J O B S P E C I F I C A T I O N

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1 J O B S P E C I F I C A T I O N DIRECTORATE: People DIVISION/SECTION/UNIT: Adult Services (Social Services) UNIT MANAGER: Principal Officer (Resources) POST TITLE: Business Support Manager JOB FAMILY & ROLE PROFILE: OS40S POST NO: PE GRADE 8 SUMMARY OF ROLE REPORTING TO: A Designated Principal Officer PURPOSE OF THE POST: 1. To support the Designated Senior Manager by coordinating and managing the provision of an efficient and effective business support service for the Adult Services function of Social Services. The post holder will be a member of the Senior Management Team for their service area and contribute to the delivery of service by providing a high standard of support to Adult Service Managers and Work Teams. THE POST HOLDER IS RESPONSIBLE FOR THE FOLLOWING: STRATEGIC 1. To ensure that the service area has effective Business Support Services that are aligned with operational structure and which support the delivery of the strategic objectives of the service as set out in the Adult Services Strategic Delivery Plan. 2. With the PO Safeguarding, quality and Performance, ensure that Business Support Service staff support the collection of the performance information required to support effective service delivery. 3. To keep up to date with all new legislation, policy and developments and to use this knowledge to support service involvement, advise colleagues on the implications for Business Support and identify how Business Support can support their delivery.

2 MANAGEMENT OF SERVICE PROVISION 1. To co-ordinate the provision of business and administrative support for Adult Services, ensuring sound administrative arrangements that are responsive to the changing needs and requirements.this will require close liaison with Senior Management and other managers within Adult Services and may require the use of various business analysis techniques, e.g. process mapping, or the development/use of databases/spreadsheets 2. Attend various meetings and Project Groups to represent the Business Support function and liaise with colleagues in other agencies/organisations where required. 3. To support the designated senior manager in their service area with the development, implementation and review of annual business action plans for the business support to Adult Services, to include setting clear performance targets, priorities and objectives and to assist with monitoring these. 4. To support and share knowledge with other Business Support Managers and to provide support and cover during times of absence. 5. To work with the designated senior manager in the development, implementation and review of business continuity plans in support of Adult Services. MANAGEMENT OF RESOURCES 1. Operational control of delegated budgets. Approve official orders and non catalogue goods through the ISIS and P-Card procurement systems for the various sections. Also act as Imprest holder for the petty cash accounts. 2. Assist in developing, implementing and monitoring any information systems that may be required and provide management/statistical reports as required. 3. Ensure compliance with the Authority s Financial Regulations. Implement action plans and introduce changes in procedure as appropriate, and implement audit recommendations. 4. To contribute to the development and maintenance of the ICT systems to provide

3 management and statistical information. 5. Where applicable, manage and co-ordinate the facilities management function across Adult Services, including building security and maintenance, health & safety, telephony services, IT hardware issues, photocopying facilities, maintenance of inventories, furniture and equipment and co-ordination of accommodation moves, administration of pool cars etc. 6. Deputise for or represent the designated Principal Officer at various meetings and groups. 7. Oversee the management of Adult Services client files in compliance with the Directorate s File retention & Disposal Policy, and manage the storage, archiving and transfer of files between locations CO-ORDINATION OF STAFF 1. Manage, supervise and Co-ordinate all the business support staff within Adult Services. 2. Responsible for ensuring that all staff receive proper induction, regular and appropriate supervision and appraisal and are supported to develop their skills. 3. Ensure that business support staff understand and comply with all relevant corporate and Directorate policies and procedures. 4. Management of all Personnel Policies for the Business Support Unit (including Recruitment of Staff, Vacancy and Sickness Monitoring, Annual and Special Leave, Capability, Performance Monitoring and Dealing with Conflict, Grievance and Disciplinary) etc. ADDITIONAL DUTIES 1. Participate in the arrangements for the planning and delivery of the Social Services Resilience and Emergency Response and co-ordinate the input/training of staff as required. 2. When required, to act as Change Agent, to ensure effective communication of information on key Corporate and Directorate projects to all staff. 3. To liaise with other Local Authorities, External

4 Contractors and external agencies on matters for which you are responsible. 4. Keep up to date with legislation, policies and guidance in relation to business support to support service delivery and development. JOB WORKING CIRCUMSTANCES The postholder will be expected to: 1. Office based but will be required to travel to other locations both within and outside the boundary of the City & County of Swansea. 2. Expected to have considerable PC use on a daily basis.

5 P E R S O N S P E C I F I C A T I O N ROLE CRITERIA NO.1 EDUCATION, QUALIFICATIONS & TRAINING Essential Accredited Management Qualification Accredited Health & Safety Qualification ROLE CRITERIA NO.2 Essential All certificates to be provided at interview for validation. SKILLS /TECHNICAL / PROFESSIONAL COMPETENCE Candidates must have appropriate levels of financial, personnel, project management, IT and performance management competence and have the appropriate technical competence related to the post. Knowledge and understanding of how business support can be used to support the collection and reporting of performance information. Valid certification and/or registration/cpd ROLE CRITERIA NO.3 EXPERIENCE Essential Candidates should have relevant management and policy development experience, preferably dealing with strategic issues. Management experience at a senior level. Knowledge of legislation, regulation and guidance relating to Child and Family Services. At interview, then in post ROLE CRITERIA NO.4 Essential COMPETENCIES & ABILITIES 1. Candidates for this post should already have a number of key skills and abilities which will enable them to carry out the duties effectively: - 2. Political sensitivity and good interpersonal skills, with the ability to develop and sustain relationships with a variety of people both within and external to the organisation. 3. The ability to solve problems, exercise sound judgement and make decisions.

6 4. Good communication skills, written, verbal and presentational 5. The ability to organise, prioritise, co-ordinate and schedule. 6. The ability to respond positively to change. 7. The ability to build, manage and lead teams. 8. The ability to work as a member of a management team and develop strategic options and solutions 9. Experience of dealing with communication mediums and customer service issues, particularly in relation to the equalities. 10. The ability to develop and implement policy and strategy. 11. Task Management skills - chairing meetings, planning projects/task leadership, delegation. 12. The ability to see the bigger picture and make connections.. At interview, then in post ROLE CRITERIA NO.5 COMMITMENT TO EQUAL OPPORTUNITIES Essential Candidates will demonstrate that all activities are undertaken in accordance with the Equalities Act 2010 and the City and County of Swansea s Equal Opportunities Policy and Procedures. At interview, then in post ROLE CRITERIA NO.6 CURRENT DRIVING LICENCE Essential Full Licence To be produced at interview and on request. ROLE CRITERIA NO.7 OTHER REQUIREMENT (1) Essential Should the post holder have a disability and/or be unable to drive, then they may seek alternative means of transport/assistance, which must be an effective and cost effective method of travelling Use of own car or access to a vehicle. the post holder is appropriately insured for business purposes to be provided annually ROLE CRITERIA NO.8 OTHER REQUIREMENT (2) Essential At interview, then in post HEALTH SURVEILLANCE & MONITORING: SAFEGUARDING: This post will require the post holder to take part in Health Surveillance and Monitoring procedures. The Authority is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

7 DISCLOSURE & BARRING SERVICE (DBS): REVIEW/ RIGHT TO VARY: LINE MANAGER: POST HOLDER: THIS POST REQUIRES THE POSTHOLDER TO HAVE THE LEVEL OF DBS DISCLOSURE AS INDICATED BELOW: Standard DBS Disclosure Application x Enhanced DBS Disclosure Application No DBS Disclosure Application This Person Specification is as currently applies and will be reviewed regularly according to the Employee Performance Management Review Policy and the Performance Development Review and Appraisal process. The Job and Person Specification may be subject to other Variance within the remit of the Role Profile. SIGN OFF DATE: DATE:

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