Business Manager

Business management is a critical function within Transport Scotland - it provides the structure, insight and strategic direction that enables our organisation to operate efficiently, adapt to change and deliver exceptional results. By connecting people, processes, resources and priorities, business management ensures that day-to-day operations align with long-term goals and that informed decisions are made at every level.

There are four posts across directorates in Transport Scotland.

The business management function within Transport Scotland has recently undergone a review and a new structure has been determined. Business management will continue to be embedded within each directorate, providing support to deputy directors covering all TS directorates. In order to achieve greater efficiency, consistency and resilience, the Business Managers will be managed by a B3 Senior Business Manager role which will sit within Corporate Services and be managed by the Head of Corporate Services.

The business management service will include personal assistant (PA) roles currently offered to each deputy director. The business manager role will directly manage the PA. The Senior Business Manager will have countersigning responsibility for the PA roles.

Responsibilities

1. Support the Director with assurance & business planning 

• Support the Director to provide evidence for all aspects of the Certificates of Assurance.

• Provide support to the Director on the Directorate business plan, ensuring updates are made in accordance with deadlines and reviewed and approved by Director.

• Manage Directorate people survey response; design, develop and champion people improvement initiatives.

• Support the Directorate in business continuity plan, information management, desk and display screen equipment, equality and diversity, the Directorate learning approach and compliance with mandatory training.

• Provide support to Director in relation to Business Planning meetings including risk and the assurance cycle.

• Contribute to TS business improvement initiatives as required.

• Ensure equipment is in place for new starts as well as supporting the line manager with other adjustments for people’s needs.

1. Providing support to the Director to enable effective Directorate management and communication 

• Have processes in place to ensure the Director and / or Directorate business management email is continually monitored and all requests are distributed and actioned within respective timescales.

• Oversee inbox management, acting as an intelligent filter providing timely preparation and summaries of emails, papers, advice and guidance to the Director, highlighting issues and taking appropriate strategic/thinking action on their behalf.

• Oversight on all Directorate wide commissions, delegating and allocating to appropriate persons and within the respective timescales.

• Highlight issues relevant to Directorate (corporate, finance, strategic) Unit Heads in accordance with local Directorate management meetings/ channels.

• Lead, monitoring and seek ways to improve Directorate business relating to government activity (FoI, PQs and Correspondence) ensuring cases are on track to issue, or if not escalating or offering advice as appropriate and ensuring compliant with erdm storing and retrieval policy.

• Assess FOIs, Micases and PQs for common themes monthly and raise with Team Head.

• Building, maintain and foster open, positive working relationships, engaging confidently with all TS colleagues and other key stakeholders.

• Support the delivery of Directorate preferred communication channels such as directorate management meetings, calls, newsletters and development days.

• Actively participate in and contribute to the Transport Scotland Business Managers Network.

1. Support Directorate with resource and workforce planning and recruitment 

• Keep directorate resource management planner up to date and co-ordinate wider workforce planning work including budgeting.

• Promote good practices in discretionary non-pay related spend such as travel and training, ensuring there is a supporting business case (or equivalent) and Director approval.

• Regularly discuss vacancies/staff moves with line managers, Unit Heads and provide advice to DD. Seek advice from TS HR on recruitment queries as required;

• Take responsibility for ensuring appropriate authorisation is in place for recruitment including assisting line managers & Unit Heads, DD in line with the TS resourcing Committee approval process, adhering to deadlines;

• Assist the TS workforce and resource planning activity in conjunction with FCS colleagues. Including maintaining directorate organisational chart, staff information etc.

• Support line managers to induct staff into Directorate and develop Directorate induction materials in collaboration with Team Heads.

1. Manage the PA (or BM Support) for the Directorate ensuring that the relevant processes are effective (To include director’s diary, meeting attendance (papers, minutes), purchase orders, IT requests, travel arrangements and hospitality) 

• Hold monthly conversations (including objective setting/PLP), in-year and end-year reviews on time which will include a wellbeing and learning and development discussion.

• Put in place a structured PLP to build their knowledge, skills and experience to enable them to achieve their objectives and gain a better understanding of the work of the division, Directorate and wider Scottish Government.

• Ensure absence management procedures are followed correctly including conducting return to work interviews as soon as practical, signposting sources of support as required, and liaise with TS HR where appropriate.

• Cover PA role for short periods when absent and ensure appropriate support is in place for them during periods of absence.

Success profile

Success profiles are specific to each job and they include the mix of behaviours, experience and technical criteria (if applicable) that candidates will be assessed on. The Success Profile will include, Experience and Behaviours.

Experience

1. Experience of working in a business management or corporate support environment.

2. Good understanding of governance, business planning, and assurance processes.

Behaviours

1. Managing a Quality Service - Level 3

2. Changing and Improving - Level 3

3. Making Effective Decisions - Level 3

4. Seeing the Big Picture - Level 3

Find out more about the Behaviours, here .

How to apply

Apply online, providing a CV and supporting statement (of no more than 1500 words) providing evidence of how you meet the behaviours, experience and technical skills listed in the Success Profile above. Both the CV and the supporting statement provided will be assessed against the criteria for the role.

Artificial Intelligence (AI) tools can be used to support your application, but all statements and examples provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, and presented as your own) applications will be withdrawn and internal candidates may be subject to disciplinary action.

Please see our candidate guidance for more information on acceptable and unacceptable uses of AI in recruitment.

If invited for further assessment, this will consist of an interview and Presentation. Assessments are scheduled for w/c (TBC) however this may be subject to change.

Recruitment Principles

As a government organisation, we adhere to the Civil Service Commission Recruitment Principles and we investigate any complaints received in relation to recruitment cases.

Transport Scotland is the national transport agency, seeking to deliver a safe, efficient, cost-effective and sustainable transport system for the benefit of the people of Scotland. Transport Scotland is accountable to Parliament and the public through Scottish Ministers, with a budget of around £4 billion per year. Transport is a vital feature of the Scottish Government's focus on increasing sustainable economic growth, and transport investments and policies have major impacts on the economy, people, and the environment.

The Scottish Government is the devolved government for Scotland. We have responsibility for a wide range of key policy areas including: education, health, the economy, justice, housing and transport. We offer rewarding careers and employ people across Scotland in a wide range of professions and roles.

Our staff are part of the UK Civil Service, working for Ministers and senior stakeholders to deliver vital public services which improve the lives of the people of Scotland.

We offer a supportive and inclusive working environment along with a wide range of employee benefits. Find out more about what we offer.

As part of the UK Civil Service, we uphold the Civil Service Nationality Rules.

Working pattern

Our standard hours are 35 hours per week and we offer a range of flexible working options depending on the needs of the role.

Transport Scotland staff in hybrid-compatible roles should aim to work in-person 40% of the time, either in an office or other agreed work location.

Security checks

Successful candidates must complete the Baseline Personnel Security Standard (BPSS), before they can be appointed. BPSS is comprised of four main pre-employment checks – Identity, Right to work, Employment History and a Criminal Record check (unspent convictions).

You can find out more about BPSS on the UK Government website, and read about the Government Vetting Charter, or about all the different levels of security checks in our Candidate Guide.

Internal candidates may need to gain higher security clearance than they currently hold if successful in their application.

Equality Statement

We are committed to equality and inclusion and we aim to recruit a diverse workforce that reflects the population of our nation.

Find out more about our commitment to diversity and how we offer and support recruitment adjustments for anyone who needs them.

Sponsorship

Skilled Worker sponsorship is not available for this role. As a result, we are unable to appoint candidates who require Skilled Worker sponsorship now or in the future. Applicants must have an existing and ongoing right to work in the UK.

Further information

Find out more about our organisation, what we offer staff members and how to apply on our Careers Website.

Read our Candidate Guide for further information on our recruitment and application processes.

For more information on this role, please contact Julie Wallace by email at ***email_hidden***

Apply before: Monday 7th September (23:59)