Soft Services Site Liaison Officer

4 weeks ago

London, United Kingdom Guy's and St Thomas' NHS Foundation Trust Full time

The post holder will need to be able to provide a high quality administrative support service to the department including day to day financial reporting, and management of just over £1.5m for the soft services liaison budget. This includes recording and reporting all financial transactions within these services, and will ensure the efficient operation of the service as well as effective communication both internally and externally to support the productive operation of the site liaison team.

The role will require the individual to interact with a multi-disciplinary team in a very busy department, dealing with complex Financial and Business reporting and will be responsible for reviewing and reporting on staff performance, working with individuals to set clear standards and objectives, identifying training and development needs.

The duties and responsibilities, raise orders for the purchase of goods, services and materials, receipt orders and prepare invoices for payment in accordance with the Trust’s Standing Financial Instructions. Other duties include liaison with both internal and external customers and staff, suppliers and any associated administration, reporting and filing that is generated. Monitoring the performance of key suppliers in terms of purchase ordering and liaising with clinical departments as appropriate to ensure quality, quantity and to assist in assimilating and processing of KPIs, completing all documentation necessary for issue.

Financial and Business reporting of the Housekeeping Department, Patient Food Service, Building Maintenance, Portering, Uniforms, Window Cleaning Contract and the Grounds and Gardens contract. This includes recording and reporting all financial transactions within these services, raising orders associated with these services and recording all transactions accordingly. Other duties include liaison with both internal and external customers and staff, suppliers and any associated administration, reporting and filing that is generated.

Guy’s and St Thomas’ NHS Foundation Trust comprises five of the UK’s best known hospitals - Guy’s, St Thomas’, Evelina London Children’s Hospital, Royal Brompton and Harefield - as well as community services in Lambeth and Southwark, all with a long history of high quality care, clinical excellence, research and innovation.

Essentia is part of Guy’s and St Thomas’ and is responsible for all non-clinical healthcare services. Essentia designs, builds and maintains healthcare infrastructure, which is vital to the smooth running of healthcare services. This encompasses everything from construction projects and healthcare planning, to waste management, housekeeping, transport and security. Essentia employs around 1,800 people. It combines exceptionally high standards and public sector values with commercial focus, innovative thinking and modern technology to create the best possible patient experience.

St Thomas’ Soft Services provides patient catering, housekeeping, building maintenance and portering services across the site. The post holder will join a dynamic and skilled team, with the ability to build on the strengths of the current soft services, yet flexible to adapt to future changes to ensure the needs and objectives of both the service and the Trust are met.

Operational

Assisting in maintaining the day to day finance reporting and management of just over £1.5m for the soft services budget. This includes recording and reporting all financial transactions within these services, raising orders associated with these services and recording all transactions accordingly.

Raise orders for the purchase of goods, services and materials, receipt orders and prepare invoices for payment in accordance with the Trust’s Standing Financial Instructions.

Liaison with both internal and external customers and staff, suppliers and any associated administration, reporting and filing that is generated.

Monitoring the performance of key suppliers in terms of purchase ordering and liaising with clinical departments as appropriate to ensure quality, quantity and to assist in assimilating and processing of KPIs, completing all documentation necessary for issue.

Manage the processing of requisitioning and ordering of supplies and expenditure for the Soft Services providing monthly reports to Soft Services managers highlighting trends and recommendations where there is evidence of overspend.

Supporting management and recording expenditure against budget on all departmental GL accounts and taking appropriate action by raising budget holders’ awareness of financial performance and compliance requirements.

Production of monthly expenditure reports, Accounts Receivable invoices, and recharges to NHS and non-NHS organisations in accordance with the Trust’s agreed timetables and standing financial instructions.

Investigation of variances from plan by interrogating the General Ledger and other Trust financial systems (i.e

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