Job summary We are seeking an enthusiastic and reliable individual to join the Estates & Facilities team as Finance & Admin Officer. The post holder will provide an efficient and effective administrative, secretarial and clerical support service to ensure the smooth running of the Estates and Facilities department in Suite 8, Buckingham Row and to ensure all utility invoices are checked and processed in a timely manner. The selection process will be a panel interview and a short desktop exercise. The post is 37.5 hours per week and working hours will be agreed at interview. Main duties of the job The post holder is the first point of contact for the Head of Business & Community Estate Manager and Head of Facilities and is effectively responsible for directing or actioning queries in their absence. The post holder is required to manage and maintain the diary for the Head of Business & Community Estate Manager and Head of Facilities. Organise meetings with external contractors, suppliers and internal staff, ensuring the appropriate rooms are booked. Arrange meetings; agree agendas and minute take at meetings with the Head of Business & Community Estate Manager and Head of Facilities and prepare/distribute relevant information. Produce budget reports based on DFM database information relating to the E&F directorate budgets, including detailed ledger detail and sensitive staff payment information. Collate all relevant information onto an overview sheet for analysis by senior managers. Management of requests for changes of accommodation. Liaise with Support Services Manager on new requests for accommodation and clinic availability. Track progress of move requests and report any problems to the Support Services Manager. Liaise with external removal companies to arrange the removal of equipment. Liaise with Support Services Manager with regard to monitoring of non-attendance of clinical rooms. Liaise with Head of Business & Community Estate Manager regarding annual recharges to tenants and invoice and monitor accordingly. About us Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We havea recognised track record in staff engagement, and living our values Date posted 29 October 2024 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year per annum, pro rata Contract Permanent Working pattern Full-time, Flexible working Reference number 302-24-6696986E Job locations Buckingham Row Brick Kiln Lane Wigan WN1 1XX Job description Job responsibilities The post holder is the administration and financial support for the Head of Business and Community Estate and Head of Facilities and is effectively responsible for directing or actioning queries in their absence. The post holder is required to manage and maintain the diary for the Head of Business and Community Estate and Head of Facilities. Organise meetings with external contractors, suppliers and internal staff, ensuring the appropriate rooms are booked. Arrange meetings; agree agendas and minute take at meetings with the Head of Business and Community Estate and Head of Facilities and prepare/distribute relevant information. Produce budget reports from the internal accounting system (DFM) relating to the E&F directorate budgets, including detailed ledger detail and sensitive staff payment information. Collate all relevant Finance information, onto an Overview sheet for analysis by senior managers. Management of requests for changes of accommodation across the Trust. Liaise with Support Services Manager on new requests for accommodation and clinic availability. Track progress of move requests and report any problems to the Head of Business and Community Estate. Liaise with external removal companies to arrange the removal of equipment. Liaise with Support Services Manager with regard to monitoring of non-attendance of clinical rooms. Liaise with Head of Business and Community Estate regarding annual recharges to tenants and invoice and monitor accordingly. Create individual budget spreadsheets for senior managers to assist in scrutinising monthly costs. Action work on their own initiative and without direct supervision, and address queries that would otherwise have to be handed to the Head of Business and Community Estate and Head of Facilities. The post holder is required to assess, analyse, code and process all Contracted-Out Services invoices, approve and receipt as per purchase order instruction. Analyse discrepancies on invoices/credit notes and contact external companies to rectify errors, and process and approve appropriate credit note requests. The post holder is required to achieve multiple tasks on a regular basis that require prolonged concentration to ensure effectiveness and accuracy of tasks. This applies to financial information processing, whilst handling constant interruptions from staff and external companies via phone calls, emails etc. Receive and process mail and telephone messages on own initiative as far as possible or in accordance with instructions. General administration (production of papers, reports, etc.) that is required for the effective management of meetings. Work flexibly with the other staff to maintain an efficient service, especially in times of absence ie annual leave and sickness absence. Job description Job responsibilities The post holder is the administration and financial support for the Head of Business and Community Estate and Head of Facilities and is effectively responsible for directing or actioning queries in their absence. The post holder is required to manage and maintain the diary for the Head of Business and Community Estate and Head of Facilities. Organise meetings with external contractors, suppliers and internal staff, ensuring the appropriate rooms are booked. Arrange meetings; agree agendas and minute take at meetings with the Head of Business and Community Estate and Head of Facilities and prepare/distribute relevant information. Produce budget reports from the internal accounting system (DFM) relating to the E&F directorate budgets, including detailed ledger detail and sensitive staff payment information. Collate all relevant Finance information, onto an Overview sheet for analysis by senior managers. Management of requests for changes of accommodation across the Trust. Liaise with Support Services Manager on new requests for accommodation and clinic availability. Track progress of move requests and report any problems to the Head of Business and Community Estate. Liaise with external removal companies to arrange the removal of equipment. Liaise with Support Services Manager with regard to monitoring of non-attendance of clinical rooms. Liaise with Head of Business and Community Estate regarding annual recharges to tenants and invoice and monitor accordingly. Create individual budget spreadsheets for senior managers to assist in scrutinising monthly costs. Action work on their own initiative and without direct supervision, and address queries that would otherwise have to be handed to the Head of Business and Community Estate and Head of Facilities. The post holder is required to assess, analyse, code and process all Contracted-Out Services invoices, approve and receipt as per purchase order instruction. Analyse discrepancies on invoices/credit notes and contact external companies to rectify errors, and process and approve appropriate credit note requests. The post holder is required to achieve multiple tasks on a regular basis that require prolonged concentration to ensure effectiveness and accuracy of tasks. This applies to financial information processing, whilst handling constant interruptions from staff and external companies via phone calls, emails etc. Receive and process mail and telephone messages on own initiative as far as possible or in accordance with instructions. General administration (production of papers, reports, etc.) that is required for the effective management of meetings. Work flexibly with the other staff to maintain an efficient service, especially in times of absence ie annual leave and sickness absence. Person Specification Qualifications Essential oGCSE Maths and English - grade C or above oRSA level 3 or equivalent in relevant discipline Desirable oEuropean Computer Driving License (ECDL) or ability to work at this level. oNVQ Administration or Finance Level 1 or 2. Experience Essential o2 years administration experience oAble to prioritise workload oExperience in working with sensitive and confidential information oExperience of working within a finance background Desirable oKnowledge of working within an Estates and Facilities environment. Skills Essential oDemonstrable organisational skills oAble to prioritise workload. oGood multi-tasker oDemonstrate experience of using Word/Excel Spreadsheets oExcellent communication skills oAbility to deal sensitively with confidential information oGood telephone manner Desirable oAble to draft memo/letters oIntermediate Excel skills Knowledge Essential oGood knowledge of Microsoft Office and up-to-date knowledge and experience across the full range of activities oKnowledge of maintaining financial systems including invoicing, reconciling payments received and reporting on progress. Desirable oKnowledge of HR policies and Procedures oKnowledge of the SBS Oracle system and how to raise and receipt orders and deal with discrepancies. Additional Essential oProfessional appearance and approach oAble to work as part of a team and on own initiative oThe ability to travel to other hospital sites if required. oSpeak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation. Desirable oCar owner/driver Person Specification Qualifications Essential oGCSE Maths and English - grade C or above oRSA level 3 or equivalent in relevant discipline Desirable oEuropean Computer Driving License (ECDL) or ability to work at this level. oNVQ Administration or Finance Level 1 or 2. Experience Essential o2 years administration experience oAble to prioritise workload oExperience in working with sensitive and confidential information oExperience of working within a finance background Desirable oKnowledge of working within an Estates and Facilities environment. Skills Essential oDemonstrable organisational skills oAble to prioritise workload. oGood multi-tasker oDemonstrate experience of using Word/Excel Spreadsheets oExcellent communication skills oAbility to deal sensitively with confidential information oGood telephone manner Desirable oAble to draft memo/letters oIntermediate Excel skills Knowledge Essential oGood knowledge of Microsoft Office and up-to-date knowledge and experience across the full range of activities oKnowledge of maintaining financial systems including invoicing, reconciling payments received and reporting on progress. Desirable oKnowledge of HR policies and Procedures oKnowledge of the SBS Oracle system and how to raise and receipt orders and deal with discrepancies. Additional Essential oProfessional appearance and approach oAble to work as part of a team and on own initiative oThe ability to travel to other hospital sites if required. oSpeak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation. Desirable oCar owner/driver 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. Employer details Employer name Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust Address Buckingham Row Brick Kiln Lane Wigan WN1 1XX Employer's website http://www.wwl.nhs.uk/ (Opens in a new tab)