Job summary
The post holder will need to be able to provide a high quality administrative support service to the department including day to day financial reporting, and management of just over £1.5m for the soft services liaison budget. This includes recording and reporting all financial transactions within these services, and will ensure the efficient operation of the service as well as effective communication both internally and externally to support the productive operation of the site liaison team.
The role will require the individual to interact with a multi-disciplinary team in a very busy department, dealing with complex Financial and Business reporting and will be responsible for reviewing and reporting on staff performance, working with individuals to set clear standards and objectives, identifying training and development needs.
Main duties of the job
The duties and responsibilities, raise orders for the purchase of goods, services and materials, receipt orders and prepare invoices for payment in accordance with the Trust's Standing Financial Instructions. Other duties include liaison with both internal and external customers and staff, suppliers and any associated administration, reporting and filing that is generated. Monitoring the performance of key suppliers in terms of purchase ordering and liaising with clinical departments as appropriate to ensure quality, quantity and to assist in assimilating and processing of KPIs, completing all documentation necessary for issue.
Financial and Business reporting of the Housekeeping Department, Patient Food Service, Building Maintenance, Portering, Uniforms, Window Cleaning Contract and the Grounds and Gardens contract. This includes recording and reporting all financial transactions within these services, raising orders associated with these services and recording all transactions accordingly. Other duties include liaison with both internal and external customers and staff, suppliers and any associated administration, reporting and filing that is generated.
About us
Guy's and St Thomas' NHS Foundation Trust comprises five of the UK's best known hospitals - Guy's, St Thomas', Evelina London Children's Hospital, Royal Brompton and Harefield - as well as community services in Lambeth and Southwark, all with a long history of high quality care, clinical excellence, research and innovation.
Essentia is part of Guy's and St Thomas' and is responsible for all non-clinical healthcare services. Essentia designs, builds and maintains healthcare infrastructure, which is vital to the smooth running of healthcare services. This encompasses everything from construction projects and healthcare planning, to waste management, housekeeping, transport and security. Essentia employs around 1,800 people. It combines exceptionally high standards and public sector values with commercial focus, innovative thinking and modern technology to create the best possible patient experience.
St Thomas' Soft Services provides patient catering, housekeeping, building maintenance and portering services across the site. The post holder will join a dynamic and skilled team, with the ability to build on the strengths of the current soft services, yet flexible to adapt to future changes to ensure the needs and objectives of both the service and the Trust are met.
Job description
Job responsibilities
Operational
- Assisting in maintaining the day to day finance reporting and management of just over £1.5m for the soft services budget. This includes recording and reporting all financial transactions within these services, raising orders associated with these services and recording all transactions accordingly.
- Raise orders for the purchase of goods, services and materials, receipt orders and prepare invoices for payment in accordance with the Trusts Standing Financial Instructions.
- Liaison with both internal and external customers and staff, suppliers and any associated administration, reporting and filing that is generated.
- Monitoring the performance of key suppliers in terms of purchase ordering and liaising with clinical departments as appropriate to ensure quality, quantity and to assist in assimilating and processing of KPIs, completing all documentation necessary for issue.
- Manage the processing of requisitioning and ordering of supplies and expenditure for the Soft Services providing monthly reports to Soft Services managers highlighting trends and recommendations where there is evidence of overspend.
- Supporting management and recording expenditure against budget on all departmental GL accounts and taking appropriate action by raising budget holders awareness of financial performance and compliance requirements.
- Production of monthly expenditure reports, Accounts Receivable invoices, and recharges to NHS and non-NHS organisations in accordance with the Trusts agreed timetables and standing financial instructions.
- Investigation of variances from plan by interrogating the General Ledger and other Trust financial systems (i.e. Real Time Invoice Payments, Real Time Purchase Orders, Accounts Payable & Accounts Receivables, Goods Received Not Invoiced).
- Ensuring that effective monitoring processes are maintained at all times to minimise variances and required corrective action on changes related to non-pay expenditure is implemented through direct liaison with the relevant Senior Financial Analyst and AP Section.
- To provide information and analysis to budget holders in order to interpret expenditure reports and develop robust year-end forecasts. To support budget holders in analysing expenditure trends and identifying potential as well as actual variances through reporting techniques.
- Work effectively within a multi-disciplinary team to manage and safeguard Trusts resources and public funds.
- Monitoring and reporting the departments monthly recharges and accruals.
- To monitor and maintain compliance with Standing Financial instructions.
- To ensure that goods delivered are physically correct for quantities and quality and are checked against goods received notes.
- To ensure that telephone enquiries from customers/users are dealt with in a professional manner at all times.
- To be the first point of contact for St Thomas Soft Services Team for purchasing, Financial and business queries.
- Acting as the first point of contact for all product & asset related, purchasing, and financial queries from budget holders & managers.
Technical
- Receiving purchase requests, evaluating their feasibility & raising purchase orders using Oracle Business Intelligence Enterprise (OBIEE) software for products and services through sustainable, efficient and effective practices to maximise the value for money obtained, including the identification of risks and compliance with Trusts statutory and local procedures.
- Ensuring that purchases of goods and services are approved by authorised budget holders as well as obtained at the lowest cost consistent with specified quality, delivery and other requirements through effective supplier liaison. Ensuring that all purchase orders are receipted and no duplicate orders are raised.
- Processing creditor invoices using Accounts Payable matching principles process & ensuring that timely payments of expenses and creditor invoices are made under the correct General Ledger codes.
- Production of income & expenditure reports by stipulated month end deadlines, investigating variances & queries, implementing change to non-pay expenditure.
- Issuing invoices and credit notes to non Trust organisations.
- Goods receipting within agreed timescales, reconciliation of supplier statements, preparation of costing spreadsheets for budget setting and financial planning.
- Ensuring that all income sources and SLA agreements are signed off and recharged in accordance with Trust policies and timetables.
- Managing equipment & stock inventory by using asset & stock management software through cooperation with Housekeeping and Central Stores.
- Maintaining daily contact with suppliers of goods and services to ensure timely deliveries and contract/purchase orders compliance.
- Support to the Soft Services Stores, admin & clerical team. Providing guidance & information to budget holders, managers and admin staff regarding the framework of approved suppliers, contracts, systems, and procurement procedures.
- Providing training to colleagues, as well as financial, commercial and strategic support to the department through participation in projects, meetings, training and skills development.
PERSONNEL
- To promote a good industrial relationship with staff and patients in accordance with Trust Values.
- To participate in all training programmes for Soft Services Team.
- To participate in staff development programmes.
GENERAL
- The post holder may be required to work across both hospital sites.
- Any other duties which are commensurate to the grade.
The post holder is required to follow Trust policies and procedures which are regularly updated including:
Confidentiality / Data Protection / Freedom of Information
Post holders must maintain the confidentiality of information about patients, staff and other health service business in accordance with the Data Protection Act of 1998. Post holders must not, without prior permission, disclose any information regarding patients or staff. If any member of staff has communicated any such information to an unauthorised person, those staff will be liable to disciplinary action up to and including dismissal. Moreover, the Data Protection Act 1998 also renders an individual liable for prosecution in the event of unauthorised disclosure of information.
Following the Freedom of Information Act (FOI) 2005, post holders must apply the Trusts FOI procedure if they receive a written request for information.
Information Governance
All staff must comply with information governance requirements. These includes statutoryresponsibilities (such ascompliance with the Data Protection Act),following nationalguidance (such as theNHS Confidentiality Code of Practice) andcompliance with local policies and procedures (such as the Trust's Confidentiality policy). Staff are responsible for any personal information (belonging to staff or patients) that they access and must ensure it is stored, processed and forwarded in a secure and appropriate manner.
Equal Opportunities
Post holders must at all times fulfil their responsibilities with regard to the Trusts Equal Opportunities Policy and equality laws.
Health and Safety
All post holders have a responsibility, under the Health and Safety at Work Act (1974) and subsequently published regulations, to ensure that the Trusts health and safety policies and procedures are complied with to maintain a safe working environment for patients, visitors and employees.
Infection Control
All post holders have a personal obligation to act to reduce healthcare-associated infections (HCAIs). They must attend mandatory training in Infection Control and be compliant with all measures required by the Trust to reduce HCAIs. All post holders must comply with Trust infection screening and immunisation policies as well as be familiar with the Trusts Infection Control Policies, including those that apply to their duties, such as Hand Decontamination Policy, Personal Protective Equipment Policy, safe procedures for using aseptic techniques and safe disposal of sharps.
Risk Management
All post holders have a responsibility to report risks such as clinical and non-clinical accidents or incidents promptly. They are expected to be familiar with the Trusts use of risk assessments to predict and control risk, as well as the incident reporting system for learning from mistakes and near misses in order to improve services. Post holders must also attend training identified by their manager, or stated by the Trust to be mandatory.
Flexible Working
As an organisation we are committed to developing our services in ways that best suit the needs of our patients. This means that some staff groups will increasingly be asked to work a more flexible shift pattern so that we can offer services in the evenings or at weekends.
Safeguarding children and vulnerable adults
Post holders have a general responsibility for safeguarding children and vulnerable adults in the course of their daily duties and for ensuring that they are aware of the specific duties relating to their role.
Sustainability
It is the responsibility of all staff to minimise the Trusts environmental impact by recycling wherever possible, switching off lights, computersmonitors and equipment when not in use, minimising water usage and reporting faults promptly.
Smoking Policy
The Trust is committed to providing a healthy and safe environment for staff, patients and visitors. Staff are therefore not permitted to smoke on Trust property or in Trust vehicles
Review of this Job Description
This job description is intended as an outline of the general areas of activity and will be amended in the light of the changing needs of the organisation. To be reviewed in conjunction with the post holder.
Job description
Job responsibilities
Operational
- Assisting in maintaining the day to day finance reporting and management of just over £1.5m for the soft services budget. This includes recording and reporting all financial transactions within these services, raising orders associated with these services and recording all transactions accordingly.
- Raise orders for the purchase of goods, services and materials, receipt orders and prepare invoices for payment in accordance with the Trusts Standing Financial Instructions.
- Liaison with both internal and external customers and staff, suppliers and any associated administration, reporting and filing that is generated.
- Monitoring the performance of key suppliers in terms of purchase ordering and liaising with clinical departments as appropriate to ensure quality, quantity and to assist in assimilating and processing of KPIs, completing all documentation necessary for issue.
- Manage the processing of requisitioning and ordering of supplies and expenditure for the Soft Services providing monthly reports to Soft Services managers highlighting trends and recommendations where there is evidence of overspend.
- Supporting management and recording expenditure against budget on all departmental GL accounts and taking appropriate action by raising budget holders awareness of financial performance and compliance requirements.
- Production of monthly expenditure reports, Accounts Receivable invoices, and recharges to NHS and non-NHS organisations in accordance with the Trusts agreed timetables and standing financial instructions.
- Investigation of variances from plan by interrogating the General Ledger and other Trust financial systems (i.e. Real Time Invoice Payments, Real Time Purchase Orders, Accounts Payable & Accounts Receivables, Goods Received Not Invoiced).
- Ensuring that effective monitoring processes are maintained at all times to minimise variances and required corrective action on changes related to non-pay expenditure is implemented through direct liaison with the relevant Senior Financial Analyst and AP Section.
- To provide information and analysis to budget holders in order to interpret expenditure reports and develop robust year-end forecasts. To support budget holders in analysing expenditure trends and identifying potential as well as actual variances through reporting techniques.
- Work effectively within a multi-disciplinary team to manage and safeguard Trusts resources and public funds.
- Monitoring and reporting the departments monthly recharges and accruals.
- To monitor and maintain compliance with Standing Financial instructions.
- To ensure that goods delivered are physically correct for quantities and quality and are checked against goods received notes.
- To ensure that telephone enquiries from customers/users are dealt with in a professional manner at all times.
- To be the first point of contact for St Thomas Soft Services Team for purchasing, Financial and business queries.
- Acting as the first point of contact for all product & asset related, purchasing, and financial queries from budget holders & managers.
Technical
- Receiving purchase requests, evaluating their feasibility & raising purchase orders using Oracle Business Intelligence Enterprise (OBIEE) software for products and services through sustainable, efficient and effective practices to maximise the value for money obtained, including the identification of risks and compliance with Trusts statutory and local procedures.
- Ensuring that purchases of goods and services are approved by authorised budget holders as well as obtained at the lowest cost consistent with specified quality, delivery and other requirements through effective supplier liaison. Ensuring that all purchase orders are receipted and no duplicate orders are raised.
- Processing creditor invoices using Accounts Payable matching principles process & ensuring that timely payments of expenses and creditor invoices are made under the correct General Ledger codes.
- Production of income & expenditure reports by stipulated month end deadlines, investigating variances & queries, implementing change to non-pay expenditure.
- Issuing invoices and credit notes to non Trust organisations.
- Goods receipting within agreed timescales, reconciliation of supplier statements, preparation of costing spreadsheets for budget setting and financial planning.
- Ensuring that all income sources and SLA agreements are signed off and recharged in accordance with Trust policies and timetables.
- Managing equipment & stock inventory by using asset & stock management software through cooperation with Housekeeping and Central Stores.
- Maintaining daily contact with suppliers of goods and services to ensure timely deliveries and contract/purchase orders compliance.
- Support to the Soft Services Stores, admin & clerical team. Providing guidance & information to budget holders, managers and admin staff regarding the framework of approved suppliers, contracts, systems, and procurement procedures.
- Providing training to colleagues, as well as financial, commercial and strategic support to the department through participation in projects, meetings, training and skills development.
PERSONNEL
- To promote a good industrial relationship with staff and patients in accordance with Trust Values.
- To participate in all training programmes for Soft Services Team.
- To participate in staff development programmes.
GENERAL
- The post holder may be required to work across both hospital sites.
- Any other duties which are commensurate to the grade.
The post holder is required to follow Trust policies and procedures which are regularly updated including:
Confidentiality / Data Protection / Freedom of Information
Post holders must maintain the confidentiality of information about patients, staff and other health service business in accordance with the Data Protection Act of 1998. Post holders must not, without prior permission, disclose any information regarding patients or staff. If any member of staff has communicated any such information to an unauthorised person, those staff will be liable to disciplinary action up to and including dismissal. Moreover, the Data Protection Act 1998 also renders an individual liable for prosecution in the event of unauthorised disclosure of information.
Following the Freedom of Information Act (FOI) 2005, post holders must apply the Trusts FOI procedure if they receive a written request for information.
Information Governance
All staff must comply with information governance requirements. These includes statutoryresponsibilities (such ascompliance with the Data Protection Act),following nationalguidance (such as theNHS Confidentiality Code of Practice) andcompliance with local policies and procedures (such as the Trust's Confidentiality policy). Staff are responsible for any personal information (belonging to staff or patients) that they access and must ensure it is stored, processed and forwarded in a secure and appropriate manner.
Equal Opportunities
Post holders must at all times fulfil their responsibilities with regard to the Trusts Equal Opportunities Policy and equality laws.
Health and Safety
All post holders have a responsibility, under the Health and Safety at Work Act (1974) and subsequently published regulations, to ensure that the Trusts health and safety policies and procedures are complied with to maintain a safe working environment for patients, visitors and employees.
Infection Control
All post holders have a personal obligation to act to reduce healthcare-associated infections (HCAIs). They must attend mandatory training in Infection Control and be compliant with all measures required by the Trust to reduce HCAIs. All post holders must comply with Trust infection screening and immunisation policies as well as be familiar with the Trusts Infection Control Policies, including those that apply to their duties, such as Hand Decontamination Policy, Personal Protective Equipment Policy, safe procedures for using aseptic techniques and safe disposal of sharps.
Risk Management
All post holders have a responsibility to report risks such as clinical and non-clinical accidents or incidents promptly. They are expected to be familiar with the Trusts use of risk assessments to predict and control risk, as well as the incident reporting system for learning from mistakes and near misses in order to improve services. Post holders must also attend training identified by their manager, or stated by the Trust to be mandatory.
Flexible Working
As an organisation we are committed to developing our services in ways that best suit the needs of our patients. This means that some staff groups will increasingly be asked to work a more flexible shift pattern so that we can offer services in the evenings or at weekends.
Safeguarding children and vulnerable adults
Post holders have a general responsibility for safeguarding children and vulnerable adults in the course of their daily duties and for ensuring that they are aware of the specific duties relating to their role.
Sustainability
It is the responsibility of all staff to minimise the Trusts environmental impact by recycling wherever possible, switching off lights, computersmonitors and equipment when not in use, minimising water usage and reporting faults promptly.
Smoking Policy
The Trust is committed to providing a healthy and safe environment for staff, patients and visitors. Staff are therefore not permitted to smoke on Trust property or in Trust vehicles
Review of this Job Description
This job description is intended as an outline of the general areas of activity and will be amended in the light of the changing needs of the organisation. To be reviewed in conjunction with the post holder.
Person Specification
Qualifications
Essential
- Minimum five GCSE's including English & Maths or relevant experience
- IT Skills
Desirable
- Further professional financial and business qualification
PREVIOUS EXPERIENCE
Essential
- Previous administrative experience including procurement and basic Financial and Business
- Procurement experience including raising requisitions and recording financial information g relationship
- Experience of dealing with the suppliers and external agencies
SKILLS/KNOWLEDGE
Essential
- Ability to work across a wide range of teams
- Strong IT Skills - ability to develop and maintain spreadsheets, word processing, graphics, databases (Excel/Word, PowerPoint, Access)
Desirable
- Ability to use service management software alongside, service performance software
Person Specification
Qualifications
Essential
- Minimum five GCSE's including English & Maths or relevant experience
- IT Skills
Desirable
- Further professional financial and business qualification
PREVIOUS EXPERIENCE
Essential
- Previous administrative experience including procurement and basic Financial and Business
- Procurement experience including raising requisitions and recording financial information g relationship
- Experience of dealing with the suppliers and external agencies
SKILLS/KNOWLEDGE
Essential
- Ability to work across a wide range of teams
- Strong IT Skills - ability to develop and maintain spreadsheets, word processing, graphics, databases (Excel/Word, PowerPoint, Access)
Desirable
- Ability to use service management software alongside, service performance software
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
