Job details

Posted 27 March 2025 Salary Grade 7 £40,497 - £45,413 per annum End date 10 April 2025 LocationGlasgow Job Type Management Professional & Administrative Reference170292 Expiry 10 April 2025

Job Description

This is a great opportunity for an experienced Business Manager to join a busy and dynamic department and team providing Forensic Pathology Services to the Crown Office and Procurator Fiscal Service (COPFS) who are Scotland’s prosecution service and death investigation authority. The post holder will lead, manage and ensure the effective and efficient service delivery of the Crown Office Contract.

Job Purpose

To lead, manage and ensure the effective and efficient service delivery of the Crown Office Contract (a major external contract to provide forensic pathology services to the central legal authority in Scotland). You will be responsible for delivering continuous improvements, implementing standardised processes and practises to create a flexible and responsive service. Playing a leading role in the overall running and development of the department with prime responsibility for the management and administration of the Crown Office Contract, ensuring all obligations are fully met and that financial penalties are not incurred.

Main Duties and Responsibilities To lead on the organisation of the administration team in delivering effective service delivery and compliance with the Crown Office Contract. Ensuring the efficient management and deployment of staff and resources.

In partnership with the Technical Operations Manager deliver, implement and achieve a high-quality service and lead an effective, flexible and responsive team.
To review and lead on the provision and management of ensuring accurate departmental data is continually maintained. To organise timely and professional preparation and presentation of statistical and management information to internal and external bodies.
To oversee the day-to-day smooth operation of the administration team, making management decisions and taking responsibility for daily critical issues to reduce any risk management factors that could impact on contract performance therefore requiring proactive solutions to safeguard all key stakeholders both internally and externally.
To deputise and support the Technical Operations Manager in ensuring the provision and management of IT functions, security procedures and estates requirements across the department are maintained.
To oversee all financial records/budgets within the department responsible for the daily tracking and authorisation of expenditure to ensure good financial management and compliance with University financial guidelines. Working closely with the finance team to update and continually review forecasts and budgets.
To proactively, review, develop and implement working practices, systems, processes and procedures to continually improve and maximise service delivery to ensure operations are streamlined and deliver quality.
Make a leading contribution towards developing a detailed knowledge and understanding of the contractual terms and legal conditions of the Crown Office Contract in order to ensure full compliance and governance.
To proactively work in partnership with the Crown Office Procurator Fiscal Service, Police Scotland and NHS Trusts and take a leading role in developing and building effective networks and collaborations.
To oversee team members are trained have the required knowledge and understanding to be able to provide up-to-date guidance, advice, support information etc. to key stakeholders.
Where required, actively engage, and contribute towards School related activities liaising with colleagues and stakeholders with enquiries, preparing reports and statistical information and providing professional guidance on administrative processes used across the School and College.
Working in partnership with the Head of Professional Services and other Senior School colleagues to contribute with wider school projects and key strategic priorities as and when required.
Engage in reasonable professional development activities as appropriate.
Undertake any other reasonable duties as required by the team.

Knowledge/Qualifications

Knowledge, Qualifications, Skills & Experience

Essential:

A1. Scottish Credit and Qualification Framework level 9 (Ordinary Degree, Scottish Vocational Qualification level 4) or equivalent (including professional accreditation with relevant formal training), and experience of personal development in a similar or related role(s).

OR

Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary professional knowledge and management skills in a similar leadership role.

A2. Demonstrable knowledge and understanding of GDPR and handling of highly sensitive information.

A3. Demonstrable knowledge and understanding of IT security (e.g., networks, servers and Cyber Security).

A4. Knowledge of privacy and data protection issues and an understanding of the legal requirements of working with highly sensitive information.

A5. Broad knowledge of budget management and financial controls in a complex environment.

Desirable

B1. Working knowledge of Databases (e.g., Agresso) and reporting tools with a broad understanding of financial management and budgeting.

B2. Working Knowledge of forensic services and up to date knowledge of the Crown Office and Procurator Fiscal procedures.

B3. Working knowledge and understanding of University policies, procedures and application (e.g., People Management, Finance etc.)

Essential:

Skills

C1. Ability to perform at a very high level of management responsibility and accountability.

C2 Proven financial management skills including monitoring, reporting and advising on financial courses of action.

C3. Ability to lead and motivate multi disciplinary teams to deliver projects on time, within budget and to a declared standard.

C4. Excellent people leadership and management skills with demonstrable analytical and problem-solving skills with ability to risk manage.

C5. Well-developed time management skills with a proven ability to deal effectively with competing priorities and deadlines and working under pressure.

C6. A high degree of flexibility, ability to use negotiation and influencing skills with diplomacy and efficiency in a highly pressured environment.

C7. Excellent IT skills and experience particularly in the operation of Microsoft Office with the ability to interpret manipulate and present data. Experience of using bespoke databases.

C8. Proven ability to work proactively and independently, setting own priorities and targets and using initiative to solve problems.

C9. Excellent oral and written communication skills, with proven interpersonal skills dealing with a wide range of stakeholders.

C10. Proven ability of delivering tact, confidentiality, diplomacy and discretion.

Desirable:

D1. Ability to manage change in procedures and working practices and promote constructive change.

Experience

Essential:

E1. An established track record of senior support experience in complex organisations.

E2. Track record of demonstrating analytical and organisation skills with the ability to plan, project management and problem solve.

E3. Extensive and recent experience of managing, developing and motivating high performance teams with various experience and skill set.

E4. Experience of supervising or managing work of others, delegating tasks and managing quality.

E5. Significant experience of working in a similar role in a process driven environment.

E6. Experience of delivering an efficient and high-quality service for a variety of key stakeholders, providing advice and guidance to others on governance, compliance and service delivery matters.

E7. Significant experience of using a broad range of IT skills to interpret, manipulate and present data.

E8. Considerable experience of successful Project Management, delivering on large contracts and development of a complex project/contract.

E9. Demonstrable experience and competency in planning, scheduling, costing, managing resources, quality and risks.

Desirable:

F1. Specifically, strong financial experience, particularly with University systems and external funding bodies.

F2. Demonstrate experience, management ability and knowledge in a specialist forensic area.

F3. Experience of working with external partners (e.g. senior civil service level).

Dimensions

The Forensic Pathology Unit sits within the School of Medicine, Dentistry & Nursing and forms the largest Forensic Pathology Unit in Scotland providing in the region of 2800 postmortem reports to the Crown Office Procurator Fiscal.

The post holder will work with the Head of Forensic Pathology to assist with overseeing the full management of all contract compliance and be responsible for all the administrative obligations that align with the Crown Office Forensic Pathology Contract (worth appx £3 million per annum) this includes the financial management of a major commercial service contract. This will involve being responsible for expenditure in conjunction with the Technical Operations Manager for large consumable and equipment supply contracts authorising all departmental spend.

The post holder will provide leadership and people management to 6 administration staff with shared responsibility to manage 2 external IT Contractors.

Planning and Organising

Plan, organise and manage administrative and pathology workload effectively and efficiently to ensure high-quality services are being met.
Set priorities and ensure that deadlines are met both short and long term.
Plan, organise and manage the allocation and use of resources.
Forecast and set financial plans for Department funding and finance.

Internal/External Relationships

Representing the Department and University to external agencies at senior management level including attendance at, and contribution to, meetings held with partner agencies to promote collaborative working.
Work alongside senior management to ensure the smooth running of the Mortuary ensuring compliance with our working practices.
Liaise with suppliers over major services supplies to the Department.
Establish an effective network of contacts with Crown Office, Procurator Fiscals, Police and NHS trusts.
Develop and strengthen relationships with our major funding body the Crown Office by regular attendance at meetings and communicating results of the Department’s performance in relation to the Crown Office Contract.
Build valuable relationships with internal and external professionals to enable resolution of issues quickly and find operational solutions to problems.

Decision Making

Draw on and ensure adherence to the interpretation of policies and procedures and their appropriate application.
Required to demonstrate effective decision making and judgement.
Use professional judgement when dealing with daily critical decisions within the Department.
Responsible for negotiation of contract target dates by communicating with Procurator Fiscals.
Evaluating spending priorities and assisting senior staff to evaluate spending priorities.
Ability to make independent decisions and to plan workload to make best use of resources and to usepersonal discretion within this remit.

Problem Solving

Ability to prioritise and resolve conflicting priorities both temporal and financial.
Use initiative and independent judgement to recognise and resolve issues before they impact on the smooth running of the Department or the contract.
Risk manage any problem that would impact on contract performance and subsequently put the University at risk of large financial penalties.
In the event of contract failure be responsible for recovering the situation and negotiating with the Crown Office.
Management and daily supervision of staff.
Act in an advisory capacity in support of all Senior staff.
Identifying training needs and gaps in skills, resourcing and implementing appropriate training to meet this need.

Other

To inform Senior Management of issues requiring to be addressed along with reporting on the Departments progress in relation to finance, HR, IT and general housekeeping issues.

Terms and Conditions

Salary will be Grade 7, £40,497 - £45,413 per annum.

This post is full time and Open ended with funding end date. This post is subject to external funding which is currently under review. At present, funding is available until 31 March 2026.

Informal enquiries may be directed to Julie McAdam, Julie.McAdam@glasgow.ac.uk

The University of Glasgow has a responsibility to ensure that all employees are eligible to live and work in the UK. If you require a Skilled Worker visa to work in the UK, you will be required to meet the eligibility requirements of the visa route to be assigned a Certificate of Sponsorship.

Please note that this post may be eligible to be sponsored under the Skilled Worker visa route if tradeable points can be used under the Skilled Worker visa rules. For more information please visit: https://www.gov.uk/skilled-worker-visa.

Closing date: 23:45 on Thursday 10th April 2025

As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension , benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community here.

We endorse the principles of Athena Swan and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/for more information.

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