Business Operations Manager

Job responsibilities

People Management

To ensure the Business Support Team is effectively led, managed and developed, providing a high-quality, resilient and patient-focused administrative service that supports clinicians, and enables the safe and efficient delivery of psychological services across the organisation.

To ensure the seamless operational provision of business support services across the organisation, fostering effective collaboration and strong working relationships between administrative, operational and clinical teams.

To ensure administrative processes and workflows are aligned to clinical service requirements, supporting effective patient pathways, service delivery and organisational priorities.

To establish and monitor clear individual and team objectives, performance expectations and development plans, regularly reviewing progress and addressing performance concerns in a timely and constructive manner.

To manage team workloads, rotas and workforce planning arrangements to ensure appropriate administrative cover is maintained and operational priorities are delivered effectively.

To work closely with clinical and operational leaders to ensure business support functions remain responsive to service demands and contribute positively to the delivery of safe, effective and patient-centred care.

Human Resources

To act as the organisational lead for workforce compliance assurance, ensuring the organisation can demonstrate, at all times, that staff and volunteers are appropriately recruited, scrutinised, trained and authorised to undertake their roles safely and effectively.

To ensure compliance with HR processes and documentation across the organisation via the HR system (People HR) highlighting areas of non-compliance as necessary.

To work closely with the HR provider to develop HR performance information/dashboards to support the management team on employee activities and wellbeing, illustrating areas of challenge and success.

To keep up to date with staffing across the organisation in order to accurately manage, update and maintain the staffing establishment, and, to ensure wage spend remains within budget, allow for accurate forecasting, and report to appropriate meetings.

To regularly audit recruitment and onboarding processes, identifying themes, gaps or risks and implement improvements.

To ensure implementation, monitoring and compliance with organisational/contractual safer recruitment policy and processes.

Finances

To ensure robust financial controls are in place to support the safe, sustainable and effective delivery of services.

To maintain oversight of financial processes and expenditure to minimise organisational risk and support service continuity.

To provide accurate financial information and assurance to support effective organisational decision-making and ensure risks are identified at earliest opportunity.

To manage and monitor all aspects of internal finance functions, including (but not limited to) the accounts inbox, Xero coding, Dext, bank payments, aged payables etc.

To implement and share the annual invoicing schedule to ensure business continuity.

To work closely with the accountants to ensure clarity, plus accurate management accounts and end of year accounts.

To manage the end-to-end internal Payroll process, including oversight of any internal tracking mechanisms, the monthly payment of Payroll in the bank and liaison with NHS payroll and accountants.

To procure any external services, suppliers and products the organisation requires (e.g. premises, stationery, printing, training etc) utilising strong negotiation skills and a cost-conscious approach in order to agree the best/most cost-effective prices for the benefit of the organisation.

To lead on reporting and accounting into the HR, Contracts and Finances Steering Group.

To manage the pension process for NHS staff and The Pensions Trust.

To track and maintain information required to be compliant with IR35 rules and regulations and to keep up to date with developments in this regard.

To manage the trainee agreements process; ensuring the process is correctly followed, agreements are authorised following the correct channels and managed to successful completion.

To ensure a business continuity plan that meets the requirements of the organisation is written, in place, updated and maintained.

Information Technology (IT)

To ensure critical digital systems remain available, secure and effective, recognising their importance in supporting patient care, clinical decision-making, communication and service continuity.

To manage the overall IT systems for the organisation and liaise with external suppliers as required in this regard.

To ensure appropriate system access, security controls and data protection measures are maintained to safeguard patient and staff information.

To monitor IT performance and identify risks that may impact clinical operations, patient access or service delivery.

To lead on ensuring robust business continuity and disaster recovery arrangements are in place for all critical IT systems.

Estates Management/Liaison

To manage the premises contract and liaise with landlords, as required, involving appropriate internal staff, and escalating any issues as needed.

To co-ordinate the maintenance of the buildings, the preparation of maintenance schedules and the efficient operation of all facilities on the property.

To organise contractor visits to ensure all legal requirements are met, e.g. fire alarm and equipment, PAT testing, etc.

To keep records of, and, to initiate regular fire practices and alarm tests to ensure emergency procedures are current and timely.

To co-ordinate the purchase, repair and maintenance of all furniture and fittings.

To develop work specifications and manage service contracts.

To review and/or reassess all Risk Assessments for fire and security.

Governance

To provide clear organisational assurance regarding compliance and governance arrangements through the production of performance reports, compliance dashboards and exception reports, highlighting areas of risk, non-compliance and required improvement actions.

To act as a key contributor to organisational risk management processes, ensuring risks that may impact patient safety, service delivery, workforce sustainability, regulatory compliance or organisational reputation are actively managed and reported.

To ensure audit outcomes are effectively reported to governance forums and translated into measurable improvements that enhance organisational effectiveness, compliance and service quality.

To ensure mandatory training is fully monitored across the organisation and that all staff are up to date and compliant with training requirements.

To write, maintain and update policies, processes and standard operating procedures (SOPs) as required, and track all associated documentation appropriately.

To investigate accidents and incidents and subsequently co-ordinate the initial response and implement any learning.

To act as organisational Information Asset Owner (IAO) and complete the annual information governance toolkit, implementing actions and improvements as required.

To ensure the organisation has appropriate insurance arrangements for public and professional indemnity insurance.

Communication

To maintain excellent relationships and two-way communication both internally and with external contractors, (for example, but not limited to, HR and Accountants) in order that advice and guidance can be sought and adopted for the benefit of the organisation and shared internally.

Quality and Innovation

To ...