Personal Assistant to Deputy Chief Financial Officer

Personal Assistant to Deputy Chief Financial Officer Great Western Hospitals NHS Foundation Trust is a unique organisation, serving as the sole integrated provider in the Bath and North East Somerset, Swindon, and Wiltshire system. Our scope extends beyond boundaries as we oversee adult community services in Swindon and provide acute care from the Great Western Hospital.
Our 5,500 staff have 1.2m patient contacts a year, with 13,000 operations carried out in our Theatres, around 4,000 babies born, and our emergency attendances are now well over 100,000 per year. Those numbers only tell part of our story about what an exciting time it is to join Great Western Hospitals.
We are cultivating a culture that fosters our ambitions, prioritising equality, diversion, inclusion, wellbeing, and leadership. We aim to create an environment where every member of our team can truly thrive.
The Trust is a Disability Confident Employer; all applicants who have a disability can opt to be considered under the guaranteed interview scheme, which means that, providing they meet the minimum essential criteria for the post, they will be offered an interview. We are also proudly accredited as a Veteran Aware organisation and have signed The Armed Forces Covenant.
If we receive a high volume of applications, we may close adverts prior to the published closing date. Therefore, we advise you to complete and submit your application as soon as possible.
Job overview
We are 5 minutes from junction 14 of the M4 and the A419 in Swindon.
We are delighted to offer this exciting role of Personal Assistant to Deputy Chief Financial Officer and Finance Team Administrator. It is a Part-time, Job Share (Inc. flexible working), and is offered as a opportunity to any vibrant, dynamic and well-organised individual seeking to join our friendly Finance team.
At Great Western Hospitals NHS Foundation Trust (GWH), the finance department prides itself on being friendly and driven and on encouraging every team member to train, develop and improve personally and professionally. We want to support you to have a rewarding career in NHS finance with us, and will work with you to map out your training and development needs, while allowing you the autonomy to design the most effective way of adding value through your role. We want to hear from pro-active, ambitious team players who are keen to make improvements to the delivery of financial services for the benefit of our patients.
Main duties of the job
This role will support several finance-related meetings, be the end-to-end process for face-to-face and virtual finance training, and support to staff across the Trust in using the finance system.
The post holder will be expected to work independently, frequently using their own initiative within defined administrative policies and procedures without reference to senior managers.
The post holder will report directly to the Deputy Chief Financial Officer.
1. To provide general administrative and secretarial support to senior managers within the Finance Team including diary management, meeting preparation, assisting with purchase orders, basic IT assistance, document preparation and collection of information / data.
2. To prepare and produce Minutes for Risk Management Departmental Meetings, Trust resource Review and Investment Group, and Capital Management Group, as well as various ad-hoc projects and estates related meeting Notes / Minutes as required.
3. To organise and arrange meeting set up (ie room bookings and diary management), to prepare the required agendas and related paperwork and distribution to group members and attend those meetings in order to prepare comprehensive Minutes or Notes.
Working for our organisation
Our STAR values - Service, Teamwork, Ambition and Respect - are a golden thread running through everything we do. These values serve as a guiding principle, driving us towards our vision of delivering great joined up services to our local community. Whether at home, in the community, or within the hospital, our goal is to empower individuals to lead independent and healthier lives.
Detailed job description and main responsibilities
In the finance department we are firmly on track to meet the One NHS Finance Level 2 Accreditation for Excellence in the next 12 months. You will be offered a tailored Personal Development Plan to meet your needs and achieve your ambitions within NHS Finance. We run internal management courses and are aligned to the Financial Staff Development Network, the Healthcare Financial Management Association and the South West Finance Academy, meaning that we are able to access multiple courses and resources to assist you in being able to excel in your new role.
The selected candidate should be able to demonstrate they possess the required skills set and experience which will enable them to provide personal assistant support to the Deputy Chief Financial Officer and administrative support to the Finance team operating across Great Western Hospitals NHS Foundation Trust sites.
1. To provide a comprehensive PA service to the Deputy Chief Financial Officer. To receive and pass on accurate and timely messages, deal with all enquiries where possible or delegate matters to other Trust staff.
2. Efficiently manage the diary of the Deputy Chief Financial Officer, ensuring that all internal and external meetings/conferences are managed effectively.
3. To prepare agendas for meetings for the Deputy Chief Financial Officer, and to distribute paperwork, track actions and transcribe formal minutes from those meetings using relevant IT packages. The PA is also responsible for dealing with routine enquiries associated with such meetings and planning and co-ordinating meetings on regular basis, including room bookings.
4. To draft letters, reports and presentations for the Deputy Chief Financial Officer using IT packages (Word, Excel, PowerPoint), ensuring all demonstrate professionalism.
5. To make travel arrangements for finance staff when required.
6. To provide a full administration and support service to the Finance Team. This will involve utilising strong communication and organisational skills and the handling of sensitive or complex information.
7. Manage the Finance queries email inbox, responding to queries where able and using judgement to escalate to senior team members where appropriate.
8. Ensuring that stock levels of stationary and related items are maintained for use within the team.
9. Demonstrate duties and tasks to new members of staff.
10. Contribute to the review and development of policies and procedures for the Finance department.
11. Contribute to the development and implementation of administrative systems within the department. Including running projects to improve the departmental level administrative processes, improving the service provided to Trust staff and colleagues within external organisations.
12. Undertake finance data input and data extraction from information systems.
13. Manage internal and external communication such as emails and telephone calls on a day-to-day basis. Respond effectively and efficiently to members of staff and external colleagues contacting the department. Liaise and interact with other members of staff, colleagues and external organisations in a professional manner.
14. To place requisitions for goods and services onto the Shared Business Services System (SBS) when requested.
15. To handle confidential, contentious, and sensitive information of a personal and financial nature on a regular basis and be relied upon to observe and comply with the Trust's confidentiality rules and policies at all times.
16. To proactively analyse the trends of incoming queries and work with other colleagues within or outside of the department to eliminate or reduce the volume received and improve the user experience.
17. Be first point of contact for all enquiries relating to finance, whether in person, by phone or via email, using discretion on the redirection of queries where necessary and providing advice where appropriate.
18. Ensure that those who contact the finance team experience excellent customer service and receive a prompt and efficient response to their enquiry.
19. Supporting staff using the finance system, for example by helping with log in or navigation issues.
20. Undertake ad hoc project work as required, researching, and producing information to support the project.
21. Any other duties required by the line manager that are commensurate with the band.
Please see attached the full Job Description
Person specification
Qualifications
Essential criteria
~ GCSE (or equivalent) in Maths and English (A-C)

Desirable criteria
A level in Maths and English (A-C)
NVQ level 3 (or equivalent)
Business Admin qualification
Experience
Essential criteria
Experience of working in a busy office environment
Experience of Minute or Note taking
Desirable criteria
Experience of Finance teams
Experience of purchasing or financial systems
Skills
Essential criteria
Good working knowledge of Microsoft Office (Word / Excel / Outlook)
Ability to communicate effectively and clearly with a good eye for detail
To work with integrity and maintain confidentiality at all times
Excellent communication skills at all levels
Desirable criteria
~ Knowledge and experience of Oracle Financial system (SBS)

Thank you for expressing interest in this role. For further employer guidance, please review the attached supplementary applicant information.
Eligibility for this role requires:
Current right to work in the UK, subject to verification.
Qualification of the eligibility sponsorship criteria
From 4 April 2024, UK immigration policy changes has increased minimum salary levels for skilled workers.
Current employees should be aware that this position is advertised as a Great Western Hospitals position and appointment ends any TUPE protection.
Candidates are responsible for covering the cost of their own DBS check if required: £18 for a Standard DBS check, recoverable from the first pay, or £38 for an Enhanced DBS check, divided and recoverable over the initial two pay periods. Payment for DBS checks for bank posts must be settled prior to commencement. Apprentices are exempt from DBS payment.
We are committed to supporting our staff in achieving a healthy work-life balance through flexible work arrangements. Upon joining the Trust, you have the right to request flexible working, with an unlimited number of requests allowed.
Upon acceptance of a job offer, your information will be transferred to the national NHS Electronic Staff Records System. All communication regarding your application will be conducted via email; please ensure to check your junk/spam folders as emails may occasionally be filtered there.
Employer certification / accreditation badges
Documents to download
Job Description and Person Spec ( PDF , 130.9 KB )
Recruitment Jobs Pack ( PDF , 1.1 MB )
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