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Personal Assistant to Deputy Chief Financial Officer

4 months ago

Swindon, United Kingdom Great Western Hospitals NHS Foundation Trust Full time

Job summary

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.

About us

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.

Job description

Job 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 Trusts 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

GCSE (or equivalent) in Maths and English (A-C)

Desirable

A level in Maths and English (A-C) NVQ level 3 (or equivalent) Business Admin qualification

Experience

Essential

Experience of working in a busy office environment Experience of Minute or Note taking

Desirable

Experience of Finance teams Experience of purchasing or financial systems

Skills

Essential

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

Knowledge and experience of Oracle Financial system (SBS)