Defence Business Services (DBS) – Head of Financial Operations

Are you a dedicated person who is passionate about making a difference?

Would you like to work for the Ministry of Defence? 

Defence Business Services (DBS) is one of the largest shared service organisations in Europe that provides a wide range of corporate services, to over 1.2 million end users, including serving and past military and families, as well as MoD civil servants and industry. DBS delivers large scale administration and smaller specialist services to enable the wider MOD to focus on its core aims, maintaining the UK’s Defence and Security. Services include Human Resources, Pay, Veterans, Finance and Procurement. 

•    Our Vision – To support UK defence customers with outstanding service every time.

•    Our Mission – Together we will proudly support Defence, continuously improving and delivering flexible, timely, sustainable and value for money services that underpin the whole force and enhance operational capability.

DBS is committed to creating a great place to work for all our colleagues. We are building an inclusive culture and respectful environment that reflects the diversity of our customers and UK society.  

We want to maximise the potential of everyone who chooses to work for us through opportunities to develop your skills and experience. We also offer a range of flexible working patterns and support to make a fulfilling career accessible to you and offer a Civil Service pension with an average employer contribution of 27%. Where your role permits, we support a blended working approach alternatively known as hybrid working.

Come and join the DBS community today! 

Applicants should note that DBS has recently undertaken a review of its operational locations in the North West, and will consolidate all activities in Blackpool. This means that existing DBS staff will move from both Walker House (Liverpool) and Cheadle Hulme in the late Summer of 2023 and initially relocate to Tomlinson House (Norcross). A further move, to the new Government Hub at Talbot Gateway in Blackpool, is scheduled to take place in 2026. As a result, all vacant DBS posts in the North West will be advertised at Tomlinson House (Norcross).

There is, however, an expectation that all DBS staff, irrespective of their agreed duty station, will travel to other DBS and/or MOD site(s), as required, to complete all necessary training and to participate in team or additional collaborative activities – detached duty terms may apply. Terms of transfer have been negotiated for DBS posts relocating in the North West. DBS also supports Flexible Working, which can be discussed in more detail at interview.

As an organisation which strives to deliver an exceptional customer experience, robust Operational Delivery (OpDel), leadership and management skills, underpin our ways of working. DBS is looking to recruit a new postholder to fill the Grade 6 Head of Financial Operations within our FP&CPS Team.

This is a key leadership role which provides day-to-day management of essential operational activities, providing leadership and direction for c.100 Finance people.

DBS is in the process of consolidating operational staff based in the North West (NW) to a new site in Blackpool. So, successfully transiting existing staff to our new NW location and timely recruitment into gapped posts is essential. The ability to build and maintain effective working relations with our stakeholders and the confidence to make timely decisions is also essential, DBS is an organisation which is modernising – automation and digitisation of our services is transforming the way we deliver our services and support our customers; so, the ability to shape, influence and drive business change is key.

This role is primarily operational and customer services focused with some emphasis on technical accounting and will ideally suit an individual who has previous experience in similar environments. Further role responsibilities are defined in the attached terms of reference document.

The Head of Financial Operations enables a range of financial shared services to be delivered to our MOD customers. These include:

• Purchase to Pay (PtP)
• Order to Cash (OTC)
• Asset Accounting (Non-Current Assets (NCA) & Assets in Industry (Aii))
• Cash & Banking
• Accounting

The type of activities undertaken in these areas includes: (1) payment of supplier invoices; (2) hastening and release of invoices on hold; (3) invoicing MOD customers including management & collection of debt; (4) accounting activity relating to fixed assets, and inventory systems; (5) bank account/control account reconciliations; and, (6) administrative support to MOD users of the Oracle EBIS suite delivered through the CP&F programme.

On an annual basis the DBS Financial Operations team will process more than 2 Million invoices at a value of £27Billion, raise over 20,000 Invoices and recover in excess of £1Billion revenue for MoD; achieved in line with Government Finance Function Global Processes and policy detailed in the Late Payment of Commercial Debt Act and the Government Prompt Payment Code.

This role leads a large and complex operational Finance team with management & leadership responsibility for over 100 people. The role is also responsible for the operational delivery of outputs to meet DBS Finance objectives and Key Performance Indicators (KPIs) as laid out in the Service Level Agreement between MOD and DBS and detailed in the DBS Service Catalogue.

DBS supports hybrid working which, if required, we can discuss further during the interview process.

This is a pivotal Senior Leadership role, responsible for ensuring that Financial Operations operates effectively by creating capable, engaged and resilient teams. Championing change with a Continuous Improvement ethos you will develop efficient processes to enhance the Finance and Commercial Functional Leadership operating models.

The role must develop and enhance the significant role that DBS will play in the future, enabled by deep stakeholder collaboration and by building and maintaining positive working relationships across Defence.

Responsibilities:

• Oversee the Accounts Receivable (OtC),Accounts Payable (PtP) resources and workloads to ensure they are managed fairly, effectively, and flexibly in order to meet agreed key performance targets for timely raising of invoices, collection of debt, payment of invoices and minimal overpayments. Achievement of KPIs and PIs including delivery of Green “Health of” revised metrics.
• All financial operational processes to be managed to minimise risk of financial loss. Ensure compliance with Internal Control and Assurance Framework (ICAF) and published policy sufficient to obtain substantial assurance during audit programmes including those for DIA and NAO. Continually review, update, and maintain financial services deliverables within Service Catalogue to enable audit trail between ABC bids. Delivery of budget and workforce control total for PtP and OtC within 1% of AP6 forecast.
• Delivery of Accounting and Cash and Banking function:

1. Reconciliation of all related accounts are accurate and timely
2. Effective management of the Cash Office Management (COM) system ensuring the DBS services are robust, coherent, and efficient.

• Successful delivery of Asset Accounting function:

1. All ‘Non-Current Asset’ (NCA) activity is successfully delivered within quality standards in line with the finance timetable.
2. All ‘Assets in Industry’ (Aii) activity is successfully delivered within quality standards in line with the finance timetable.
3. Inventory related activities are delivered in line with customer expectations

• Actively promote and support People Engagement ensuring positive results/upward trend in People Survey and ongoing staff engagement through focus groups. Promote and support DBS on customer engagement – helping DBS to achieve and maintain Customer Service Excellence accreditation.
• Be an active member of the DBS FP&CP Leadership Team and provide positive input to DBS and Functional Customer governance. Encourage innovation through ongoing reviews of organisation and processes 
• Ensure team organisational structure is adjusted for maximum efficiency and alignment with changing customer needs. Contribute positively to wider projects and initiatives, as part of MOD, DBS Change and Functional leadership.

Personal Specifications:

Applicants must be able to demonstrate:

• Experience of managing a large team in a complex operational environment.
• Experience and knowledge of Global Financial Processes, in particular, Purchase to Pay (Accounts Payable) and Order to Cash (Accounts Receivable).
• Knowledge and experience of Oracle Enterprise Business Suite and/or Oracle ERP Cloud SaaS would be an advantage.
• Experience of strategic level Operational Delivery.
• Experience working in a customer facing organisation.

There is also an expectation that applicants have the:

• Ability to think, operate and lead at a strategic level.
• Ability to communicate effectively.
• Ability to build and maintain effective working relationship with stakeholders.

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

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

We only ask for evidence of these behaviours on your application form:

• Leadership

We’ll assess you against these technical skills during the selection process:

• OpDel: Grade 6 Leadership and Management. https://odp-proto.herokuapp.com/frameworks/18 (250 words)
• Finance Operations: Grade 6 role requirements/responsibilities. https://gff.civilservice.gov.uk/financial-operations/ (250 words)

• An environment with flexible working options Monday-Friday
• 25 days paid annual leave rising (1 day per year) to 30 days upon completion of 5 years’ service (pro rata). In additional to 8 public holidays per year, you will also receive leave for HM The King’s birthday
• Hybrid working where role permits
• An opportunity to be considered for Reward and Recognition- £250-£5000 per year
• Family-friendly policies including- parental leave and adoption leave
• Learning and development tailored to your role
• Professional and personal development of skills
• A culture encouraging inclusion and diversity
• Minimum of 15 days special leave in a rolling 12 month period for volunteer reserve commitments
• Special paid leave to volunteer up to 6 days per year
• A Civil Service pension with an average employer contribution of 27%

This position is advertised at 37 hours per week.

The post does not offer relocation expenses.

Please be advised that the Department is conducting a review of all pay related allowances which could impact on those allowances that the post currently being advertised attracts.

External recruits who join the MOD who are new to the Civil Service will be subject to a six-month probation period.

Job contact :

• Name : Recruitment Liaison – Sarah West
• Email : Sarah.west412@mod.gov.uk

Recruitment team

• Email : DBS-EnhancedRecruitmentTeam@MOD.gov.uk