Purpose of Job

The Business Manager will be part of the Executive Support Team (EST) and will be responsible for supporting the Chief Operating Officer (COO) in their day to day duties. They will be a key point of contact for liaising with other leaders within the directorate and more widely across OPG. They will also manage the Executive Support Assistants responsible for providing support to the Executives within the Operations Directorate (Ops). The post holder will be expected to manage their own time and performance, whilst reporting to and providing updates to the Senior Executive Support and Tier 2 Complaints Manager.

Duties and Responsibilities

1. Provide support to Chief Operating Officer

• Provide briefing and information from wide range of sources for use in meetings and day to day duties.
• Attend meetings internally/externally as required.
• Liaison with other leaders within Ops and across OPG.
• Preparation of presentations for internal meetings.
• Overseeing a range of COO-led initiatives.
• Drafting letters on behalf of COO.
• Overseeing requirements for key meetings such as drafting agendas/actions/notes.
• To work with design groups to organisation of Operations Directorate events and conferences.

2. Management of Operations Executive Support Assistants

• Management of the Executive Support Assistants that provide support to the Operations Directorate.
• Ensure that the quality of support provided by the EST is at a high standard.
• Provide coaching and development to team and ensure they have opportunities to increase their skills.
• Review and contribute to how changes can be made to processes within the team to continuously improve the services OPG delivers. Lead and be involved in process mapping sessions, updating and refining job cards, identify, resolve and escalate improvements.
• Participate in team days and wider organisational events ensuring objectives link with the business plan.   Make contributions to teams Terms of Reference and objectives ensuring they remain fit for purpose.
• To work closely with own team regarding diary, email and workflow management.

3. Operations Directorate Support

• Build effective relationships with colleagues outside own team, across the business and MoJ teams, liaising with them by phone and email. Keeping updated on changes in these areas.
• Have responsibility for records relating to Reward & Recognition for the Operations Directorate.
• Providing support to the directorate and COO by managing the Top 5 issues initiative.
• Other support as requested on an ad-hoc basis.
  

4. Diversity and equality of opportunity

• Positively promote and implement diversity and equality of opportunity.
• Support and contribute to the aims, objectives and performance of the OPG and your Team.
• Be a role model and visible leader in supporting, inspiring, motivating and coaching colleagues.
• Support the Executive Support Assistants in the completion of their role and duties.
• Positively promote and implement diversity and equality of opportunity in all areas of work.
• To become familiar and compliant with all OPG corporate governance policies.

5. Health and Safety

• Take reasonable care for own health and safety, for the safety of others and abide by OPG Health and Safety procedure.
  

6. Other duties

• As requested by Senior Executive Support Team Manager or Chief Operating Officer.

Skills

Essential Skills

Excellent IT skills with experience of using Word, Excel, Powerpoint, Outlook.

High command of the English language and good note-taking skills as they will be taking minutes and writing own correspondence.

A highly competent, positive and organised person with proven experience in administrative matters. A confident communicator with energy and enthusiasm able to communicate with people at all levels.

Ability to work without supervision and committed to give a high quality performance in all aspects of the job.

Tact, diplomacy, capable of using initiative, working to a high standard and able to work as part of a team.

Good organisational and project management skills.

Desirable

Experience of secretariat responsibilities.

Able to work with sensitive information and ensuring confidentiality at all times.

Selection process details

This vacancy is using Success Profiles, and will assess your Behaviours, Technical Skills and Strengths. You are required to provide a Personal Statement, of no more than 750 words, in support of your application. This should focus clearly on outlining your suitability for the post and what you feel you would gain in your personal development from the role.

The key point to emphasise in your application is what you feel you would bring to the role that offers unique value. We actively encourage you to sell yourself as an individual and the personal strengths and experience that you could bring to this post.

Behaviours

We'll assess you against these behaviours during the selection process:

• Seeing the bigger picture
• Leadership
• Managing a quality service
• Delivering at pace

Technical Skills

As part of the interview process, you will be required to take a written assessment that looks at your decision-making skills.