PS Job Description (JD)
PS Band 4
Directorate: Probation Service
Job Description: Business Manager
Document Ref.
PS-JES-XXXX XXXXXXX v0.1
Document Type
Management
Version
2.0
Classification
Official - Sensitive
Date of Issue
Status
Baselined
Produced by
Job Evaluation Asurance and Support Team
Authorised by
Reward Team
JD Evidence
PS-JES-XXXX XXXXXXX vX.0
Change History
Date
Version
Nature of Change
Edited by
Sections Affected
13/03/2024
1.0
First draft for consultation
JEDIT
All
06/06/2024
2.0
Amendments following consultation
JEDIT
All
17/09/2025
3.0
Amendments following appeal panel
JEDIT
All
queries
PS-JES-XXXX XXXXXXX vX.0
PS Job Description
Job Title
Business Manager
Directorate
Probation Service
Band
4
Overview of the
The Business Manager will operate across multiple functional areas of the business. The job
job
holder provides support to the senior team within their functional business area to assist in
the successful service delivery, including making recommendations regarding operational
and administrative requirements.
The jobholder will act as an interface between the senior leadership team and teams across
the function and internal and external stakeholders on a range of issues.
This is a non-operational post although the job holder is required to develop an
understanding of Probation Service policies and procedures at a regional and national level
as well as an understanding of wider Civil Service policies and procedures as relevant.
The jobholder will report directly to the Head or Deputy Head of the functional area and
have line management responsibilities for the Diary Manager, Senior Administrative
Officers and Case Administrators within their designated functional area.
Summary
The purpose of the role is to provide support to the senior leadership team in the business
function. The jobholder will ensure that performance across the function is monitored, that
issues are highlighted and opportunities to improve efficiency and effectiveness are
proactively pursued.
The job holder will communicate effectively to ensure that the senior leadership team, and
others as appropriate, are informed of priority matters and are provided with advice to
help them to operate effectively.
The job holder acts as a single point of contact within the function for a number of areas,
Information Assurance, Business Continuity, and Workforce Planning, with lead
responsibility for a portfolio of key areas, such as implementation of new procedures. The
role holder will provide advice, support and signposting to managers and staff across teams
in the function and region.
The jobholder will ensure effective management of the estate portfolio within their remit,
ensuring that their business area complies with health, safety and fire regulations and
escalating to their head of functional area where appropriate. The job holder is also
responsible for maintaining a suite of risk assessments and ensuring staff understand their
personal responsibilities for Health and Safety.
The role holder will have financial responsibilities including budget monitoring,
procurement, and authorizing expenditure. They will be required to understand and comply
with HMPPS and Civil Service financial policies.
The job holder will also build relationships and liaise with a range of internal and external
stakeholders to support partnership working and effective service delivery.
Responsibilities,
The job holder will be required to carry out the following responsibilities, activities, and
Activities &
duties:
Duties
1. Directly line manage, and provide secondary line management, for staff to support
good practice and personal development through effective supervision, coaching
and facilitation of progression processes.
PS-JES-XXXX XXXXXXX vX.0
2. Monitor and deliver procedures relating to human resources, equalities and
inclusion, staff performance management, and learning and development.
3. Oversee and maintain robust administrative processes to gather, monitor and
synthesise business performance data to support staff development and service
improvement, and support preparation for audits and inspections.
4. Maintain knowledge of, and assist with the review and improvement, of a range of
organisational policies and local procedures, providing advice, guidance, and
support to staff.
5. Adhere to financial compliance policies with financial responsibilities to include
monitoring the function’s budgets, supporting financial planning activities,
coordinating resource procurement, and authorization of some expenditures.
6. Complete the workforce planning tool and provide accurate information to
support decision-making by senior leaders with regards to resource and workforce
management, and involvement with regional recruitment activities.
7. Build effective relationships with teams across the business, external stakeholders
and partner agencies as a Probation Service Representative, including planning
and coordinating engagement events as required.
8. Manage facilities portfolio for designated area, complete all required health and
safety risk assessments, and maintain appropriate systems for reporting and
escalating issues, ensuring compliance with health, safety and fire policies and
regulations, and security requirements.
9. Respond to changing business needs, queries and requests, completing ad-hoc
tasks as appropriate to meet deadlines and support service delivery.
10. Lead the development of pilot initiatives, undertake specific tasks, and hold
specific areas of responsibility as determined by the Head of Operational Function,
supporting the senior leadership team with emerging business issues.
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. Significant adjustments may
require re-examination under the Job Evaluation Scheme and shall be discussed in the first
instance with the job holder.
An ability to fulfil all spoken aspects of the role with confidence through the medium of
English or (where specified in Wales) Welsh.
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.
Ability
Experience
Essential
• Demonstrate experience of managing workload of senior level executives and
extensive stakeholder engagement. Demonstrate experience in using Microsoft
Office programmes to present information and data and reviewing outputs for
quality.
• Demonstrate experience of effectively managing financial or other resources.
Technical
Essential
PS-JES-XXXX XXXXXXX vX.0
NVQ Level 4 in Business Administration or equivalent in a relevant subject (or appropriate
practical experience)
Sufficient ability in Microsoft Word, Excel, Outlook, and PowerPoint
Minimum Eligibility
Please do not alter this box
• 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
Leave Blank
(Unsocial Hours)
To be used by the JES Team only
Allowances
PS-JES-XXXX XXXXXXX vX.0
Success Profile
Strengths
N.B. The below are for
Behaviours
guidance only. It is
Ability
Experience
Technical
advised strengths are
chosen locally,
recommended 4-8
Leadership
Choose an item.
NVQ Level 4 in Business
Demonstrate
experience
of Administration or equivalent in
managing workload of senior level a relevant subject (or
executives
and
extensive appropriate practical
stakeholder engagement.
experience)
Working Together
Choose an item.
Demonstrate experience in using Sufficient ability in Microsoft
Microsoft Office programmes to
Word, Excel, Outlook, and
present information and data and PowerPoint
reviewing outputs for quality.
Making Effective Decisions
Choose an item.
Demonstrate
experience
of
effectively managing financial or
other resources.
Developing Self and Others
Choose an item.
Delivering at Pace
Choose an item.
Choose an item.
Choose an item.
Choose an item.
Choose an item.
Choose an item.
Choose an item.
PS-JES-XXXX XXXXXXX vX.0