Family Care Nottinghamshire

February 2018

Dear Enquirer

Business Services ManagerPost

Thank you for your enquiry about this post.

I enclose the following information:

Job Description and Person Specification

Application Form

Criminal Record Form

Equal Opportunities Statement

The latest copy of Family Care’s Annual Report and further information about our work is available at

Completed application forms should be returned in an envelope marked clearly “Private and Confidential for the attention of Jackie Worthington” to:

Family Care, 28 Magdala Road, Nottingham, NG3 5DF.

Alternatively you can email your application to:

The closing date for this post is Monday 12th March 2018 at 5pm. Late applications will not be considered.

Interviews will be held at Family Care. The interview date is to be confirmed.

If you would like an informal discussion about this post please contact us on 0115 9603010.

Thank you for your interest in this post.

Yours sincerely

Jackie Worthington

Business Services Manager

Job Description

Job title:Business Services Manager (Administration)

Duration of post:Permanent

Salary:Scale 40–44 (currently £34,746 to £38,405) pro rata

Working week:30 hours per week: working pattern (within office hours) to be agreed with successful applicant.

Accountable to:Chief Executive

Work base:Family Care premises

General Description

This post carries management responsibility for Family Care’s administrative support functions. It provides corporate support to the Board of Trustees and administrative support to the CEO. In addition to supervising and managing administrative staff the post holder will be responsible for the development and maintenance of specific support functions including Human Resources, Health and Safety, Premises, IT and resources.

A key role within the agency, the post-holder will be a member of Family Care’s senior management team, and as such will contribute to Family Care’s future success and development.

Duties

• To supervise and manage staff who provide front-line services and administrative support within Family Care. This includes day-to-day support, managing performance and identifying training needs as required.

• To provide confidential corporate support to the Board of Trustees and the Chair of Trustees including acting as the Company Secretary, coordinating, preparing and collating relevant Board reports and minuting Board meetings.

• To provide confidential administrative support to the Chief Executive.

• To provide support and information to Management, Trustee Board and relevant Trustee committee meetings as required.

• To maintain and develop Family Care’s HR policy and procedures. This includes the updating of existing policies in line with legal requirements and good practice guidance, in addition to producing new policies and practices.

• To maintain and develop Family Care’s administrative systems relating to HR, including the management of personnel records, sickness reporting systems, new starter information, supervision and appraisals and other HR records as required.

• To manage the recruitment of new posts including arranging timelines, adverts, job-descriptions and person specifications, in consultation with relevant managers.

• To have responsibility for the functioning of office premises. This includes managing day-to-day premises issues at Family Care’s office.

• To be responsible for Family Care’s Health and Safety policy, procedures and practice, including Fire Safety and security.

• To be responsible for notifying relevant professional bodies, including Ofsted, of relevant changes in personnel.

• To maintain and develop policy and procedures in relation to the use of resources, including IT.

• To manage office equipment and resources, including the procurement of new/replacement items as required.

• To fulfil the role of IT administrator. This includes managing IT equipment and software, trouble-shooting problems as required, and ensuring that IT is being used effectively and within policy guidelines.

• To liaise with, review, and source external suppliers of services. This includes, but is not restricted to, services relating to IT, equipment maintenance and fire & security services to ensure quality of service and cost effectiveness.

• To develop and maintain information systems, ensuring these are effective.

• To ensure information systems meet legal requirements, example in relation to data protection.

• To assist with the preparation of funding bids in collaboration with the Business Development Coordinator and Finance Manager.

• To provide management cover within the office (as a shared task on a rota basis) and to be a contact person to respond to any “out of hours” emergencies relating to building and premises issues.

• To carry out any other tasks which may reasonable be regarded as falling within the work requirements of the post.

• In carrying out the responsibilities described in this job description the Business Services Manager will be expected to demonstrate commitment to equal opportunities in respect of all aspects of the work.

JW/AG

Feb 2018.

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Person Specification: Business Services Manager

Essential / Desirable
Knowledge and Qualifications / IT literate, and highly competent with Microsoft Office.
Working knowledge of legislation relating to employment law, health and safety and data protection.
An understanding of HR good practice and its application.
Management or Administration qualification. / HR qualification
Database software
CIPD qualified
Health and Safety qualification
Knowledge of financial controls and procedures
Experience / At least 2 years working in an office environment undertaking an Administration role.
At least 2 years’ experience of managing and supervising administrative staff.
Experience of producing policies and procedures.
Experience of setting up effective systems to capture and retrieve information, including database design.
Experience of troubleshooting IT computer / network problems. / Voluntary Sector experience
Experience of supporting a senior management team or Board of Trustees
Skills / Proven team leadership skills with an ability to motivate others.
Excellent communication skills, both written and verbal.
Sound interpersonal skills that foster good team working relationships
Proven negotiation, problem solving and decision making skills
Numeracy skills
Ability to deal with difficult and sensitive issues and maintain confidentiality
Ability to determine priorities, plan and work towards organisational goals.
Willingness and ability to accept change and acquire new skills.
High level of motivation, demonstrated analytical skills and ability to think creatively.
Ability to meet deadlines and work under pressure.
Attributes / Commitment to participatory ways of working and ability to relate to others with sensitivity and cultural awareness.
Commitment to the aims and values of Family Care
Ability to act in confidential and sensitive manner

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Application Form

Post: / Business Services Manager
Personal Details
Forename: / Surname:
Title / Middle Name:
Known As: / Email:
Address:
Postcode: / Preferred Contact No:
Employment
Please ensure you complete this section giving a complete employment history and accounting for any gaps in employment. Full contact information should be provided to enable information to be verified if an offer of employment is made.
Current/Most Recent Employer
Name of Employer: / Position Held:
Address of Employer: / Notice Period:
Start Date: / End Date:
Brief Description of Duties:
Reason for Leaving/Change of Role:
Previous Roles
Name of Employer: / Position Held:
Address of Employer: / Reason for Leaving:
Start Date: / End Date:
Brief Description of Duties:
Name of Employer: / Position Held:
Address of Employer: / Reason for Leaving:
Start Date: / End Date:
Brief Description of Duties:
Name of Employer: / Position Held:
Address of Employer: / Reason for Leaving:
Start Date: / End Date:
Brief Description of Duties:
Name of Employer: / Position Held:
Address of Employer: / Reason for Leaving:
Start Date: / End Date:
Brief Description of Duties:
Name of Employer: / Position Held:
Address of Employer: / Reason for Leaving:
Start Date: / End Date:
Brief Description of Duties:
Name of Employer: / Position Held:
Address of Employer: / Reason for Leaving:
Start Date: / End Date:
Brief Description of Duties:
Name of Employer: / Position Held:
Address of Employer: / Reason for Leaving:
Start Date: / End Date:
Brief Description of Duties:
Name of Employer: / Position Held:
Address of Employer: / Reason for Leaving:
Start Date: / End Date:
Brief Description of Duties:
Name of Employer: / Position Held:
Address of Employer: / Reason for Leaving:
Start Date: / End Date:
Brief Description of Duties:
Gaps in Employment History
Please detail any time unaccounted for in your employment history, giving dates and an explanation for the gap.
Disciplinary Issues
Have you ever received a formal warning in relation to your work performance, conduct or behaviour?
YES / NO
If yes, please provide details (including dates):
For Posts where driving is an essential part of the job (posts that include an essential car allowance)
Do you hold a current driving licence?
YES / NO / Do you have access to a car?
YES / NO
Education and Relevant Training
Institution: / Start Date: / End Date: / Qualifications and Results:
Institution: / Start Date: / End Date: / Qualifications and Results:
Professional Membership Accreditation
Supporting Statement
Please provide further information in support of your application addressing the enclosed job description and person specification. We encourage you to continue on additional sheets if required.
References
Please provide details of two referees. One referee should be your current or most recent employer.
Name:
Address:
Email:
Telephone Number:
Relationship to you:
Name:
Address:
Email:
Telephone Number:
Relationship to you:
For certain posts we are required to request a reference for all roles where an applicant has worked with children and young people (in a paid or voluntary capacity) within the last 5 years. We are also required to request a confirmation of information from employers prior to this, where the role involved children and young people.
I confirm that the information provided in this application is accurate and complete.
Signed (or type name if submitting electronically) / Date

Please return the completed application form to:

The Business Services Manager, Family Care, 28 Magdala Road, Nottingham, NG3 5DF

Criminal Record Declaration Form

This form must be completed by all applicants. The information disclosed on this form will not be kept with your application form during the application process.

Policy statement on recruiting applicants with criminal records

We recognise the contribution that ex-offenders can make as employees and volunteers and welcome applications from them. A person’s criminal record will not, in itself, debar that person from being appointed to this post. Suitable applicants will not be refused posts because of offences which are not relevant to, and do not place them at or make them a risk in, the role for which they are applying.

All cases will be examined on an individual basis and will take the following into consideration:

• Whether the conviction is relevant to the position applied for.

• The seriousness of any offence revealed.

• The age of the applicant at the time of the offence(s).

• The length of time since the offence(s) occurred.

• Whether the applicant has a pattern of offending behaviour.

• The circumstances surrounding the offence(s) and the explanation(s) offered by the person concerned.

• Whether the applicant's circumstances have changed since the offending behaviour.

It is important that applicants understand that failure to disclose all unspent convictions could result in disciplinary proceedings or dismissal.

Surname: / Forename:
This post is not exempt from the Rehabilitation of Offenders Act 1974. We only ask applicants to disclose convictions which are not yet spent under the Rehabilitation of Offenders Act 1974. If you are not sure whether your convictions are spent, please contact Nacro for further advice.
Do you have any unspent convictions? Yes  No 
If you have answered yes, you now have two options on how to disclose your criminal record.
Option 1: Please provide details of your criminal record in the space below.
Option 2: You can disclose your record under a separate cover provided that you mark a cross on the line below and attach the details in an envelope stapled to this form. The envelope should be marked CONFIDENTIALand state your name and the details of the post.
I have attached details of my conviction separately_____ (Please mark with an X if appropriate.
DECLARATION
I declare that the information provided on this form is correct. I understand that the declaration of a criminal record will not necessarily prevent me from being offered this role at Family Care.
Signed: Date:

Please return this form to the Business Services Manager, Family Care

Service Equality and Employment Policy Statement

Statement and Implementation

Through its work Family Care aims to promote equality of opportunity, celebrate and value diversity, and eliminate unlawful direct and indirect discrimination.

All staff, volunteers, contractors, trustees and service users have a responsibility to treat others with dignity and respect. Family Care is committed to promotion of equal opportunities in all aspects of our work including management, employment practices with both paid workers and volunteers, access to services and service provision.

In developing its services, Family Care will seek to ensure access to its service users, this will include, wherever practicable, making specific access arrangements for its service users with disabilities or learning difficulties, or any other protected characteristic which may apply. Family Care will attempt to ensure that none of its policies discriminate directly or indirectly against any group or individual.

Family Care’s practices will ensure that staff, volunteers and service users will not be discriminated against on any grounds including age, disability, race, sex, religion or cultural beliefs, gender reassignment, marital status and civil partnership, sexual orientation, pregnancy and maternity.

Family Care’s Equality and Diversity Policy and Procedure is available on request.

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