involves bi-lingual proofreading of key documents and preparing monthly and annual reports.
The Senior Business Support Manager will be responsible for producing, maintaining and reporting externally funded initiatives. You will manage and co-ordinate procurement processes, ensuring compliance with SFI's. Working with our finance partners you will track pay/non pay investment, core and external forecasting and expenditure.
You will drive quality improvements with your exceptional attention to detail, reviewing and updating processes, ensuring compliance with Welsh Language and Accessibility standards.
The ability to speak Welsh is essential for this post.
Main duties of the job
The Senior Business Support Manager will lead multiple workstreams to ensure effective operational management of the Directorate. Key responsibilities include assessing and delivering compliance and governance requirements, managing the end to end recruitment for directorate roles as required by the Senior Operations Manager, and maintaining documentation via SharePoint.
Financial management involves generating purchase orders, maintaining funding records, and managing procurement with full compliance. You will monitor expenditure, forecast budgets, and provide insights for informed decisions.
Acting as a Project Manager the Senior Business Support Manager will ensure that is accurate project documentation, including plans, DPIAs, impact assessments, RAID logs, action plans and minutes. You will escalate risks promptly and ensure high-quality reports and audits. You will address complex stakeholder queries and support service specification development, ensuring outcomes are measurable. You will drive process improvements, monitor workstream performance, ensure policy compliance.
Bilingual proofreading and communication skills are essential for delivering accurate documentation to stakeholders.
About us
We are Public Health Wales - the national public health organisation for Wales. Our purpose is 'working together for a healthier Wales'. We exist to help all people in Wales live longer, healthier lives. With our partners, we aim to increase healthy life expectancy, improve health and well-being, and reduce inequalities for everyone in Wales, now and for future generations.
Together, our teams work to prevent disease, protect health, and provide leadership, specialist services and public health expertise. We are the main source of public health information, research and innovation in Wales. Never more has public health been so important as we come through the Coronavirus pandemic, face the challenges of the cost-of-living crisis and tackle and prevent the harmful effects of climate change.
Our organisation is guided by our Values, 'Working together, with trust and respect, to make a difference'. We are committed to creating an inclusive workplace that values equality, diversity and inclusion. We welcome applications which represent the rich diversity of the communities we serve and from those wishing to work part time or on a job share basis.
To find out more about working for us and the benefits we offer please visithttps://phw.nhs.wales/careers/
For guidance on the application process, please visithttps://phw.nhs.wales/working-for-us/applicant-information-and-guidance/
Job description
Job responsibilities
The Senior Business Support Manager is responsible for the planning and organisation of a range of directorate activities and workstreams, including:
Managing Operational Requirements: The Senior Business Support Manager contributes to the smooth administration of the directorate by overseeing and completing all business operational requirements. E.g. governance, recruitment. This includes developing workstreams and objectives, managing activities, and maintaining documentation, primarily through SharePoint. Key responsibilities also include organising senior meetings, preparing agendas, taking confidential minutes, tracking action items, and coordinating task allocation. The manager is responsible for measuring project/workstream performance using appropriate tools and implementing necessary process changes. Additionally, the role involves proofreading time-sensitive documents to exacting standards ahead of publication in various mediums. The Manager will be required to collate and collect data/information relating Directorate activities for monthly and annual reporting. The role acts as a primary point of contact for workstream inquiries, assessing and resolving or escalating issues as appropriate.
Financial Management: The Senior Business Support Manager has delegated responsibility, from the Line Manager, for managing and maintaining key financial activities of the directorate, which will include Oracle to generate purchase orders (POs), process receipts and invoice schedules. The role is responsible for maintaining funding records, including building SLAs and co-ordinating the end to end process of large procurement specifications, ensuring accuracy and compliance with Standing Financial Instructions. Tracking expenditure and forecasting, will be essential to support informed decision-making within the directorate.
Communication and Engagement: The Senior Business Support Manager leads communication efforts by engaging with senior leads using negotiation and diplomacy to ensure stakeholders are informed and involved in workstream and process development. This includes maintaining a consistent communication strategy, presenting complex and sensitive information clearly, and fostering strong relationships across various disciplines and departments within the organisation. The Senior Business Support Manager represents the directorate at key organisational meetings and responsible for line management and supervision team members.
Facilitating Change: In collaboration with the Operations Leadership Team, the Senior Business Support Manager will review and implement updated or new directorate processes, ensuring they meet targets, timelines, and end-user needs. This involves clear communication of sensitive organisational information and overcoming barriers to understanding. The Manager will foster cooperation through tact, negotiation, and persuasion to meet operational targets. The role will oversee the development, implementation, and adherence to directorate processes and standard operating procedures, providing guidance as needed, ensuring that all changes are aligned with Public Health Wales's policies and procedures and organisational culture.
Driving Quality and Service Improvement: The Senior Business Support Manager monitors, evaluates, and reviews the delivery of specified workstreams within the directorate, identifying opportunities for innovation and efficiency. The role includes leading investigations into issues, reflecting on team practices, and collaborating with team members to drive continuous improvement in operations and project execution. The manager ensures compliance with Information Governance policies and Standard Operating Procedures, completing Data Sharing Agreements, DPIAs, and Information Asset Registers, and managing documentation in line with organisational record-keeping policies.
Maintaining Confidentiality: The Senior Business Support Manager ensures the respect and safeguarding of confidential and sensitive information in all activities and communications in line with organisational policies.
Job description
Job responsibilities
The Senior Business Support Manager is responsible for the planning and organisation of a range of directorate activities and workstreams, including:
Managing Operational Requirements: The Senior Business Support Manager contributes to the smooth administration of the directorate by overseeing and completing all business operational requirements. E.g. governance, recruitment. This includes developing workstreams and objectives, managing activities, and maintaining documentation, primarily through SharePoint. Key responsibilities also include organising senior meetings, preparing agendas, taking confidential minutes, tracking action items, and coordinating task allocation. The manager is responsible for measuring project/workstream performance using appropriate tools and implementing necessary process changes. Additionally, the role involves proofreading time-sensitive documents to exacting standards ahead of publication in various mediums. The Manager will be required to collate and collect data/information relating Directorate activities for monthly and annual reporting. The role acts as a primary point of contact for workstream inquiries, assessing and resolving or escalating issues as appropriate.
Financial Management: The Senior Business Support Manager has delegated responsibility, from the Line Manager, for managing and maintaining key financial activities of the directorate, which will include Oracle to generate purchase orders (POs), process receipts and invoice schedules. The role is responsible for maintaining funding records, including building SLAs and co-ordinating the end to end process of large procurement specifications, ensuring accuracy and compliance with Standing Financial Instructions. Tracking expenditure and forecasting, will be essential to support informed decision-making within the directorate.
Communication and Engagement: The Senior Business Support Manager leads communication efforts by engaging with senior leads using negotiation and diplomacy to ensure stakeholders are informed and involved in workstream and process development. This includes maintaining a consistent communication strategy, presenting complex and sensitive information clearly, and fostering strong relationships across various disciplines and departments within the organisation. The Senior Business Support Manager represents the directorate at key organisational meetings and responsible for line management and supervision team members.
Facilitating Change: In collaboration with the Operations Leadership Team, the Senior Business Support Manager will review and implement updated or new directorate processes, ensuring they meet targets, timelines, and end-user needs. This involves clear communication of sensitive organisational information and overcoming barriers to understanding. The Manager will foster cooperation through tact, negotiation, and persuasion to meet operational targets. The role will oversee the development, implementation, and adherence to directorate processes and standard operating procedures, providing guidance as needed, ensuring that all changes are aligned with Public Health Wales's policies and procedures and organisational culture.
Driving Quality and Service Improvement: The Senior Business Support Manager monitors, evaluates, and reviews the delivery of specified workstreams within the directorate, identifying opportunities for innovation and efficiency. The role includes leading investigations into issues, reflecting on team practices, and collaborating with team members to drive continuous improvement in operations and project execution. The manager ensures compliance with Information Governance policies and Standard Operating Procedures, completing Data Sharing Agreements, DPIAs, and Information Asset Registers, and managing documentation in line with organisational record-keeping policies.
Maintaining Confidentiality: The Senior Business Support Manager ensures the respect and safeguarding of confidential and sensitive information in all activities and communications in line with organisational policies.
Person Specification
Qualifications and Knowledge
Essential
- oLevel 6 qualification (e.g. bachelor's degree BA/BSc, NVQ level 6) or equivalent qualification or level of skills and knowledge
- oProject Management qualification e.g. Agile
- oProofreading Diploma or equivalent significant experience in both English and Welsh.
- oSpecialist knowledge of a broad range of management functions e.g. HR, Finance, Estates, H&S and Risk.
Skills and Attributes
Essential
- oExceptional attention to detail aligned to proofreading and finance practices.
- oExcellent written and verbal communication skills including presentation skills.
- oExcellent interpersonal skills and the ability to communicate and work effectively with a wide range of people from different backgrounds at all levels of seniority.
- oConfident in the understanding of the business administration life cycle and able to implement processes for successful monitoring and delivery of workstreams.
- oProven ability to structure, schedule & monitor programmes of work.
- oProficient in the use of standard Microsoft software, such as Outlook, Teams, Word, Excel, PowerPoint and SharePoint.
- oAbility to work under pressure whilst meeting deadlines and adapt to changes in demand and workload.
- oStrong problem-solving skills.
- oAbility for managing own work.
- oWelsh Language Skills essential to levels 5 in understanding, speaking, reading, and writing in Welsh.
Other
Essential
- oAbility to travel between sites in a timely manner to meet the needs of the service
Experience
Essential
- oExperience in a supervisory / managerial role.
- oExperience of managing budgets including external funding and procurement processes.
- oExperience managing projects in a formal project environment where professional management methods and techniques were applied including evaluation.
- oExperience of managing and organising multiple projects simultaneously.
- oExperience of implementing and managing documentation control systems including the use of SharePoint.
- oFull understanding of the Principles of Data Protection, Information Asset management, including completing of DPIA's and other impact assessments or data sharing agreements.
- oRisk Management experience.
- oFormal minuting.
Person Specification
Qualifications and Knowledge
Essential
- oLevel 6 qualification (e.g. bachelor's degree BA/BSc, NVQ level 6) or equivalent qualification or level of skills and knowledge
- oProject Management qualification e.g. Agile
- oProofreading Diploma or equivalent significant experience in both English and Welsh.
- oSpecialist knowledge of a broad range of management functions e.g. HR, Finance, Estates, H&S and Risk.
Skills and Attributes
Essential
- oExceptional attention to detail aligned to proofreading and finance practices.
- oExcellent written and verbal communication skills including presentation skills.
- oExcellent interpersonal skills and the ability to communicate and work effectively with a wide range of people from different backgrounds at all levels of seniority.
- oConfident in the understanding of the business administration life cycle and able to implement processes for successful monitoring and delivery of workstreams.
- oProven ability to structure, schedule & monitor programmes of work.
- oProficient in the use of standard Microsoft software, such as Outlook, Teams, Word, Excel, PowerPoint and SharePoint.
- oAbility to work under pressure whilst meeting deadlines and adapt to changes in demand and workload.
- oStrong problem-solving skills.
- oAbility for managing own work.
- oWelsh Language Skills essential to levels 5 in understanding, speaking, reading, and writing in Welsh.
Other
Essential
- oAbility to travel between sites in a timely manner to meet the needs of the service
Experience
Essential
- oExperience in a supervisory / managerial role.
- oExperience of managing budgets including external funding and procurement processes.
- oExperience managing projects in a formal project environment where professional management methods and techniques were applied including evaluation.
- oExperience of managing and organising multiple projects simultaneously.
- oExperience of implementing and managing documentation control systems including the use of SharePoint.
- oFull understanding of the Principles of Data Protection, Information Asset management, including completing of DPIA's and other impact assessments or data sharing agreements.
- oRisk Management experience.
- oFormal minuting.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
