30264 - Business Support Manager

Business Support Manager, Control and Directors support team:

This is an exciting time for the HMCTS Digital and Technology Services, and, as a Business Support Manager within the Control and Directors support team, the jobholder must demonstrate strong organisational skills; be able to analyse and interpret technical data; possess the confidence to ask critical questions and have a passion for communicating and engaging others.

The Control and Directors support team function has a pivotal role in supporting senior stakeholders and their teams through this period of expansive change, by contributing meaningful insight; driving the governance and reporting, and creating oversight of all activity in the directorate.

The post holder will work very closely with Business Managers, Head of Director’s office, Senior Management Team (SMT) and report directly to the Governance and Resource Manager. This role is varied and fast-paced, and the role requires an individual with excellent organisational skills, confidence to challenge, an eye for detail and ability to translate complicated and technical information into a format that works for the audience.

Interview location:    London

New recruits to the Civil Service joining MoJ are expected to join at the band minimum.

Existing civil servants applying on promotion will usually be appointed on the salary minimum of the pay band or with an increase of 10 percent on their existing base salary (restricted to the new pay band maximum), whichever is the higher.

Background:

The HMCTS Digital and Technology Services (DTS) is embarking on a period of significant change which will see large scale growth and transformation over the next few years. Strong teamwork is a critical element in this being successful and the DTS Senior Management Team (SMT) expects all staff in the organisation to operate in a culture of openness and honesty, demonstrating a commitment to change through involvement and empowerment, and by delivering results.

The Programme of change is ambitious and we need resilient, resourceful and adaptable people to make it happen. This is an opportunity to gain fantastic experience in a major transformation programme, develop a range of effective business skills and play a key role in how justice is delivered in this country.

Business Support Manager, Control and Directors support team:

This is an exciting time for the HMCTS Digital and Technology Services, and, as a Business Support Manager within the Control and Directors support team, the jobholder must demonstrate strong organisational skills; be able to analyse and interpret technical data; possess the confidence to ask critical questions and have a passion for communicating and engaging others.

The Control and Directors support team function has a pivotal role in supporting senior stakeholders and their teams through this period of expansive change, by contributing meaningful insight; driving the governance and reporting, and creating oversight of all activity in the directorate.

The post holder will work very closely with Business Managers, Head of Director’s office, Senior Management Team (SMT) and report directly to the Governance and Resource Manager. This role is varied and fast-paced, and the role requires an individual with excellent organisational skills, confidence to challenge, an eye for detail and ability to translate complicated and technical information into a format that works for the audience.

Key responsibilities:

Operational management

• Act as gatekeeper, coordinator and collator for requests for information coming to the Control and Directors support team (for example, budget and headcount issues, accommodation and IT requirements, and appraisal outcomes).
• Monitoring and ensuring the directorate meets its responsibilities in respect of key indicators (for example, Freedom of Information requests).
• Support the Director to ensure the effective flow of work between the component parts of the directorate, drafting commissions to Deputy Directors where appropriate (for example, on performance reporting).
• Work closely with the SMT and the Governance and Resource Manager to facilitate recruitment plans and to help deliver a full end-to-end, efficient and consistent recruitment service to the business.
• Support the Governance and Resource Manager to develop effective learning and development plans, working to ensure the right skills and training are delivered in a timely manner.
• Support the monitoring and forecasting of resources against targets/budgets.
• Secretariat support to meetings of DTS Senior Management Team.
• Support the directorate in the Business Planning processes, including in-year reporting of delivery against the plan.
• Monitor and analyse a wide range of data, highlight problems and recommend interventions to the Governance and Resource Manager.
• Ensure operational processes for the directorate are in line with agreed guidelines and regulations.
• Management of directorate risks and issues logs and assurance statements.
• Ensure any communications from other parts of HMCTS or MoJ are delivered on time and in the appropriate manner at Deputy Director level.
• Owner of HMCTS DTS intranet pages.
• Organise engagement and leadership events.
• Provide ad-hoc support as required to the Head of the Control and Directors support team and the Director. This includes covering for the Directors’ Personal Assistant in their absence (essentially managing the diary, email traffic and meeting preparation).
• Act as single point of contact for digital upgrades and other corporate issues.

Team leadership

• No direct line management responsibilities.
• Manage an effective working relationship with the Director and the directorate’s senior management team.
• Demonstrate leadership across the directorate when overseeing cross-directorate processes.
• Foster and manage effective working relationships with a wide range of colleagues and stakeholders within and outside of HMCTS, including the CEO’s office, other Control and Directors support team, Ministers’ Private Offices, and Judicial Office, demonstrating good team working and communication skills.

Accountability

• Reporting to the Governance and Resource Manager

Other duties:

The post holder is required to work in a flexible way and undertake any other duties reasonably requested by line management which are commensurate with the grade and level of responsibility of this post.

Location of Post:

Due to the nature of this role, the post-holder will be based at 102 Petty France, London, or if National, will need to regularly travel to London.

Key Civil Service behaviours:

You will be required to provide evidence of the following key behaviours at Level 3.

Seeing the Big Picture

Understand the strategic drivers for your area of work. Align activities to contribute to wider organisational priorities. Remain alert to emerging issues and trends which might impact your work area. Seek out and share experiences to develop knowledge of the team’s business area. Understand how the strategies and activities of the team create value and meet the diverse needs of all stakeholders

Making Effective Decisions

Understand own level of responsibility and empower others to make decisions where appropriate. Analyse and use a range of relevant, credible information from internal and external sources to support decisions. Invite challenge and where appropriate involve others in decision making. Display confidence when making difficult decisions, even if they prove to be unpopular. Consult with others to ensure the potential impacts on end users have been considered. Present strong recommendations in a timely manner outlining the consideration of other options, costs, benefits and risks

Leadership

Ensure colleagues and stakeholders have a clear understanding of objectives, activities and time-frames. Take into account different individual needs, views, and ideas, championing inclusion and equality of opportunity for all. Consider the impacts of own and team’s activities on stakeholders and end users. Role-model commitment and satisfaction with role. Recognise and praise the achievements of others to drive

positivity within the team. Effectively manage conflict, misconduct and non-inclusive behaviour, raising with senior managers where appropriate

Communicating and influencing

Communicate in a straightforward, honest and engaging manner, choosing appropriate styles to maximise understanding and impact. Encourage the use of different communication methods, including digital resources and highlight the benefits, including ensuring cost effectiveness. Ensure communication has a clear purpose and

takes into account people’s individual needs. Share information as appropriate and check understanding. Show positivity and enthusiasm towards work, encouraging others to do the same. Ensure that important messages are communicated with colleagues and stakeholders respectfully, taking into consideration the diversity of interests

Working together

Encourage joined up team work within own team and across other groups. Establish professional relationships with a range of stakeholders. Collaborate with these to share information, resources and support. Invest time to develop a common focus and genuine positive team spirit where colleagues feel valued and respect one another. Put in place support for the wellbeing of individuals within the team, including consideration of your own needs. Make it clear to all team members that bullying, harassment and discrimination are unacceptable. Actively seek and consider input of people from diverse backgrounds and perspectives

Managing a Quality Service

Develop, implement, maintain and review systems and services to ensure delivery of professional excellence. Work with stakeholders to set priorities, objectives and timescales. Successfully deliver high quality outcomes that meet the customers’ needs and gives value for money. Identify risks and resolve issues efficiently. Involve a diverse range of colleagues, stakeholders and delivery partners in developing suggestions for improvements. Establish ways to find and respond to feedback from customers about the services provided

Delivering at Pace

Show a positive approach to keeping the whole team’s efforts focused on the top priorities. Promote a culture of following the appropriate procedures to ensure results are achieved on time whilst still enabling innovation. Ensure the most appropriate resources are available for colleagues to use to do their job effectively. Regularly monitor your own and team’s work against milestones ensuring individual needs are

considered when setting tasks. Act promptly to reassess workloads and priorities when there are conflicting demands to maintain performance. Allow individuals the space and authority to meet objectives, providing additional support where necessary, whilst keeping overall responsibility

Flexible working options:

HMCTS offers a flexible working system in many of its offices.

Job Sharing and Reduced Hours:

All applications for job sharing or reduced hours will be treated fairly and on a case by case basis in accordance with the MoJ’s flexible working policy and equality policy.

Excess Fares and Relocation Allowances:

This job is not eligible for relocation allowances but excess fares may be considered in accordance with MoJ’s excess fares allowance policy