Assistant Business Services Manager (Uniform)

Job title: Assistant Business Services Manager (Uniform)
Grade: SO 2
Role code: EBC0495
Status: Police Staff
Home Office code: Organisational Support

Main purpose of the role:

Deliver a responsive, efficient and cost-effective uniform function, ensuring that appropriate uniform is issued to uniformed officers and staff. The role will have responsibility for a stock management programme including but not limited to, forecast planning, monitoring of expenditure, ordering, returns, recycling, disposal and fitting service that meets operational demand.

Main responsibilities:

• Provide direction, management and co-ordination for staff within Uniform Stores based business services team, prioritising workloads, motivating staff, quality assuring products, undertaking coaching, addressing welfare issues, managing recruitment and selection, advising on personal development, in order to maximise performance from individuals and assist staff to fulfil their potential and contribute to the efficient operation of business services.
• Manage, co-ordinate and prioritise the workloads to be delivered by the team across all disciplines, specifically uniform management, recycling and disposal, purchase ordering, measuring and fitting service, ensuring services are delivered in accordance with corporate Service Level Statements that have been agreed with stakeholders, that KPIs are met and that standards of customer service and contact locally are of a high standard.
• Liaise and negotiate with suppliers and relevant professionals on a range of issues ensuring uniform items meet agreed specifications with effective delivery of contracted services, including sourcing new items for stock, price evaluation and confirmation, monitoring of supplier performance relating to contracted and non- contracted items. Escalate contractual problems making recommendations for improvements, including assisting with the development of new contracts and procedures that deliver a consistent and corporate approach to service delivery and maximising opportunities and cost effectiveness.
• Ensure effective management of the uniform and equipment stocktaking programme, produce and prepare statistical information to ensure that budgets are not exceeded, analyse stock reports, monitor inventories, make recommendations for maintaining optimum stock levels to ensure the force does not incur additional unnecessary expense, produce auditable records, ensuring demand led distribution and support to operational colleagues maximising availability of uniform and equipment for use,
• Monitor the uniform/equipment entitlement process, evaluate e19 business cases relating to new or existing entitlements, liaising with LPAs/Department, specialists, presenting business cases to the Uniform and Equipment Review Group, providing advice, making recommendation in respect of impact, suitability and costing to support operational requirements.
• Implement and maintain safe working practices for staff working within Uniform Stores ensuring appropriate security and safe storage of all products including hazardous items received and stored in accordance with the Force Health and Safety Policy. Provide guidance in respect of Health and safety, highlighting and advising mitigation of local risks, ensure necessary risk assessments are completed and reviewed ensuring staff adhere to manual handling protocols.
• Support the management of all aspects of uniform delivery in an efficient and timely manner, ensuring awareness of dependencies between the Business Services functions and working jointly with key stakeholders to plan and meet uniform requirements.
• October 2020.

Necessary experience:

The Assistant Business Manager Uniform is likely to have at least 3 years management/ supervisory experience in a similar environment dealing with store or stock management accountabilities in medium to large organisation, preferably with a Certificate or NVQ Level 4 or similar qualification in management/business administration or be able to demonstrate equivalent experience.

They will have a good understanding of operational policing and its interdependencies and have experience in the organisation where delivery of services supports front line policing. They will also possess a strong understanding of Health and Safety in the workplace and the practical application of HSE guidance.

The post holder will possess competent business support skills, with a thorough understanding of the inter-relationships between activities, functions and processes and how operational police systems work, including, Finance and Procurement policy and practices.

Analytical skills, problem solving and advisory skills are essential. The post holder will need the organisational and people management skills necessary to negotiate with, motivate and coordinate a diverse range of staff and services.

Particularly important are good communication and interpersonal skills necessary to inform and influence managers, staff, agencies, internal and external service providers and professionals over a range of business services within their Uniform scope, co-ordinating work streams and projects as required. A good standard of written communication is required, particularly to support correspondence and report writing. The post holder will be expected to undertake basic research and project work as required.

The post holder must have the ability to deal tactfully and diplomatically with people, using sound judgement and discretion, particularly when dealing with service providers when discussing the progress of uniform provision and members of the organisation following complaints and queries.

Good organisational skills together with a methodical approach are vital. Experience of running a range of support services and office systems is essential. Competent information technology skills, including a variety of Microsoft packages are also required.

Behaviours:

Analyse Critically (Level 2)

I ensure that the best available evidence from a wide range of sources is taken into account when making decisions. I think about different perspectives and motivations when reviewing information and how this may influence key points. I ask incisive questions to test out facts and assumptions, questioning and challenging the information provided when necessary. I understand when to balance decisive action with due consideration. I recognise patterns, themes and connections between several and diverse sources of information and the best available evidence. I identify when I need to take action on the basis of limited information and think about how to mitigate the risks in doing so. I challenge others to ensure that decisions are made in alignment with our mission, values and the Code of Ethics.

Collaborative (Level 2)

I manage relationships and partnerships for the long term, sharing information and building trust to find the best solutions. I help create joined-up solutions across organisational and geographical boundaries, partner organisations and those the police serve. I understand the local partnership context, helping me to use a range of tailored steps to build support. I work with our partners to decide who is best placed to take the lead on initiatives. I try to anticipate our partners' needs and take action to address these. I do not make assumptions. I check that our partners are getting what they need from the police service. I build commitment from others (including the public) to work together to deliver agreed outcomes.

Deliver, Support and Inspire (Level 2)

I give clear direction and expectations, helping others to understand how their work operates in the wider context. I identify barriers that inhibit performance in my teams and take steps to resolve these, enabling others to perform. I lead the public and / or colleagues, where appropriate, during incidents or through the provision of advice and support. I ensure the efficient use of resources to create the most value and the right impact within my areas. I keep track of changes in the external environment, anticipating both the short and long term potential implications for the Police Service. I motivate and inspire others to achieve their best.

Emotionally Aware (Level 2)

I consider the perspectives of people from a wide range of backgrounds before taking action. I adapt my style and approach according to the needs of the people I am working with, using my own behaviour to achieve the best outcome. I promote a culture that values diversity and encourages challenge. I encourage reflective practice among others and take the time to support others to understand reactions and behaviours. I take responsibility for helping to ensuring the emotional well being of those in my teams. I take the responsibility to deal with any inappropriate behaviours.

Innovative and Open-minded (Level 2)

I explore a number of different sources of information and use a variety of tools when faced with a problem and look for good practice that is not always from policing. I am able to spot opportunities or threats which may influence how I go about my job in the future by using knowledge of trends, new thinking about policing and changing demographics in the population. I am flexible in my approach, changing my plans to make sure that I have the best impact. I encourage others to be creative and take appropriate risks. I share my explorations and understanding of the wider internal and external environment.

Take Ownership (Level 2)

I proactively create a culture of ownership within my areas of work and support others to display personal responsibility. I take responsibility for making improvements to policies, processes and procedures, actively encouraging others to contribute their ideas. I am accountable for the decisions my team make and the activities within our teams. I take personal responsibility for seeing events through to a satisfactory conclusion and for correcting any problems both promptly and openly. I actively encourage and support learning within my teams and colleagues.

Values:

Impartiality (Accredited)

I take into account individual needs and requirements in all of my actions. I understand that treating everyone fairly does not mean everyone is treated the same. I always give people an equal opportunity to express their views. I communicate with everyone, making sure the most relevant message is provided to all. I value everyone's views and opinions by actively listening to understand their perspective. I make fair and objective decisions using the best available evidence. I enable everyone to have equal access to services and information, where appropriate.

Integrity (Accredited)

I always act in line with the values of the police service and the Code of Ethics for the benefit of the public. I demonstrate courage in doing the right thing, even in challenging situations. I enhance the reputation of my organisation and the wider police service through my actions and behaviours. I challenge colleagues whose behaviour, attitude and language falls below the public's and the service's expectations. I am open and responsive to challenge about my actions and words. I declare any conflicts of interest at the earliest opportunity. I am respectful of the authority and influence my position gives me. I use resources effectively and efficiently and not for personal benefit.

Public Service (Accredited)

I act in the interest of the public, first and foremost. I am motivated by serving the public, ensuring that I provide the best service possible at all times. I seek to understand the needs of others to act in their best interests. I adapt to address the needs and concerns of different communities. I tailor my communication to be appropriate and respectful to my audience. I take into consideration how others want to be treated when interacting with them. I treat people respectfully regardless of the circumstances. I share credit with everyone involved in delivering services.

Transparency (Accredited)

I ensure that my decision-making rationale is clear and considered so that it is easily understood by others. I am clear and comprehensive when communicating with others. I am open and honest about my areas for development and I strive to improve. I give an accurate representation of my actions and records. I recognise the value of feedback and act on it. I give constructive and accurate feedback. I represent the opinions of others accurately and consistently. I am consistent and truthful in my communications. I maintain confidentiality appropriately.

Technical skills:

Budget Management (Level 3)

Checks and codes invoices and claims for payment, ensuring appropriate authorisation is evident and financial regulations are complied with before claims are processed. Can maintain commitment accounting system ensuring information is up to date and accurate. Capable of making payments into collection and deposit accounts and from imprest where applicable. Aware of budgetary constraints, familiar with and complies with finance and budget management standards and procedures detailed within the Force Financial Handbook and the Delegation of Financial Authority

Customer Services (Level 5)

Identifies improvements in service delivery through analysis of customer feed back and performance monitoring. Initiates change in response to customer requirements and evaluates changes designed to improve service to customers.

Health and Safety (Level 6)

Possesses a thorough working knowledge of Health and Safety legislative requirements (likely to be gained through holding a Diploma in Health and Safety) and appreciates the issues affecting the organisation and individual roles within it. Able to train others in their obligations and improve Health and Safety standards. Monitors identified areas of concern in respect of accidents/hazards and maintains an overview of problems and training needs across the Force to reduce risks.

Information Gathering and Analysis (Level 5)

Information gathered is sufficient, valid and reliable and is consistent with the organisation's values, policies, guidelines and procedures. Able to deal with situations when information is insufficient, contradictory or ambiguous. Able to organise and interpret information so that conclusions can be drawn.

Information Management and Technology (Level 4)

Can conduct basic computer searches and can correctly interpret data generated. Can create and amend  records, according to role requirement. Knows established rules and protocols. Understands impact of data quality, and is self-monitoring on data quality issues.

Interviewing - General (Level 3)

Demonstrates the ability to conduct effective routine interviews for a variety of purposes. Prepares and plans carefully and is clear about the purpose of the interview. Asks relevant questions and is able to obtain the required information. Regularly reviews personal interview performance. Adapts style to suit the needs of the interview.

Knowledge of Police Environment and Policy (Level 5)

Has a thorough understanding of the police service, nationally and locally, and is proactive in developing proposals which affect the way Kent Police and/or Essex Police operates. Possesses a detailed understanding of the inter-relationships between activities, roles, functions, and how organisation structures and police systems work. Understands and impacts on working procedures, practices and policies within areas of responsibility and ensures that these are followed at all times. Contributes to Force goals and is laccountable for delivering local business plan objectives.

Management of Police Information (MOPI) (Level 3)

Has a basic understanding of the APP for Information Management (incorporating MOPI guidance) and its practical application. Recognises when there is a policing purpose to record information. Is familiar with the NPCC Retention Schedule. Takes personal responsibility to ensure information is recorded accurately and is retained for as long as it has a policing purpose and is stored in such way to allow it to be accessed by those with legitimate reason. Securely disposes of material which no longer has a policing purpose. Has successfully completed all standard relevant Information Management and Security, training package(s). Accurate use of Government Security Classification (GSC). Ensures physical and digital records are stored with appropriate security relevant to the sensitivity of the documents.

Office Organisation (Level 4)

Fully conversant with organising an office and able to develop working practices which impact on productivity. Able to adapt and innovate so that the office environment contributes to increased efficiency and effectiveness. Can plan and control office activities to meet objectives. Able to prepare and present management information which facilitates action. Effectively evaluates information/products and makes recommendations on following a course of action.

Office Technology (Level 4)

Demonstrates advanced skills in the use of one or more office software products Able to use these packages to enhance the quality or presentation of work required within the role. Manages data files and file structures. Provides on the job training and guidance to other staff in the use of specific or specialist software, if required. Familiar with established IT rules and protocols and shows a good understanding of data protection requirements.

Procurement - Purchasing (Level 4)

Effectively participates in presentations to Tenderers as part of the tendering process and to clients regarding developments within procurement. Is resourceful and competently acts as a first point of contact within the Unit, using an understanding of all stages of the purchasing and supply process to provide advice and guidance to clients. Coordinates and maintains the vendor rating system, updates the Purchasing Guide and Purchasing Manual and produces 'The Purchaser' to provide accurate, timely information and guidance. Actively promotes the role of purchasing throughout the Force. Able to identify and record both opportunity and financial savings.

Risk Management (Level 3)

Demonstrates an awareness of personal risk management issues, challenges or difficulties likely to affect the post holder in the execution of their duties. Able to anticipate risks likely to affect their work and knows how to communicate the likelihood and possible impacts of such events to line managers or supervisors.
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