About the job

Summary

The first duty of the government is to keep citizens safe and the country secure. The Home Office plays a fundamental role in the security and economic prosperity of the UK as the lead government Department for immigration and passports, drugs policy, crime, fire, counter-terrorism and police.

The Finance Transactions Strategy, Policy and Process Unit is responsible for the processing, oversight and governance of Finance transactions including Purchase to Pay(P2P), Order to Cash (O2C), Debt Strategy and Staff Expenses. The Unit develops and maintains policies and strategies ensuring they remain fit for purpose and meet HO needs. As process owner, the unit supports business areas within the Department; delivering services and making the best use of technologies to drive continuous improvement and customer service excellence.

The Policy & Assurance Team is responsible for the Staff Travel & Expenses and Venues policies, processes and contracts. It acts as an escalation point for Expenses and travel queries. The team is also responsible for compliance checks of the Finance Transactions team’s work and for Purchase to Pay and Expenses guidance, training and compliance. The team leads on reporting and analytics for the Unit, providing transparency and KPI data.

Job description

As Head of Policy & Assurance your role is to develop a long-term strategy for the direction of the Policy & Assurance workstream and ensure that the strategy is underpinned by effective policy and guidance. The post holder will play a key role in developing a deserved reputation for excellent customer service.

Responsibilities

You will be responsible for (but not limited to) the following key tasks:

1) Leadership and Management

• Lead and manage a team of around 8 staff, managing performance in line with Home Office policy and guidance

• Lead team development, motivation, energy and commitment embedding a culture of strong performance and addressing performance issues promptly

• Ensure that resources are effectively skilled, deployed and cross-trained to provide resilience

2) Continuous Improvement

• Develop and maintain effective strategies that meet corporate and departmental strategic objectives

• Invite feedback from both team members and key stakeholders to identify opportunities to maximise cost savings and process efficiencies in line with the Government Finance converged process model

• Form collaborative relationships with clients to feedback on transactability of submitted work items, provide solutions for new requirements and find opportunities for improvements by educating end users

• Work with business areas and other government departments contributing to workstream forums and initiatives to review process issues and deliver continuous process improvement

• Share best practice with other government departments to ensure the Home Office sets the standard across government that enables other government departments to adopt the global process

• Collaborate with Shared Services, Home Office Digital, Data & Technology and Metis Services on process, compliance and IT issues and the development of system improvements

• Maintain oversight of performance, including identifying areas for improvement by using recognised continuous improvement principles

3) Transactions – Monitoring and Management

• Monitor the Expenses metrics and demonstrate process improvement

• Analyse statistical reports and ensure remedial actions are taken; seek ways to improve compliance and ensure resources are used efficiently

• Monitor performance against service level agreements and internal targets

• Ensure compliance with audit requests and prompt responses to MP letters, PQs and FoI requests

• Ensure effective audit trails to support transactions, reconciliations and approvals

• Manage and co-ordinate resources to ensure delivery continuity

• Ensure that processes are fully documented and up to date

• Clearly communicate changes to transactional processes ensuring that impacts on other business areas are understood, raising risks as necessary

4) Accounting

• Provide strategic direction, proactive P2P and Travel & Expenses support and training for internal customers, OGD colleagues and suppliers

• Develop and maintain clear guidance that incorporates controls and supports the mitigation of risk

• Ensure team members are adequately trained and aware of appropriate policy and guidelines

• Develop, evaluate, and review internal controls

The post holder may be required to undertake additional responsibilities as expected in relation to the role and grade.

Essential criteria

• Knowledge and experience of working with Expenses process and policy

• Extensive experience with finance ERP/Cloud systems (preferably Oracle), to record, report and monitor transactions

• Experience of using reporting tools

• Consistent track record of effectively leading, performance managing, mentoring and motivating a team in a fast-moving environment

• Excellent time management, organisational and delegation skills

• Proven track record of continuous improvement and experience of designing, documenting and implementing process and policy changes

• Excellent verbal and written communication skills

• Strong experience of MS Office suite and a minimum of intermediate Microsoft Excel skills

• Excellent customer service skills, including experience of collaboration with and management of demanding stakeholders

• Experience of attending high level meetings and ability to influence stakeholders at a senior level

Desirable criteria

• Knowledge of building and maintaining databases

Behaviours

We'll assess you against these behaviours during the selection process:

• Changing and Improving
• Leadership
• Making Effective Decisions
• Managing a Quality Service
• Seeing the Big Picture

Benefits

• Learning and development tailored to your role

• An environment with flexible working options

• A culture encouraging inclusion and diversity

• A Civil Service pension