JOB DESCRIPTION

Job title: / Officer Services Manager
Grade: /

Q proposed

Location of work: /

Office of the Police and Crime Commissioner for Greater Manchester

Directly responsible to: /

Chief Executive and Monitoring Officer

Directly responsible for: /

Personal Assistants

Volunteers Manager
Business Support Officer
Contract:
Hours of duty: /

Permanent – Full Time

Primary purpose of the job: / To manage the day to day operations of the Office Services function to deliver efficient and effective administrative and business support.
To manage internal and external resources where appropriate to support the delivery of services across the organisation
To manage the staff within the Office Services function and provide additional support to staff as required.

Main duties and responsibilities/accountabilities:

  1. To provide an effective office management service, managing a range of administrative and business support services to support Commissioner, Deputy Commissioner, Chief Executive, managers and staff in the delivery of objectives.
  2. To manage the provision of PA/Secretarial support to senior officers
  3. To manage and direct business support resources to support senior managers delivery as appropriate (e.g. to support forums and events)
  4. To recruit appropriate external resources as appropriate to support delivery of objectives
  5. To manage the handling of correspondence, complaints and Freedom of Information requests directed at the Office of the Police and Crime Commissioner
  6. To manage and direct effective organisational support to facilitate formal governance meetings with GMP and other partners ensuring statutory requirements are met
  7. To maintain office efficiency and continuous improvement by planning and implementing office systems, standard procedures, measuring results against KPIs and making necessary adjustments.
  8. To liaise with external contractors to support office systems and personal telephony as appropriate
  9. To provide systems administrative support to relevant IT Systems as appropriate
  10. To manage and monitor the Office Services budget
  11. To undertake such additional duties as are reasonably commensurate with the level of the post.
  12. The post holder will carry out their duties with full regard to the organisation’s strategies and policies including Equal Opportunities and Health & Safety. The post holder will demonstrate a commitment to Crime and Disorder responsibilities.

Personal Qualities

Skills For Justice has described the personal qualities required by staff working within the OPCC. These qualities vary dependent upon the role being performed but are classified as follows:
Executive
Principal
Senior
Support
The Services and Resource Manager has been classified as a Seniorlevel role and the following personal qualities apply:
Serving the public
Demonstrates a real belief in public service, focusing on what matters to the public and will best serve their interests. Understands the expectations, changing needs and concerns of different communities, and strives to address them. Builds public confidence by talking with people in local communities to explore their viewpoints. Understands the impact of policing and crime for different communities, and identifies the best way to deliver services to them. Works partnerships with other agencies to deliver the best possible overall service to the public.
Professionalism
Acts with integrity, in line with the values, ethical standards and codes of good governance of the OPCC. Takes ownership for resolving problems, demonstrating resilience. Acts on own initiative to address issues, showing a strong work ethic and demonstrating extra effort when required. Upholds professional standards, acting as a role model to others and challenging unprofessional conduct or discriminatory behaviour. Asks for and acts on feedback, learning from experience and continuing to develop own professional skills and knowledge. Remains calm and professional under pressure.
Leading change
Positive about change, adapting rapidly to different ways of working. Flexible and open to alternative approaches to solving problems, and encourages flexibility in others. Constantly looks for ways to improve service delivery and value for money, making suggestions for change and encouraging others to contribute ideas. Takes an innovative and creative approach to solving problems.
Leading people
Inspires team members to meet challenging goals, providing direction and stating expectations clearly. Acknowledges the achievements of individuals and teams by recognising good work. Recognises when people are becoming demotivated and provides encouragement and support. Gives honest and constructive feedback to help people understand their strengths and weaknesses. Coaches and guides team members, identifying and addressing areas for development.
Managing performance
Understands the organisation's objectives and priorities, and how own work fits into these. Plans and organises tasks effectively to maintain and improve performance. Sets clear objectives and outcomes. Manages multiple priorities, thinking things through in advance, balancing resources and coordinating activity to complete tasks within deadlines. Knows the strengths of team members, delegating appropriately and balancing workloads across the team. Monitors delivery to ensure tasks have been completed to the right standard, and tackles poor performance effectively.
Decision making
Gathers, verifies and assesses all appropriate and available information to gain an accurate understanding of situations. Considers a range of possible options before making clear, timely, justifiable decisions. Reviews decisions in the light of new information and changing circumstances. Balances risks, costs and benefits, thinking about the wider impact of decisions. Exercises discretion and applies professional judgement, ensuring actions and decisions are proportionate and in the public interest.
Working with others
Works co-operatively with others to get things done, willingly giving help and support to colleagues. Is approachable, developing positive working relationships and a good team spirit. Explains things well, ensuring instructions are understood and talks to people using language they understand. Listens carefully and asks questions to clarify understanding, expressing own views positively and constructively. Can explain the benefits to people of a particular approach, keeping them informed of progress and managing their expectations. Is courteous, polite and considerate, showing empathy and compassion. Deals with people as individuals and addresses their specific needs and concerns. Treats people with respect and dignity, dealing with them fairly and without prejudice regardless of their background or circumstances.

Review arrangements:

The details contained in this Job Description reflect the content of the job at the date it was prepared. Over time jobs may change. This Job Description will be revised from time to time in consultation with the post holder.

Date job description prepared/revised:

Prepared/revised by:

Agreed job description signed by holder:

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Office Services Manager Job Description and Person Specification

Person Specification

Job title / Salary / Location
Office Services Manager / £37,578 - £42,032 / Office of the Police and Crime Commissioner for Greater Manchester

(*See grid overleaf)

Essential criteria / Necessary requirements – skills, knowledge, experience etc. / * M.O.A.
Level 4 Management qualification and/or significant experience in a similar role / A
Ability to provide strong leadership and direction to ensure the effective performance management, motivation and development of staff /

A/I

Demonstrable understanding of the role of the Police and Crime Commissioner /

A/I

Excellent interpersonal skills and the proven ability to establish positive relationships with staff at all levels, and external organisations, groups and individuals, which generate confidence, respect and trust / A/I
Evidence of successful resource and financial management, including managing conflicting priorities, managing budgets and applying rigorous monitoring and control procedures / A/I
Excellent written and verbal communication skills and an ability to shape communication to required audience. / A/I
Understanding and awareness of the sensitive nature of working in a political environment with a high degree of political sensitivity and awareness. / A/I
Promote diversity and equality in service delivery and employment. / A/I
Self-motivated with ability to prioritise and manage your workload over extended periods, producing accurate work within deadlines. / A/I
Well developed organisational skills and excellent attention to detail / A/I
Outcome focussed with an ability to plan, carry out and complete projects within agreed timescales / A/I
Excellent IT skills (Word, PowerPoint, Excel) / A/I
Desirable criteria / Desirable requirements – skills, knowledge, experience etc. / * M.O.A.
Experience of office management within a professional services environment / A/I
Experience of HR processes, procedures and legislation. / A/I
Completed by / Date / Approved by / Date
May 2014

Method of assessment (* M.O.A.) A = Application form, C = Certificate, E = Exercise, I= Interview, P = Presentation, T = Test, AC = Assessment centre

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Office Services Manager Job Description and Person Specification