Job summary
Are you a maestro of spreadsheets, equally adept at connecting with people as you are at taming data? Does the prospect of turning complexity into clarity fill you with a quiet sense of satisfaction? If you answered "yes", it's time to roll up your sleeves and step confidently into your next great adventure: we invite you to join us as our Estates and Facilities Assistant Business Manager. Oxleas need an Assistant Business Manager who's 100% passionate about making a difference to patients and staff.
About Us: We are anything but ordinary. United by an unyielding pursuit of excellence and a spirit for innovation, we shun mediocrity at every turn and revel in bold, unconventional thinking.
About You: Your organisational skills are the stuff of legend. You can explain complex financial concepts in plain English and turn baffling budgets into beautiful balance sheets. You believe that people matter just as much as numbers -- and you make time for both. You've got experience in business or operationalmanagement(private or public sector), preferably in a healthcare setting, but we're more interested in your attitude than your acronyms. You're a team player, a motivator, a listener, and a fixer!
Apply today, bring your quirks, and help us keep the NHS running -- with a smile. Please include in your supporting statement a story about the most creative solution you have ever come up with at work.
Main duties of the job
- To support the Estates and Facilities (E&F) Senior Management team to manage the complex financial arrangements in place across the Trust estate.
- To liaise with the Finance Department to ensure budgets are meaningful, expenditure is recorded accurately and that tenants are charged appropriately and in accordance with lease terms
- To contribute to plans for delivery of Cost Improvement Plan (CIPs) and track timing and completion.
- To take responsibility for ensuring estates data is up to date and accessible and to provide reports on estates performance
- To support the production of estates information for business cases and bids
About us
Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children's centres, schools and people's homes.We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary's Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.
Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:
- We're Kind
- We're Fair
- We Listen
- We Care
Job description
Job responsibilities
Business management
- To liaise with E&F team and Finance Directorate to ensure year-end projections are accurate.
- To calculate E&F CIPs annually in liaison with E&F and Finance colleagues, ensuring that the information is accurate and updated throughout the financial year as timescales change.
- To review budgets regularly, liaising with Finance to ensure that amendments are allocated correctly to reflect changes due to disposal of estate, acquisitions, service contracts, etc.
- To support the production of Directorate annual plans and preparation of the quarterly reviews.
- To support the Property Manager with landlords to agree rent and service charge reviews.
- To participate in regular meetings with the Finance Department advising and updating on under/overspends, CIPs, debtors, etc.
- To support the Property Manager in ensuring that tenants rent and service charge reviews are undertaken at appropriate dates, providing accurate calculations and backup data to support increases or reductions in tenants costs.
- To support and co-ordinate the payment process for business rates including dealing with reviews and appeals.
- To be responsible for authorising invoices for Directorate spend up to £15,000.
- To support the Trusts capital programme is reviewed and updated on a regular basis and that appropriate information is forwarded to the Finance Department in a timely fashion.
- To ensure that Trust Standing Financial Instructions, Standing Orders and Financial Approval Limits are adhered to.
Income
- To ensure that systems are in place for the accurate recharging of tenants including fixed costs and pass through costs.
- To liaise with tenants regarding the payment of invoices, chasing payment and agreeing payment plans as required and updating E&F and Finance colleagues as required.
- To work with the Finance Department to ensure that invoices are raised promptly and that appropriate back up information is provided
Estates Information
- To ensure that adhoc data requests, including Freedom of Information, are dealt with promptly and within agreed timescales.
- To co-ordinate the provision of information to auditors and manage the responses and action plans.
New developments
- To liaise with finance colleagues in the production of revenue calculations for input into Trust Business Cases. This will include capital charges, rent, hard and soft facilities management costs, utilities, business rates, etc.
- To participate in post project evaluations specifically analysing cost effectiveness of schemes and delivery of financial benefits anticipated in the business case.
- To participate in the production of tender specifications and evaluation of tenders arranged through either the Trusts Procurement Team or by the E&F Team.
- To authorise the ordering of specific job related services to a maximum of £15,000.
Management responsibilities
- High level of non-clinical responsibility
- Excellent analytical skills are required with the ability to respond to differing situations quickly and effectively.
- Excellent budget management skills are required to ensure that strict financial limits are met.
- Risk assessment and management for the Directorate
- Involvement in the strategic planning of estates issues and requirement to participate in the Trusts business planning process.
Job description
Job responsibilities
Business management
- To liaise with E&F team and Finance Directorate to ensure year-end projections are accurate.
- To calculate E&F CIPs annually in liaison with E&F and Finance colleagues, ensuring that the information is accurate and updated throughout the financial year as timescales change.
- To review budgets regularly, liaising with Finance to ensure that amendments are allocated correctly to reflect changes due to disposal of estate, acquisitions, service contracts, etc.
- To support the production of Directorate annual plans and preparation of the quarterly reviews.
- To support the Property Manager with landlords to agree rent and service charge reviews.
- To participate in regular meetings with the Finance Department advising and updating on under/overspends, CIPs, debtors, etc.
- To support the Property Manager in ensuring that tenants rent and service charge reviews are undertaken at appropriate dates, providing accurate calculations and backup data to support increases or reductions in tenants costs.
- To support and co-ordinate the payment process for business rates including dealing with reviews and appeals.
- To be responsible for authorising invoices for Directorate spend up to £15,000.
- To support the Trusts capital programme is reviewed and updated on a regular basis and that appropriate information is forwarded to the Finance Department in a timely fashion.
- To ensure that Trust Standing Financial Instructions, Standing Orders and Financial Approval Limits are adhered to.
Income
- To ensure that systems are in place for the accurate recharging of tenants including fixed costs and pass through costs.
- To liaise with tenants regarding the payment of invoices, chasing payment and agreeing payment plans as required and updating E&F and Finance colleagues as required.
- To work with the Finance Department to ensure that invoices are raised promptly and that appropriate back up information is provided
Estates Information
- To ensure that adhoc data requests, including Freedom of Information, are dealt with promptly and within agreed timescales.
- To co-ordinate the provision of information to auditors and manage the responses and action plans.
New developments
- To liaise with finance colleagues in the production of revenue calculations for input into Trust Business Cases. This will include capital charges, rent, hard and soft facilities management costs, utilities, business rates, etc.
- To participate in post project evaluations specifically analysing cost effectiveness of schemes and delivery of financial benefits anticipated in the business case.
- To participate in the production of tender specifications and evaluation of tenders arranged through either the Trusts Procurement Team or by the E&F Team.
- To authorise the ordering of specific job related services to a maximum of £15,000.
Management responsibilities
- High level of non-clinical responsibility
- Excellent analytical skills are required with the ability to respond to differing situations quickly and effectively.
- Excellent budget management skills are required to ensure that strict financial limits are met.
- Risk assessment and management for the Directorate
- Involvement in the strategic planning of estates issues and requirement to participate in the Trusts business planning process.
Person Specification
Essential
Essential
- Excellent numerical skills and ability to develop and maintain complex spreadsheets.
Desirable
- Ability to effectively work on several projects simultaneously, in conjunction with teams
Essential
Essential
- Significant (5-10 years) experience in a financial management roleApplication form and interview
Desirable
- Ability to understand complex issues and analyse the risk to the Trust.
Essential
Essential
- Ability to understand and robustly manage complex budgets
Desirable
- Experience of operational managementApplication form and interview
Person Specification
Essential
Essential
- Excellent numerical skills and ability to develop and maintain complex spreadsheets.
Desirable
- Ability to effectively work on several projects simultaneously, in conjunction with teams
Essential
Essential
- Significant (5-10 years) experience in a financial management roleApplication form and interview
Desirable
- Ability to understand complex issues and analyse the risk to the Trust.
Essential
Essential
- Ability to understand and robustly manage complex budgets
Desirable
- Experience of operational managementApplication form and interview
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).
