The post holder is responsible for administration and financial support for the Head of Business and Community Estate and Head of Facilities, directing or actioning queries in their absence. They manage and maintain the diary for both heads, organize meetings with external contractors, suppliers, and internal staff, ensuring appropriate rooms are booked. The post holder will arrange meetings, agree on agendas, take minutes, and prepare/distribute relevant information.
They produce budget reports from the internal accounting system (DFM) related to the E&F directorate budgets, including detailed ledger details and sensitive staff payment information. Additionally, they collate all relevant finance information onto an overview sheet for analysis by senior managers, manage requests for changes of accommodation across the Trust, and liaise with the Support Services Manager on new requests for accommodation and clinic availability.
The post holder tracks the progress of move requests and reports any problems to the Head of Business and Community Estate. They liaise with external removal companies to arrange the removal of equipment and monitor non-attendance of clinical rooms in coordination with the Support Services Manager. They also handle annual recharges to tenants, invoicing, and monitoring accordingly.
Creating individual budget spreadsheets for senior managers to assist in scrutinizing monthly costs is also a responsibility. The post holder must act on their own initiative and without direct supervision, addressing queries that would otherwise have to be handed to the Head of Business and Community Estate and Head of Facilities. They assess, analyze, code, and process all Contracted-Out Services invoices, approving and receipting as per purchase order instructions, as well as analyzing discrepancies on invoices/credit notes and contacting external companies to rectify errors.
The post holder must achieve multiple tasks regularly that require prolonged concentration to ensure effectiveness and accuracy, particularly in financial information processing while managing constant interruptions from staff and external companies via phone calls and emails. They receive and process mail and telephone messages on their own initiative as far as possible or in accordance with instructions. General administration tasks, such as the production of papers and reports, are also required for effective management of meetings.
Finally, the post holder is expected to work flexibly with other staff to maintain an efficient service, especially during times of absence such as annual leave and sickness.
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