| Job info |
Job info details |
| Job title |
Business & Administration Manager |
| Strategic team/Directorate |
Place |
| Service |
Business Services |
| Business unit |
Tor Bay Harbour Authority |
| Responsible to (day to day issues) |
Tor Bay Harbour Master |
| Accountable to (line manager) |
Tor Bay Harbour Master |
| Salary grade |
I |
| JE ref |
HAR19 |
1. Key purpose of job
- To be responsible for the effective business administration, performance and budget monitoring of Tor Bay Harbour Authority and Beach & Coastline Services.
- To develop and promote integration across the Harbour and Beach & Coastline Services.
- Supporting the Head of Tor Bay Harbour Authority in delivering the service/goals as set in the Port Marine Plan, Port Marine Safety Code and Corporate Priorities.
- Assisting in ensuring the safe, efficient and smooth running of Tor Bay Harbour, making sure that the Council’s Byelaws are observed, and the facilities of the harbour and the harbour estate are available to users as widely as possible.
- To assist in overseeing the safety and efficiency of the performance culture with the Business Unit.
- Assisting in the management of the administration and review of the business continuity plan.
2. Anticipated outcomes of post
- The safe and effective provision of Harbour & Beach Services.
- To assist management across the business unit to increase the quality, effectiveness, and efficiency of the service.
- The Head of Service and other strategic decision makers for the business unit will have data and information to inform their decisions.
- The diverse services that constitute the business unit will work in integrated partnership and in innovative ways.
- Administrative performance and financial support functions within Tor Bay Harbour is maintained within agreed levels.
3. List key duties and accountabilities of the post
- Management of the business administrative function of the service through motivation, communication, maintaining performance, office procedures and discipline.
- Continuously review the processes within the service and ensure that the service provided is efficient and effective.
- Where appropriate manage business process re-engineering when necessary.
- To coordinate the delivery of an improved service across all channels (face-to-face), telephone, web and self-service.
- To provide performance statistics on SPAR and through i-lean reviews on officers on a regular basis.
- To provide leadership to all business support staff across Tor Bay Harbour Authority.
- To aid the development of a performance and business culture that is focused on outcomes and is rigorous in offering evidence so that improvements can be made and tracked.
- Assisting in maintaining efficient harbour control in accordance with the relevant Act & Byelaws pertaining to the operation of the appropriate harbour.
- Attending the harbour outside of set working hours as and when required to deal with any matter requiring special attention, e.g., oil pollution, hazardous substances, vessels adrift, bad weather etc.
- Assisting the Harbour Master in allocating work and monitoring the day to day working routine of harbour staff, to ensure that their duties are carried out as required and to the satisfaction of management. Assisting in directing the operations of security, staff and other contractors.
- Provide support to the Harbour Master/Harbour Master to ensure a programme of ongoing risk management and maintenance is carried out.
- Act as the Admin lead for the Administration Officers maintenance all the harbour and beach services office systems and procedures with due regard to Customer Care and Financial Regulations in accordance with the requirements of the Council as the Harbour Authority, including:
- Ensuring daily Harbour Logs and all other records pertaining to harbour administration and ensuring they are submitted appropriately to the parties concerned, as determined by the Harbour Masters and/or the Authority.
- Collecting dues and charges for use of harbour and beach facilities.
- Using computer systems for harbour and beach related purposes.
- Keeping berthing records for vessels using piers, quays and/or grids for repair, maintenance etc.
- Allocate appropriate admin resource to the Harbour Masters in the facilitation of Maritime Events within Tor Bay and its enclosed harbours.
- Liaising with all harbour staff and Harbour Masters to ensure that interdepartmental communications are maintained between Brixham, Torquay and Paignton Harbour offices.
- Assisting in the day-to-day supervision of any subordinate employees employed within the harbour to which the post holder is assigned.
- Ensuring the efficient and effective running of the administration within the harbour office to support the overall objective of the Tor Bay Harbour Authority business unit.
- With the Finance Section providing proper and effective implementation of all corporate finance systems.
- Ensuring that computer systems and technological advancements are considered and recommended for implementation when appropriate.
- Designing and adapting spreadsheets, forms, documents and reports.
- Co-ordinating the maintaining of personnel files and training records.
- Bring to the attention of the Head of Service any information that might impact upon the efficient running and/or reputation of the Harbour Authority and Beach Services.
- Assisting with the production of performance management data i.e. Spar.net & MarNIS.
- Coordinating with the Harbour Masters to monitor projects/assignments as and when required.
- Take overall responsibility for Tor Bay Harbour website social media, press releases and communications in respect of harbour, beach and coastal services.
- Information and Governance IAO (information asset owner).
4. Budgetary/Financial Responsibilities of the post
- Monitoring and evaluation of monthly FIMS system reports and appropriate reporting to the Harbour Masters, including: -
- Budget Monitoring (both revenue and capital expenditure/income).
- Aged Debt Analysis.
- Commitments and Accruals.
- Payments.
- Coordinating with the service accountant and Head of Tor Bay Harbour Authority in the preparation of annual budgets, quarterly monitoring reports of expenditure/income and final accounts. Providing prompt and regular feedback to the Tor Bay Harbour Masters to ensure levels of expenditure are maintained within agreed parameters.
- Overall responsibility for security and accuracy of petty cash facilities and imprest account.
- Preparation and reconciliation of statements detailing internal charges applicable between Tor Bay Harbour/Beach Marine Services and to other Council services.
- In line with Financial Regulations carrying out appropriate preparation for the closing of accounts each year.
5. Supervision/Line Management Responsibilities of the post
- Responsible for the line management of the Team Leader, Administration Officers and Administration Assistants 5.75 RFT. Temporary supervision of other harbour staff as required from time to time.
6. Working environment and conditions of the post
- Working from the harbour office, associated buildings and harbour estate; duties on the quayside plus tasks on the water, working from boats.
7. Physical demands of the post
- Basic office duties; moving of low weight objects.
8. Specific resources used by the post
- Required to operate bridge & cill if necessary.
9. Key contacts and relationships
External
- Harbour Customers; Tenants; General Public; Local Business.
Internal
- Harbour Masters; Foreman & Assistants, Marine Administration Officers, Council Officers.
10. Other duties
- To undertake additional duties as required, commensurate with the level of the job.
Other Information
- All staff must commit to Equal Opportunities and Anti-Discriminatory Practice.
- The Council operates a Smoke-Free Policy and the post-holder is prohibited from smoking in any of the Council's buildings (including Council owned and Council leased buildings, but excluding designated areas in residential schemes), enclosed spaces within the curtilage of buildings, and Council vehicles. The Council does not permit smoking breaks within work time, however, in services where the flexi-scheme is in operation, employees may take reasonable break times outside of core hours, in accordance with flexi-time arrangements. Employees should follow the flexi-scheme procedure for agreeing time away from their duties in the normal manner with their immediate colleagues and line manager, with break start and finish times being recorded, as with any other break-time arrangement.
- The post-holder is expected to familiarise themselves with and adhere to all relevant Council Policies and Procedures.
- The post-holder must comply with the Council’s Health and Safety requirements as outlined in the H&S policy appropriate to the role.
- This post is office based at Brixham, Torquay or Paignton Harbour but the post holder may be required to move their base to any other location within the Council at a future date.
- The post-holder must be committed to the Council’s Core Values for employees – “Torbay Council employees are committed to being forward thinking, people orientated and adaptable - always with integrity”. Evidence will be sought during the probation and appraisal processes.
- You will be asked to complete a Criminal Records Self Declaration Form. Criminal convictions will only be taken into account when they are relevant to the post. You will only be asked to disclose ‘unspent’ convictions.
- Torbay Council is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo the checks appropriate to the post applied for.
- The post holder is expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures.
- As this post meets the requirements of the Immigration Act 2017 (part 7) the ability to converse at ease with members of the public and provide advice in accurate spoken English is essential for the post.
Person Specification
Note for Candidate
All Candidates
The supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement.
In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.
Candidates who consider that they have a disability
Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.
If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.
Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.
If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.
| Job info |
Job info details |
| Job Title |
Business & Administration Manager |
| Strategic team/Directorate |
Place |
| Service |
Business Services |
| Business unit |
Tor Bay Harbour Authority |
Skills and effectiveness
Essential skills and effectiveness
- Excellent communication skills.
- Customer Focus.
- Ability to work on own initiative without close supervision.
- Ability to organise and prioritise own work.
- Assertive but not aggressive – ability to use appropriate behaviour.
- Commitment with flexible approach to work.
- Team player oriented towards group achievement rather than individual status.
- Good computer skills – word processing, use of spreadsheets and windows-based software.
- Ability to effectively manage a team of people.
- Proven ability to lead and make decisions.
- As this post meets the requirements of the Immigration Act 2016 (part 7), the ability to converse at ease with members of the public and provide advice in accurate spoken English is essential for the post.
Desirable skills and effectiveness
N/A
Knowledge
Essential knowledge
- Knowledge and experience of financial management.
- Effective knowledge and understanding of data protection, confidentiality and ethics.
Desirable knowledge
- Understanding of the general workings of the marine industry ashore, especially in the leisure sector. A general understanding of shipping/harbour law. An ability to acquire quickly a working knowledge of relevant Acts & Byelaws.
- Understanding of small boats and basic ship requirements, along with the practice of good seamanship.
Experience and achievements
Essential experience and achievements
- Experience of working at a managerial level or supervisory level.
Desirable experience and achievements
- Previous local government experience.
- Knowledge and experience of harbour operations.
Qualifications/professional memberships
Essential qualifications/professional memberships
- NVQ Level 4 or detailed level of knowledge working in a multi-function organisation.
Desirable qualifications/professional memberships
- Dft Class 2 or 3 Certificate of Competency or equivalent OND or ONC in Nautical Science or equivalent.
Other requirements
Other requirements of the job role
- Demonstrates a commitment to safeguard and promote the welfare of children and young people.
- Ability to travel efficiently around the Bay/South West/UK in order to carry out duties.
- Ability to accommodate unsociable hours.
- Ability to accommodate shift patterns.
- Ability to accommodate on-call working.
- Ability to accommodate occasional/permanent homeworking.