Business Centre Supervisor - Finance

Job title: Business Centre Supervisor - Finance
Grade: SCALE 6
Role code: EBC0150
Status: Police Staff

Main purpose of the role:

Supervise and co-ordinate the day-to-day provision of services delivered by a team of Business Services Assistants within the Business Centre, planning resources, assessing and organising workloads, determining priorities and responding to service demand and customer needs, in order to ensure that Business Services customers receive an effective and efficient finance support service.

Main responsibilities:

• Co-ordinate demand and resources, including prioritising workloads, overseeing compliance with corporate policy and procedures and the correct utilisation of SAP and other relevant IT systems ensuring that transactional finance processes are effectively completed according to demand in order to meet service level agreements and to provide an effective and efficient service to the force and external customers.
• Supervise the Business Services Assistants, direction and training, completing 1-2-1-s and staff appraisals, addressing welfare issues, advising and implementing on personal development, addressing performance and attendance issues using the appropriate management processes, to maximise performance of individuals in order that staff fulfil their potential and contribute effectively to the business aims of the force.
• Provide Financial data e.g. around accounts payable and receivable in a timely and accurate manner to customers and stakeholders, such as Corporate Finance and other Corporate departments, to enable management information to be readily available in a transparent way for informed decisions to be made that ensures compliance with financial regulations and procurement legislation.
• Investigate service failures, working with the relevant individual(s) to identify the cause, liaising with the customer and providing regular updates on the investigation, resolving the problem and identifying new processes/practices as required, in order to ensure the service failure is addressed in accordance with force Finance regulations, policy and procedure.
• Deputise for the Assistance Business Services Manager (Finance Services) as required, attending meetings, providing resolutions to complaints, drafting non-routine correspondence, responding to enquiries and carrying out a range of management level tasks as required;
• Provide support to the other Business Centre Supervisors and colleagues; managing demand and resources across all teams, working jointly on projects, continuous mprovement, and staff development initiatives as directed to ensure effective coordinated delivery of Business Services.

Necessary experience:

The Job Holder would have a good standard of general education to A level or equivalent level experience.

It would be desirable for the job holder to have a AAT (Association of Accounting Technicians) qualification at foundation level, but not essential as on-going development will be provided whilst in post.

Previous supervisory experience would be desirable but not essential The Job Holder will have a good working knowledge of office administrative duties and related working practices and ideally should have experience of working to set budgets, monitoring and controlling expenditure.

It would be desirable for the job holder to have knowledge of Financial regulations, policies and procedures although this is not essential as on-going development will be provided whilst in post.

The Job Holder must be organised, able to work under pressure, whilst providing first-line supervision. In addition, the post holder must have the ability to manage multiple customer requirements simultaneously and have a practical approach to problem solving. Good organisational skills and the ability to prioritise and set priorities for the team are essential together with managing and prioritising their own workload whilst handling a steady flow of interruptions.

The role requires the job holder to have a flexible approach to change, be confident and selfassured with strong leadership, communication and interpersonal skills, in order to build working relationships at all levels.

The job holder will need to be proficient in developing and implementing effective process changes as directed by the Assistant Business Services Manager (Finance) monitoring the teams' adherence to the change and evaluating their success.

The job holder will be IT literate and have a sound working knowledge of MS Office and be willing to train on other force specific IT applications.

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:

Customer Services (Level 4)

Able to identify and interpret more complex problems affecting customers. Suggests improvements in customer services and generates solutions on behalf of customers, taking the necessary action to deliver these solutions. Regularly provides enhanced and high level customer service. Demonstrates the ability to select information for communication to customers and improve the flow of information between the organisation and customers. Actively seeks opportunities for improving working relationships.

Finance - Budget Preparation (Level 3)

Possesses a detailed knowledge and understanding of basic financial data input and standard budgetary requirements. Accurately transfers budgetary data, within predetermined time constraints. Possesses a working knowledge of current years budgetary information, including additional budgetary bids agreed between finance staff and budget managers. Able to undertake journal transfers and expenditure input as directed. Capable of promoting, complying with and monitoring performance against the standards and procedures detailed in the Force Financial Handbook. Likely to be qualified to AAT level or equivalent.

Finance - Final Account Production (Level 3)

Able to identify goods or services received but not paid for by the end of financial year. Able to identify goods or services which have been provided and not invoiced for by the year end. Able to create sundry creditor/ debtor provisions. Capable of promoting, complying with and monitoring performance against the standards and procedures detailed in the Force Financial Handbook. Effectively controls and reconciles all balance sheet accounts. Likely to be qualified to AAT level or equivalent.

Finance - Management Costing (Level 3)

Able to undertake basic costing research and collate basic costing information, as directed. Can produce financial information packages according to the pre-defined parameters of the project. Capable of promoting, complying with and monitoring performance against the standards and procedures detailed in the Force Financial Handbook. Likely to be qualified to AAT level or equivalent.

Finance - Payments (Level 3)

Able to check and reconcile imprest accounts and prepare and issue cheques, cash payments and balance withdrawals, accurately accounting for monies and expenses paid. Able to issue and record travel warrants and effectively reconcile accounts. Can analyse income by expenditure code and prepare monies for banking maintaining accurate records. Able to provide advice and support on imprest accounts, entitlements and operating systems to other staff. Capable of promoting, complying with and monitoring performance against the standards and procedures detailed in the Force Financial Handbook.

Finance - Payments Processing (Level 4)

Demonstrates a thorough understanding of payments processing, and is conversant with procedures for handling subcontractor invoices, as well as forms such as Type-7 and Proforma payments. Familiar with processing interim payments and contract certificates, and confident with special procedures for handling larger payments and cheques. Understands the policies and constraints for adding new Supplier details to the AP system.

Finance - Taxation and VAT (Level 3)

Possesses a sound working knowledge of published VAT and taxation guidance and financial regulations. Is able to make and check calculations relating to salary or payment processing, including passing invoices and expense claims for payment. Is able to answer the majority of staff queries in these matters.

Health and Safety (Level 4)

Has received Supervisor training and takes responsibility for the safety of directly subordinate staff and visitors. Understands the procedures in place for the safe storage of hazardous substances, fire precautions and evacuation. Resolves hazards or problems identified within roles or work environments. Undertakes skills passport assessments for new and existing staff. Re-assesses passport as and when new equipment/technology is introduced. Completes annual reviews of skills passports, training needs analysis.

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 4)

Displays a general appreciation of changes affecting the police service. Understands the inter-relationships between the roles of the various Operational and Support activities, and how organisation structures and police systems work. Possesses a detailed understanding of working procedures, practices and policies relevant to the current role and the roles of subordinates and ensures that these are followed at all times. Is clear about Force goals and effectively contributes to local business plan objectives.

Management of Police Information (MOPI) (Level 4)

Full compliance with Level 3. 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 and has working understanding of appropriate National Retention Schedules. Is able to quality assure own records management processes as well as those of any staff for whom they have supervisory responsibility. Is aware of where to seek further support in relation to Records management within force when necessary. If nominated as an Information Asset Assistant is familiar with the NPCC Information Asset Owners Handbook.

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.

Risk Management (Level 4)

Able to anticipate risks likely to affect the team's ability to execute their function, in terms of likelihood and impact, and assesses how the challenges facing the wider organisation might affect their team and their objectives. Has an understanding of pathways to alert local managers to flawed or ineffective operational control strategies and provide continuity/recovery options. Has an appreciation that seizing opportunities also generates risks.