STRATHCLYDE POLICE - JOB DESCRIPTION - Download as DOC by bhp11165

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                   STRATHCLYDE POLICE - JOB DESCRIPTION

JOB TITLE:               DIVISIONAL BUSINESS MANAGER

DIV/DEPT:                OPERATIONAL SUPPORT DIVISION, FORCE
                         HEADQUARTERS, PITT STREET, GLASGOW G2 4JS

RESPONSIBLE TO:          CHIEF SUPERINTENDENT/DEPUTY HEAD OF
                         DEPARTMENT

GRADE:                   PO9/10

SALARY:                  £35,196 - £38,622

REFERENCE NO:            R307/07

MAIN FUNCTIONS:

As a member of the Senior Divisional Management Team the post-holder will:-

    Ensure the provision of an efficient and comprehensive Finance, Administration
     and Facility Management service to the Chief Superintendent/Deputy Head of
     Department and Senior Management Team including the Personnel Manager,
     Resource Manager, Planning & Performance Manager and SDO/DSDO’s.

    Proactively participate at regular meetings with other members of the Divisional
     Business Unit Management team

    Manage the administrative and financial practices and procedures within the
     Division

    Manage the Business and Administration processes within the Division and
     ensure the implementation of authorized changes to these

JOB ACTIVITIES

Finance

In consultation with the Chief Superintendent, prepare, monitor and control the
divisional budget in co-operation with the Director of Finance and Resources.

1.      Prepare annual budget estimates for all devolved expenditure (including
        administration, furniture and fittings, office equipment, property costs).
2.      Monitor and report on expenditure; identify any problem areas and provide
        solutions; ensure accurate and timeous processing of financial management
        reports.
3.      Identify divisional requirements in relation to finance and physical resources,
        making recommendations on possible spends and virements.
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4.    Authorise overtime and expense returns for divisional personnel ensuring
      compliance with overtime SOP. Manage and report on Divisional overtime
      on a regular basis, including projections.

5.    Ensure divisional imprest is managed correctly.

6.    Identify payroll anomalies and overspends and produce pro-active plans to
      counter-act these.

7.    Ensure that the divisional abstract revenue account is maintained and
      managed particularly in relation to CHIS Payments, Warrants,
      Miscellaneous income.

8.    Submit update reports as required including receipts coming in from external
      funding.

9.    Oversee competency related and special priority payments

10.   Manage internal/external funding including partnership “bids”; represent the
      division at meetings.

11.   Demonstrate efficiency savings and continuous improvement for own area
      of responsibility and track cost savings from any other activity

Management of Physical Resources

1.    Oversee requirements for the care, maintenance, repairs/replacement and
      improvement plans in respect of buildings and furnishings/fittings.

2.    Co-ordinate and sign off annual inventory.

3.    Project Management – should take on Divisional lead for projects in liaison
      with Property Services, appropriate departments and external organizations
      where necessary.

4.    Manage all contracts at division and ensure that SLAs are complied with.

5.    Manage and oversee internal audits as required e.g. overtime; lost and
      found property; security of information etc. This would include assisting FHQ
      internal audit when required.

6.    Manage the budgetary elements of Fleet Management activity e.g. checking
      of fuel invoices. Attend divisional user group and Force Fleet Management
      Group.



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Business Management Administration


1.   Ensure the provision of an efficient and comprehensive support service to
     the Chief Superintendent, Deputy Head of Department and Senior
     Management Team (inc Personnel Manager, Resource Manager, Planning
     & Performance Manager and SDO/DSDO’s.


2.   Participate as an active member of the local “business management” team
     (alongside the Personnel Manager, Resource Manager, and the Planning
     and Performance Manager).

3.   Be responsible for the implementation, development and review of all
     business administrative processes and procedures within the Division –
     including management of appropriate documentation/submissions, e.g.
     expense claims.

4.   Oversee the updating/maintenance of the administrative databases within
     the division including O Drive/E Financials/E-Mail/Non-personnel elements
     of SCOPE.

5.   Be accountable for mail management including the distribution of mail and
     correspondence tracking

6.   Support the production of Divisional/HQ statistical information as requested
     which relate to their business role.

7.   Mange divisional IT requests and chair the divisional IT user group as
     appropriate.

Team Management

1.   Line management/endorsing responsibility for PDR for Assistant Divisional
     Business Manager, Team Leader, and relevant administrative staff and
     ensure that appropriate training and development activity is planned and
     undertaken. Endorsing officer for team.

2.   Line management responsibility for OSC supervisor.

3.   Ensure the effective running of the team (including management of
     attendance and holidays)

4.   Ensure the provision of appropriate admin support as outlined within the job
     description or as requested by the Deputy Head of Department.


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Miscellaneous

To ensure a high quality standard of service provision within the Division and act
as co-ordinator/advisor in relation to the undernoted functions.

1.     Divisional Data Protection.
2.     Divisional Freedom of Information.
3.     Government Protective Marking Scheme.
4.     Elements of health and safety e.g. prisoner food hygiene.
5.     Attend appropriate meetings as agreed or at the discretion of the Deputy
       Divisional Commanders.
6.     Co-ordinate off-site storage for the division and ensure the retention
       schedule is applied correctly.
7.     Ensure the provision of corporate hospitality.
8.     Assist with ad hoc division or force initiatives.

As the above list of duties is illustrative and not exhaustive, the post holder
may be required to undertake any other duties consistent with the character
or level of responsibility of the post, as directed by management. Members of
staff may be liable to serve at any of the Force’s places of employment as
required.

You should also note that all posts are currently being evaluated as part of
the new analytical job evaluation scheme and the grade of your post may
change as a consequence of this.

All applicants must have continuous residency in the UK for the last three
years. (Exceptions may apply)

                      HOURS OF DUTY ARE 35 PER WEEK
                          0845 – 1645 Monday to Thursday
                                 0845 – 1555 Friday
                        50 minute unpaid meal break per day
         Flexi-Time is in operation between 0800 – 1800 Monday to Friday


Please note the postage to return this application requires more than a first
class stamp

                         CLOSING DATE – 7 MARCH 2008

                     INTERVIEW DATE: W/C 24 MARCH 2008
________________________________________________________________
All further vacancies will be advertised on the Internet, our address for which is: -
www.strathclyde.police.uk/recruitment
Email: recruiting.forcesupport@strathclyde.pnn.police.uk
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