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Scottish Human Rights Commission

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					          Scottish Human Rights Commission
                                                    Job Description

This job description describes the practical purpose and main elements of the job. It
is a guide to the nature and main duties of the job as they exist currently, but is not
intended as a wholly comprehensive or permanent schedule.


1. JOB DETAILS

Job Title:       Business Manager                                       Department: Business Management

Reports to: Chair of the Commission                             Reporting to job-holder: 2 roles (see chart
below)

Location: Edinburgh (Glasgow until July 2011) Salary banding: Grade 4 (starting salary
£30,814)


2. OVERALL PURPOSE OF THE JOB –
    To manage the Commission’s General Office, Administration, HR and Finance
    services. This post also provides professional support to the Commission members,
    acts as Secretary for Commission meetings and maintains, through
    administrative/finance staff, services to the Chair and part-time members and
    professional staff: including secretarial and document copying services.
3. JOB DIMENSIONS

Structure:
                                Chair of Scottish
                                 Human Rights
                                  Commission




                 Pt Commissioners                                                    Head of Strategy
                                                                                       and Legal




                                                Legal Officer           Legal Officer Human           Policy     Research Officer
                                                Human Rights               Rights Based            Development
                                                                            Approach –               Officer




             Business Manager                       Communications
                                                       Manager




 Finance Assistant      Executive Assistant           Outreach
                                                     Co-ordinator




Budgets controlled :
Business Management Dept – staff budget (including payroll), office supplies and
services, travel and accommodation, catering

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4. PRINCIPAL ACCOUNTABILITIES – This describes the key areas of the job.


Main duties

1. To manage the business planning and budgeting process for the Commission

2. To oversee the office, data and facilities management systems

3. To plan and arrange delivery of induction training for new office staff

4. To maintain working relationships with internal clients in the Commission and ascertain
their administration and support needs

5. To administer service delivery within the Commission and monitor standards

6. To manage the manage day-to-day relationships with the network of contractors and
suppliers of goods and services to the organisation

7. To work with accountants/auditors on the accounting system, external audit and
company annual accounts

Ongoing Duties

1. To provide professional support to the Chair of the Commission, part-time members
and senior managers

2. To manage the Finance assistant and the Executive assistant, including appraisal and
coaching

3. To be responsible for: organising the payment of expenses to staff in liaison with the
Chair of the Commission (including liaison with external payroll providers) for managing
HR and Health and Safety for the organisation, Pension administration for office staff
and liaison with IT service providers , to maintain reliable service to staff and
Commission members

4. To manage the day to day finances of the organisation with the support of the Finance
Assistant: (using a Sage computerised accounts package), to ensure that all bank
reconciliations are completed, cheques / payments are forwarded for approval by the
Chair of the Commission, income and expenditure accounts are prepared, HMRC and
Cabinet office timeframes are adhered to, debtors are monitored and credit control is in
place. The job holder is also required to produce accounts to trial balance, produce
reports on finances for Commission meetings and liaise with auditors, as required.

5. To provide ongoing budget monitoring and regular (monthly) financial reporting for the
Commission.

6. To negotiate the provision of goods and services to the Commission: including office
supplies, catering services and supplies, office services and printing services.

7. To manage the day to day facilities within the offices, taking Health and Safety
legislation into account at all times.

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8. To supervise the preparation of the payroll for processing by outside service provider.

9. To establish any internally required policies as well as updating and maintaining
existing policies.

10. To manage project activities within the Commission’s Transparency and
Accountability Project.


 These key tasks are not intended to be exhaustive, but they highlight a number
 of major tasks that the post-holder may be reasonably expected to undertake.




Person Specification
5. QUALIFICATIONS – ESSENTIAL/DESIRABLE

 Essential
 1 Level II Certificate in Computerised Bookkeeping or equivalent experience

 2. Higher or A level English and Maths or SVQ / NVQ level 3 in job-related subject

 Desirable
 3. Degree or HND in Business Studies, Accounting, HR Management, MBA


6. EXPERIENCE - ESSENTIAL/DESIRABLE

 Essential
 1 Experience of working in a variety of administrative roles, with experience of
 managing clerical /secretarial / finance workers.
 2 Extensive experience with the principle Microsoft Office software applications and
 some dealings with a Sage Accounting package
 3 Experience of managing simple computerised accounts up to and including draft trial
 balance
 4 Some experience of dealing with suppliers of goods and services and/or contractors
 to an organisation
 5 Experience of servicing management / committee meetings: through taking minutes,
 noting and progressing actions from meetings, arranging agendas and circulating
 minutes / papers
 6 Prior experience of managing a small office team (preferably supporting professional
 staff): including health and safety, performance management, disciplinary matters and
 coaching / development of staff
 7 Experience of budgetary control and preparing reports on financial matters for
 Senior Managers
 Desirable
 8 Experience of providing high-level administrative support to a Director, or Senior
 Manager

7. PERSONAL CHARACTERISTICS/COMPETENCIES - ESSENTIAL/DESIRABLE


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 Essential
 1 Trustworthy and reliable, used to handling confidential information

 2 Combines a concern for quality and attention to detail, with a customer service
 awareness
 3 Ability to manage small team, motivate them and allow them to develop their skills

 4 Excellent judgement and problem solving qualities

 5 Numerate

 Desirable
 6 Proven interest in human rights/ legal issues




8. ADDITIONAL COMMENT – Information which is significant but not covered
elsewhere in this description.

Although this post will be based in Edinburgh from July 2011, there are also posts within
the Commission which are based in Glasgow and business conducted there and
therefore, the job holder may be required to attend meetings in Glasgow and on
occasion, to work from the Glasgow office during regular office hours.


Note:

   Every job description in the Commission will be subject to a review either:

       on an annual basis at the time of the annual appraisal meeting, or
       as a result of a change in strategic direction, or
       as a result of a team/ operational requirements, or
       as a result of agreed performance appraisal needs and objectives, or
       within six months of appointment




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