Finance Systems Administrator

Job description

Job responsibilities

Management

1. To offer daily oversight of the systems team responsible for Oracle EBS, which encompasses iProcurement, OAC (Oracle Analytics Cloud), Documation, Compucare, and the finance systems inbox. This oversight includes work planning, performance evaluation, training, development and guidance. Contribute to service development and delivery and business planning with the department manager.
2. Attend meetings as indicated.
3. Plan, manage and prioritise a complex work load, delegating to the team and reorganising work as necessary.
4. Adhere to all local standard operating procedures and policies.
5. Contributes to the induction, management and development of team members.
6. Participate in personnel functions such as recruitment, discipline, and the appraisal process in line with the Knowledge and Skills Framework.
7. Submit and interpret accurate and timely statistical data and information as required.
8. Understand the wider departmental and organisational aims and priorities by engaging positively with the service and its users.
9. Acts as a role model to other members of the team, in regard to demonstrating professional behaviours and exemplary conduct.
10. To demonstrate excellent prioritising and time management skills to meet the unpredictable and conflicting needs of the service.

Communication

1. Respond to financial queries from staff, suppliers, internal customers, which are often complex, including reasons for issues with systems; provide advice on complex financial and corporate issues to non-financial managers.
2. Visits to work at multiple hospital sites across UHSussex as and when required.
3. Provision of professional and efficient system support to all users. Deal professionally with support calls and emails effectively and efficiently within agreed timescales. Controls and directs unresolved issues to relevant resource.
4. Answer complex enquiries in person, on the telephone and via e-mail, from people who may have varying levels of ability to understand complex data requirements and escalating where required.
5. To deal with queries or take in information which may be complicated in nature and give explanations clearly where there may be barriers to understanding or acceptance

Policy and Service Development

1. To promote the use and value of information throughout the Trust taking full account of Information Governance principles
2. Utilise a number of logs to accurately record support and administrative work completed/pending, allowing for an efficient workflow and analysis of data as to departmental activity. This requires high levels of diligence as this data is integral to audit and as reference for future issues.
3. To encourage best practices with users across the Trust.
4. Ensure that all tasks relating to the financial systems are completed accurately and within agreed timescales.

Administrative

1. To ensure all systems, that the Finance Systems Team are responsible for, are kept up to date by ensuring the user base is correct.
2. Setup new users ensuring that correct processes and procedures have been followed.
3. Undertake data cleansing of relevant systems where required
4. Ensure systems standing data is kept up to date. This includes maintaining the approval & accounting hierarchies in Oracle EBS and Documation (IMS).
5. Maintain statistics on scanning and IMS queues for the Payments Manager.
6. Be responsible for maintaining the Systems Team T drive directory and sub directories that will assist team members to find documents quickly.
7. When required, the post holder will be required to assist with training end users on the systems the Finance Systems team are responsible for.

Development

1. Find ways to improve efficient working practices by ensuring people are utilising systems to fullest capacity
2. Suggests and implement system changes and procedures where appropriate.
3. Improve distribution process and content of Budget holder reports sent out or accessed online.
4. Assist in the migration away from legacy systems where appropriate.

Training and Education

1. To maintain an in-depth knowledge of the various systems that the Finance Systems team are responsible for, keeping up to date with systems developments, and understanding the impact of changes on users and Trust performance.
2. Assist with the upkeep of training documents/user guides which are available on the trust intranet and regularly referred to by system users across the trust.
3. Help promote a learning environment in all areas so staff can learn from each other and share best practice.
4. Be the go to person offering assistance on any of the systems that the team is responsible for.

Audit and Research

1. Contribute ideas and knowledge to the department to facilitate audit, minimise errors and improve efficiency
2. To participate in quality assurance, service audit and outcome measures,devising suitable tools for the specialist service.

Personal and Professional Development

1. The post holder will support the Finance System Team members, where required and where workloads allow, in other tasks
2. Attend mandatory and statutory training as required.
3. Attend relevant education, training and study days as required.
4. Devise and implement a personal development plan.
5. Accountable for own practise and takes every opportunity to sustain and improve professional knowledge and competence.

Other Role-Specific Duties

1. Carry out any other reasonable duties commensurate with the role and delegated or requested by the manager as the needs of the service require.
2. The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Department and the Organisation.

Person Specification

Interview

Essential

• Knowledge, Training & Experience
• Qualifications & Professional Registration
• Values & Attitudes
• Planning & Organisational Skills
• Communication & Relationship Skills

Desirable

• Qualifications & Professional Registration

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.

Certificate of Sponsorship

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).

Employer details

Employer name

University Hospitals Sussex NHS Foundation Trust (279)

Address

St Marys Hall

Eastern Road

Brighton

BN2 5JJ

Employer's website

https://www.uhsussex.nhs.uk/ (Opens in a new tab)