Job summary
The UK Field Epidemiology Training Programme (UKFETP) is a two-year specialist postgraduate training programme. It is aimed at professionals interested in the practice of applied epidemiology. Competency-based training is provided in both classroom settings and through on-the-job learning activities. Six - eight fellows are recruited each year and are based in local, regional and national training locations across England, Wales and Northern Ireland.
The UKFETP Office is responsible for the development, delivery and ongoing management of the UKFETP and is based at UKHSA Colindale. The team currently consists of 1 Director, 4 Scientific Co-ordinators, 1 Virtual Learning Designer, 1 Business Change Manager, 1 Programme Manager and 3 Business Support Officers.
Main duties of the job
The post holder will lead on a number of business support functions for the team and/or Division 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
This role is based in the UKHSA Colindale office, 61 Colindale Avenue, London, NW9 5EQ
*Please be aware that this role can only be worked from within the UK and not overseas. Relocation expenses are not available.*
Working Pattern - Full Time, Part Time, Job Share
About us
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
Job description
Job responsibilities
Responsibilities section:
As a Business Support Manager your main responsibilities will include:
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 Director.
- Provide secretariat and managerial support to the senior management team and other internal meetings and/or external networks.
Project Support
- Assist and work closely with members of the relevant project teams, providing information (including statistical information) to the project lead for business services or project manager.
- In the absence of a project officer, maintain project plans, support the provision of management information and participate in working groups.
Financial and Resource Management
- Support the effective management of finance for the Division, including:
- Following UKHSA financial governance processes and support colleagues and budget holders to engage with national and local finance processes as needed.
- Ensure effective monitoring of project budget expenditure.
- Provide reports for the management team as required.
- Undertake procurement of services, supplies and equipment as directed and in line with corporate policy.
- Respond to the requirements of internal and external audit as required.
Leadership and Management
- Problem solve, make decisions and accept responsibility for own actions.
- Support the effective management of finance for the Division, including:
- Supporting the co-ordination of training, development and recruitment activity across the Division.
- Delivery of the annual appraisal system and compliance with statutory and mandatory regulation
- Effective line management (if applicable) of administrative staff and management of administrative functions to ensure flexibility and capacity to meet the Divisions 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 to governance and quality policies and procedures within the team/Division which may include:
- Contributing to the development and monitoring of the Division business plan, with responsibility for delivering activities within area of responsibility.
- Contributing to the development, testing and exercising of a Division business continuity plan.
- Producing written guidance and standard operating procedures for administrative procedures and protocols.
- Contributing to the Division governance agenda and working groups.
- Adopt and role model a culture of continuous improvement.
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 alterations and additional tasks of a similar level that may be necessary. Please review the job description for a full list of roles and responsibilities.
Job description
Job responsibilities
Responsibilities section:
As a Business Support Manager your main responsibilities will include:
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 Director.
- Provide secretariat and managerial support to the senior management team and other internal meetings and/or external networks.
Project Support
- Assist and work closely with members of the relevant project teams, providing information (including statistical information) to the project lead for business services or project manager.
- In the absence of a project officer, maintain project plans, support the provision of management information and participate in working groups.
Financial and Resource Management
- Support the effective management of finance for the Division, including:
- Following UKHSA financial governance processes and support colleagues and budget holders to engage with national and local finance processes as needed.
- Ensure effective monitoring of project budget expenditure.
- Provide reports for the management team as required.
- Undertake procurement of services, supplies and equipment as directed and in line with corporate policy.
- Respond to the requirements of internal and external audit as required.
Leadership and Management
- Problem solve, make decisions and accept responsibility for own actions.
- Support the effective management of finance for the Division, including:
- Supporting the co-ordination of training, development and recruitment activity across the Division.
- Delivery of the annual appraisal system and compliance with statutory and mandatory regulation
- Effective line management (if applicable) of administrative staff and management of administrative functions to ensure flexibility and capacity to meet the Divisions 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 to governance and quality policies and procedures within the team/Division which may include:
- Contributing to the development and monitoring of the Division business plan, with responsibility for delivering activities within area of responsibility.
- Contributing to the development, testing and exercising of a Division business continuity plan.
- Producing written guidance and standard operating procedures for administrative procedures and protocols.
- Contributing to the Division governance agenda and working groups.
- Adopt and role model a culture of continuous improvement.
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 alterations and additional tasks of a similar level that may be necessary. Please review the job description for a full list of roles and responsibilities.
Person Specification
Essential/Desirable criteria
Essential
- Educated to a degree level/NVQ level 6 in relevant subject or equivalent level of qualification and/or equivalent experience
- 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 in IT skills, advanced Microsoft Office skills, including Word, Outlook, Excel, PowerPoint
- Experienced use of systems to order goods and services and an understanding of relevant policies and procedures
- You are detail-focused, you ensure everything is accurate and error free
- You take a positive approach to tackling problems and find ways to identify suitable solutions
- Ability to work without supervision working to tight and often changing timescales
- Ability to organise one's own work and that of the team
- Ability to work in a continuously changing environment
- Work with others to identify areas for improvement and simplify processes to use fewer resources. Use technology where possible to increase efficiency
- 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
- 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 of digital resources and considering value for money
- Demonstrate appreciation and acknowledgment of the range and complexities of diversity; self-awareness in terms of emotional intelligence, biases and personal triggers; cultural competence - cultural sensitivity and awareness
Desirable
- Experience working in a public-sector organisation
- Experience of project management
- Ability to use digital tools e.g. Jira
- Ability to lead a team and effectively manage team dynamics to drive forward a shared goal
Person Specification
Essential/Desirable criteria
Essential
- Educated to a degree level/NVQ level 6 in relevant subject or equivalent level of qualification and/or equivalent experience
- 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 in IT skills, advanced Microsoft Office skills, including Word, Outlook, Excel, PowerPoint
- Experienced use of systems to order goods and services and an understanding of relevant policies and procedures
- You are detail-focused, you ensure everything is accurate and error free
- You take a positive approach to tackling problems and find ways to identify suitable solutions
- Ability to work without supervision working to tight and often changing timescales
- Ability to organise one's own work and that of the team
- Ability to work in a continuously changing environment
- Work with others to identify areas for improvement and simplify processes to use fewer resources. Use technology where possible to increase efficiency
- 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
- 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 of digital resources and considering value for money
- Demonstrate appreciation and acknowledgment of the range and complexities of diversity; self-awareness in terms of emotional intelligence, biases and personal triggers; cultural competence - cultural sensitivity and awareness
Desirable
- Experience working in a public-sector organisation
- Experience of project management
- Ability to use digital tools e.g. Jira
- Ability to lead a team and effectively manage team dynamics to drive forward a shared goal
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).
