Finance System Implementation Manager

Job description

Job responsibilities

Under the leadership/guidance and support from the Associate Director of Financial Management, you will have the following responsibilities:

Communication of project updates

Regular updates via face-to-face meetings, reports to governance meetings, project management documentation and website / social media updates to ensure that all stakeholders are fully briefed on the progress of the project and assurance is maintained at Executive level.

Participate in developing strong relationships with all key stakeholders, ensuring continuing engagement with the project.

Excellent interpersonal and communication skills, and the ability to present complex system theory with simple delivery to large audiences of varying experience. This will require highly developed presentation and influencing skills. Presentations may be virtual, face to face or recorded, and may require multi-layered communication and influencing skills

Use of negotiation and persuasive skills when communicating change of practice to staff and divisions where there may be significant barriers to acceptance.

Attendance at relevant meetings throughout the Trust to gather intelligence, test ideas and engage in user acceptance testing and pilot areas, in order to ensure the new system is implemented successfully.

Sourcing & Purchasing

Define scope of immediate project phase, as well as future options

Ensure reporting functionality is specified in advance of the procurement and is available and possible within the system project.

Run procurement process for Cloud ERP accounting software package (GL, P2P including EDI, budgeting and forecasting), in liaison with Procurement colleagues.

Scoping and detailing the current and future costs associated with the changeProducing the final business case to recommend the preferred option and the expected costs and benefits.

Management of Implementation

Document, review and iterate as-is process to new system, ensuring efficiencies are made in the current system where possible

Be main point of contact with external provider and the relevant work streams to ensure that deadlines are met and bottlenecks cleared or escalated

Testing and user acceptance testing

Dataset review and update

Manage work stream leads through governance process to ensure adherence to plan

Integration

Ensure all feeder systems are identified and automated for system updates. Close working with the digital team to ensure compatibility at Trust level.

Training

Identify relevant stakeholder groups for training on specific modules.

Create training programmes using a variety of media, including online and face to face, with recorded modules for ongoing use.

Create super-user network for ongoing system development and improvement, as well as higher training offer

Service Development/Re-configuration

To support the Trust in future-proofing the new system, including through reporting requirements, additional modules that may be required later and ensuring efficiencies are identified and successfully implemented.

To provide Senior Managers with timely information on usage of the system, including where changes may be beneficial or where additional training may be required.

Contribute to the ongoing development of the financial management system, within the agreed scope

Organisation and Planning

Take full responsibility for execution of the project to time and to target, demonstrating high level project planning and organisational skills.

Report on performance and progress of project progress and take appropriate action to ensure address risks, issues and delays etc.

Use initiative to tackle any practical difficulties/problems arising as reported by stakeholders.

Co-ordinate and manage the administrative activities associated with the project.

Direct/lead the work of the project sub-groups as required.

Finance and Resources

Act as the project lead in financial management of the project, working closely with Finance team.

Oversee and monitor the development of a financial framework for the project as agreed by all partner organisations.

Leadership and Management

Work closely with the Associate Director of Financial Management.

The Finance Systems Implementation Manager will line manage one member of staff to deliver the project.

Management of this member of staff will involve all recruitment, appraisals and one-to-one meetings, as well as ensuring their training requirements are met.

Be an ambassador and leader for the project.

Work closely with key stakeholders to ensure robust management and governance of the project.

Lead on development of management and administrative procedures to ensure the smooth running of the project and all facets within it.

Actively contribute to the running of key meetings of project, including the production of agendas and papers for meetings. To chair meetings as appropriate.

Oversee the production of reports to key stakeholders as required.

Ensure systems are in place to monitor project progress/risks/issues and, to recommend remedial actions and implement as appropriate.

Develop excellent relationships and engagement with stakeholders within the Trust and partner organisations within the project scope.

Other Duties

The Finance Systems Implementation Manager will be responsible for creating, testing and iterating training materials and training users on all modules of the new system.

Be responsible for meeting KPIs around the training of users

Maintain an up to date, in depth specialist knowledge theory and experience of financial and accounting procedures, financial aspects of NHS legislation and NHS financial policies, in order that the system reflects these and can report appropriately.

Ensure that Standing Financial Instructions (SFIs) are embedded within the system, involving training and advising staff and monitoring compliance.

Expectation to maintain confidentiality and discretion and comply with the terms of the Data Protection Act and Trust policies at all times.

Requirement to undertake any other suitable duties delegated that are within the post holders competence.Promote equality at all times and respect privacy and confidentiality, acting appropriately and professionally upon

Person Specification

Esential

Essential

• CCAB-qualified accountant with full membership status, extensive finance experience within the NHS or a large finance department.
• Project /programme management qualification (ideally PRINCE 2 qualified) or relevant experience
• Experience of financial management and reporting within a large organisation
• Experience in developing Treasury Green Book compliant Business Cases
• Experience of collaborating across multiple organisations and stakeholders, and working with multi-disciplinary teams
• Knowledge and experience of change management
• Advanced knowledge and highly skilled in the use of MS Excel.
• Excellent understanding of project governance
• Ability to demonstrate knowledge and experience of budgetary control systems and procedures

Desirable

• Experience of implementing a financial system for a large organisation, particularly within healthcare, would be an advantage
• A good technical working knowledge of the NHS financial regime
• In depth understanding of how acute hospitals work

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Gloucestershire Hospitals NHS Foundation Trust

Address

Cheltenham General Hospital

Cheltenham

GL53 7AN

Employer's website

https://www.gloshospitals.nhs.uk/ (Opens in a new tab)