Associate Director of Shared Services
1 day ago
This is a key leadership role within the NHS, responsible for the overall management and performance of NHS Gloucestershire Shared Services. The successful candidate will be responsible for delivering a high-quality, customer-focused shared service encompassing payroll, pensions, staff expenses, accounts payable & accounts receivable, lease cars, procurement, financial accounting, finance and procurement systems, and counter fraud services to NHS organisations in Gloucestershire.
Main Responsibilities:- Negotiate and agree Service Level Agreements with clients on an annual basis, with agreed Key Performance Indicators and costs.
- Ensure consistency, effectiveness, integrity, and customer focus of financial systems and processes across the client base, in accordance with agreed SLAs and performance reporting to the Shared Services Partnership Board against the Key Performance Indicators.
- Provide the key financial and procurement information systems, including Smartstream general ledger/budgeting/payables, Payroll Analysis, Debtors, Purchase to Payment (P2P), and Fixed Assets, for all client organisations.
- Enhance relationships between Shared Services and clients to ensure Shared Services are the provider of choice.
Strategic Management of NHS Gloucestershire Shared Services:
- Develop and deliver plans and strategies to enable the shared services to achieve their commercial objectives.
- Negotiate and agree service level agreements and KPIs with key stakeholders on an annual basis, monitor and report the delivery of services against key performance indicators, to the Shared Services Partnership Board to ensure that services are provided in accordance with agreed SLAs and delivered within agreed budgets.
- Monitor and review all systems and procedures within the Shared Service, to ensure adequate systems of internal controls are in place, to improve processes where possible, and to ensure adherence to client organisations standing orders and standing financial instructions.
- Assist and advise the wider Finance Teams on identifying and achieving cost improvements and improving productivity using benchmarking and other comparative data to inform this process.
- Overall management and budgeting responsibility for the shared services accommodation, ensuring that a safe working environment is maintained, and that effective support functions of post room, switchboard, and reception are provided to all occupiers of the building.
Service Provision:
- Delivery of a high-quality, customer-focused shared service encompassing payroll, pensions, staff expenses, accounts payable & accounts receivable, lease cars, procurement, financial accounting, finance and procurement systems, and counter fraud services to NHS organisations in Gloucestershire.
- Work closely with the Financial Management Teams to ensure the integrity of data content in all financial systems, with adequate training of staff with access to systems.
- Support the Governance processes of the Shared Services, including attendance at the Shared Services Partnership Board and Shared Services Audit Committee.
- Be closely involved in the tendering process for outsourced services such as VAT advisors and internal/external audit, to ensure that appropriate services are secured, which represent value for money.
Policy & Procedures:
- Ensure procedures and policies are reviewed, applied, and managed across all services in a consistent way.
- Ensure that all policies are kept up-to-date, reflect national guidance, sector best practice, and statutory and legislative requirements are met, and are implemented effectively.
- Work with other senior finance and HR staff to ensure that all staff across the trust are aware of their financial responsibilities and the financial implications of their actions.
- Provide comprehensive finance guidance and training by means of procedure notes on the intranet/portal, organising and running training courses, and participation in corporate induction.
- Monitor adherence to financial controls and identify and take action against any lack of adherence.
Process Improvement:
- Lead continuous process review and improvement for Shared Services.
- Ensure that processes and procedures are up-to-date, relevant, and efficient, minimising manual transactions, and delivering standardisation.
- Contribute to and influence process improvement and transformation throughout the trust to ensure financial requirements are appropriately met and financial governance is maintained.
- Contribute to the development of the system of controls to ensure that the Trust's standing financial instructions and financial procedures are adhered to at all times.
Staff Management and Training:
- Overall management of Shared Services, including motivating staff to meet deadlines and targets, recruitment, training, appraisal, implementation of HR policies, and dealing with disciplinary/performance issues.
- Responsible for the personal development of Shared Services staff and ensure that every member of staff is regularly appraised and has a Personal Development Plan.
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