NPS Job Description (JD)
NPS Band 4
Directorate: National Probation Service
Job Description: Business Manager
Document Ref.
NPS-JES-0043_Pay Band 4 Business Manager_v3.0
Document Type
Management
Version
3.0
Classification
Unclassified
Date of Issue
18/6/19
Status
Baselined
Produced by
Head of Group
Authorised by
Reward Team
JD Evidence
NPS-JES-0043_Pay Band 4 Business Manager_v3.0
NPS Job Description
Job Title
Business Manager
Directorate
National Probation Service
Band
4
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 jobholder 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
HQ are required.
The jobholder will report directly to the Head of Operational Function and have line
management responsibilities for the Diary Manager and Senior Administrative
Officers
Summary
The purpose of the role is to provide support to the Head of Operational Function. The
jobholder will ensure that performance across the Function or Cluster is monitored,
that issues are highlighted and opportunities to improve efficiency and effectiveness
are proactively pursued.
The job holder will ensure the Head of Operational Function and others as appropriate,
are informed of priority matters and are given options and/or recommendations to
help them to operate effectively.
The job holder will ensure that good working relationships with Head of Operational
Function and are maintained by communicating priorities effectively.
The jobholder acts as a single point of contact for the Operational Function on a
number of key areas including Litigation, Complaints, Information Assurance,
Communication, Business Continuity, providing appropriate signposting as necessary.
The jobholder will ensure effective management of the estate portfolio within their
remit, acting as Single Point of Contact / Estates Liaison Officer and has overall
management of Health and Safety within Division/Function/Cluster including
compliance with Health, Safety and Fire Regulations (H&S)
The post holder will ensure all risk assessments are undertaken and staff are made
aware of their personal responsibility toward H&S compliance
The jobholder will also manage relationships and liaise with a range of internal and
external stakeholders and support the partnership working in the Function or Cluster.
Responsibilities,
The job holder will be required to carry out the following responsibilities, activities and
Activities & Duties
duties:
Assist with Deputy Director/ Head of Operational Function’s workload
•
Have oversight of the Head of Operational Function workload, ensuring that
work is prioritised appropriately and that deadlines are met
•
Ensure that all papers/correspondence submitted to the Head of Operational
Function are reviewed, and 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,
NPS-JES-0043_Pay Band 4 Business Manager_v3.0
•
Effective management of health and safety within operational portfolio
•
Manage the clusters 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.
Manage relationships and stakeholders
•
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
Determine the effective use of resources
Work with Finance BP, HRBP, System Change Manager on budget matters, workforce
planning and other operational issues, examples:
•
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/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 and resolve conflict. Resolve
capability/grievance/harassment/complaints in accordance with organisational
policies
•
Implement human resource policies.
Use communication effectively
•
Providing information, feedback and advice
•
Chair and participate in meetings using appropriate skills, styles and
approaches
•
In Wales, to ensure the provisions of the Welsh Language Scheme are fully
implemented in all aspects of cluster work.
Enhance your own performance
NPS-JES-0043_Pay Band 4 Business Manager_v3.0
•
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 take
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.
Behaviours
? Leadership
? Working Together
? Making Effective Decisions
? Developing Self and Others
? Delivering at Pace
Strengths
It is advised strengths are chosen locally, recommended 4-8
Essential Experience
? Demonstrate experience of managing workload of senior level executives,
and managing the relationships with a range of stakeholders
? Demonstrate experience in using a range of software packages to present,
analyse & undertake reports, demonstrate experience reviewing and
ensuring quality of reports
? Operational experience of probation
Technical
? NVQ Level 4 or equivalent in a relevant subject (or appropriate practical
requirements
experience)
? IT Skills; Microsoft: Word, Excel, Outlook, and PowerPoint (or equivalent i.e.
Lotus Notes)
Ability
Minimum Eligibility
? All candidates are subject to security and identity checks prior to taking up
post.
? All external candidates are subject to 6 months’ probation. Internal
candidates are subject to probation if they have not already served a
probationary period within HMPPS.
? All staff are required to declare whether they are a member of a group or
organisation which HMPPS consider to be racist.
Hours of Work
(Unsocial Hours)
Allowances
NPS-JES-0043_Pay Band 4 Business Manager_v3.0
Success Profile
Strengths
It is advised strengths
Behaviours
Ability
Experience
Technical
are chosen locally,
recommended 4-8.
Demonstrate experience of
managing workload of senior level
NVQ Level 4 or equivalent in a
Leadership
executives, and managing the
relevant subject (or appropriate
relationships with a range of
practical experience)
stakeholders.
Demonstrate experience in using a
range of software packages to
IT Skills; Microsoft: Word, Excel,
present, analyse & undertake
Working Together
Outlook, and PowerPoint (or equivalent
reports, demonstrate experience
i.e. Lotus Notes)
reviewing and ensuring quality of
reports
Operational experience of
Making Effective Decisions
probation
Developing Self and Others
Delivering at Pace
NPS-JES-0043_Pay Band 4 Business Manager_v3.0