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PS Job Description (JD)
PS Band 4
Directorate: Probation Service
Job Description: Business Manager
Document Ref.
PS-JES-0043 Business Manager v4.0
Document Type
Management
Version
4.0
Classification
Official
Date of Issue
30 March 2026
Status
Baselined
Produced by
Job Evaluation Asurance and Support Team
Authorised by
Reward Team
JD Evidence
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PS-JES-0043 Business Manager v4.0
OFFICIAL
PS Job Description
Job Title
Business Manager
Directorate
Probation Service
Band
4
Overview of the
The Business Manager will operate across multiple functional
job
areas of the business. The 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.
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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
Activities &
responsibilities, activities, and duties:
Duties
• 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.
• Monitor and deliver procedures relating to human resources,
equalities and inclusion, staff performance management, and
learning and development.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• Respond to changing business needs, queries and requests,
completing ad-hoc tasks as appropriate to meet deadlines
and support service delivery.
• 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
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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
Note: we recommend you choose 4 to 8 strengths locally -
select from the list of Civil Service strength definitions on the
intranet.
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
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
Please do not alter this box
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
Leave Blank
(Unsocial Hours) To be used by the JES Team only
Allowances
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