British High Commission in South Africa Manager- UKVI Operations Jobs

British High Commission in South Africa Manager- UKVI Operations Jobs

Main purpose of job:

Responsible for the daily management of their allocated team of employees. This position is a rotational role that will require AO manager to rotate within the teams when and where necessary to ensure the efficient running of the operation. The B3 managerial position will oversee one the following teams:

Data Processing Unit

Special Handling Unit

Visa writers and Dispatch team

Digital Allocations

Enrichment

Office Management /Special Projects and reports

Administrative support to Regional Business team

Roles and responsibilities:

Manage the overall responsibilities of the team with the aim of achieving a cohesive effort in accomplishing the objectives and targets agreed upon within the team and that of the UKVI

Effectively lead the team by setting objectives, giving direction, guidance, and continuous feedback to all members

Regularly facilitate team meeting to update staff on new developments, process updates and allow team input

Affective resource planning and management to achieve the team’s performance expectations

Empower employees to take responsibilities for their key performance areas

Manage individual employee performance through an open and consultative process allowing employee contribution in goal setting, reward and recognition and personal development planning

Oversee the on-boarding and training of new employees as well as the training and development of members in own team and he is training of stakeholders outside of your team where necessary

Review performance data to monitor and measure departmental productivity and overall effectiveness

Complete administrative duties and responsibilities required to ensure the efficient operation of the team

Maintain transparent and appropriate communication with other departments and stakeholders in the business through meetings, written and interpersonal communications

Ensure that all concerns, queries, or complaints raised by stakeholders within and outside UKVI is investigated and resolved

Actively participate in the continuous improvement of processes to maintain accuracy and improve efficiency

Prepare and maintain transparent reports that provides oversight of the team’s activities in support of business needs

Actively participate in problem solving sessions by providing innovative solutions.

Perform other duties and responsibilities as assigned to you by line management

Data Processing Unit

Make sure that the team is up to date with relevant OPI’s (Operations Process Instructions) and important changes

Take lead on the quality assurance project for all overseas Decision-Making Centres (DMCs)

Conduct all HR related duties (including recruitment, selection, training) Manage poor performance and staff adherence (late coming, leave, etc.)

Oversight of the “Upload” line on the BAM to ensure applications are processed within the SLA

Monitoring the DPU data entry and Biometric Inbox Recording Internal and External errors

Manage and update the data integrity Spreadsheet and commercial partner returns

Report any outstanding check results to FO Global Support office for handling

Liaise with the Business Management Team (BMT) reporting/escalating incidents relating to the Commercial partner

Conducting 10% audit checks

Special Handling Unit

Management and support of the SHU team operations and ensuring a quick efficient service to all customers

Oversight of all logs, MP, PAP and related queries to ensure the UKVI service level agreements are met

Compilation of accurate statistical performance data returns in line with management needs

Liaise with the Outreach team, internal and external stakeholders concerning visa applications and customer enquiries

Support the team on complex queries that require escalation and input from the ECM or other parts of the operation

Conducting audit checks on all mailboxes

Liaison with visa application centres and other DMCs concerning urgent applications

Dealing with ad-hoc requests from the SHU ECM

Visa Writers

Ensure necessary legal documents are signed as per the UKVI requirement

Have an oversight and conduct regular audit

of all logs to ensure accurate data capturing and completed

Attend to queries received within the UKVI Pretoria as well as Sheffield ad Croydon

Maintain an accurate error log for the VW team

Work closely with the VW allocator to ensure that application on the “resolved not dispatched” line is allocated, printed, and dispatched within the UKVI service level agreement

Digital Allocation Team

Actively participate in the testing and implementation of global standard operating procedures for the digital allocation of work to ensure global compliance

Establish and maintain relevant controls and reports to monitor the daily functioning of the allocation team.

Build and develop a strong working relationship with stakeholders within the business and with the commercial partner

General oversight of the Business Activity Monitor (BAM) tool to ensure that no applications go beyond service level agreements

Managing the commercial partner licences, training, access and resetting of passwords

Liaising with the commercial partner regarding scanning errors for resolving, tracking, and reporting

Conducting monthly audits on allocation processes to identify and address any non-compliance

Enrichment

Providing daily operational and staffing updates to the ET ECM

Conducting 10% audit checks

Supporting the ET team with complex enquiries and advising on resolution processes

Supporting the training of new staff and ensuring all resources are available for effective execution of duties

Office Management/ Special Projects reports

To provide general office maintenance management by reporting and monitoring maintenance issues immediately to corporate services and ensuring that the UKVI follows the H&S policies

Responsible for the ordering of office stationery

Responsible for the compilation of induction packs for new staff.

Ensure guidelines are followed for managing absence and attendance records for all staff

Responsible for the accurate record keeping of absences, TOIL and overtime and to resolve any discrepancies with line management to ensure accurate absence records on HERA

Oversee the office cleaners in absence of contract manager and supervisor

Administrative Support to Regional Business Management Team

Support the Regional Business Management team who lead delivery of UKVI business objectives in Africa, providing strategic and business planning support to the Regional Manager and Senior Regional Management Team.

Staff Count Administration. Headcount forecasting. Reporting and administration

Collation and assurance of all regional returns
Maintenance of logs, libraries, and shared areas

Management of travel bookings, visa applications and other travel related duties

Collation of overtime records for submission to payroll monthly

Logistic management for RM’s travel - booking tickets and accommodation, processing payment, liaising for transport arrangements

Ad hoc research requirement and general administrative duties

Management of the administrative duties for the Rewards and recognition program

Administrative support to the recruitment and staff movement processes

Essential qualifications, skills and experience

IT Skills, well versed in Microsoft office package, specifically excel

Display strong organisational, analytical and time management skills

Required to function in a team and work collaboratively with colleagues in a dynamic environment

Previous experience in managing a team in a collaborative environment with various stakeholders in the business

Proficient to strong command in English

How to Apply

For more information and job application details, see; British High Commission in South Africa Manager- UKVI Operations Jobs

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