Finance and Administration Officer

at  Wrightington Wigan and Leigh Teaching Hospitals NHS Foundation Trust

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.
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.
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 have a recognised track record in staff engagement, and living our values..
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

Please refer the Job description for details