Job summary
We have an exciting opportunity for someone looking to progress into business management. Are you a well experience Administration professional seekingprogression?
As the IM&T Finance & Contracts Support Officer you will work as part of a well-established and dynamic team. Supporting the IM & T Finance and Contracts Manager within the IM & T Portfolio & Commercial team, activities will include supporting planning, progress monitoring, risk, and issue administration, and budget administration.
This role is not an accountancy role and sits outside of the organisations core Finance function.
Main duties of the job
The role will also undertake assisting the IM & T Finance and Contracts Manager in monitoring third party support contracts for critical IT infrastructure, Telephony infrastructure and clinical applications, supporting adequate vendor management, value for money and procurement compliance.
The role will monitor, analyse, report and escalate the Total Cost of Service against financial targets with particular responsibility for end of month financial activities, purchasing and invoicing.
About us
We are one of the biggest and busiest NHS trusts in the country, incorporating the General, Glenfield and Royal Infirmary hospitals. We have our very own Children's Hospital and run one of the country's leading heart centres.
Our team is made up of more than 17,000 staff providing a range of services primarily for the one million residents of Leicester, Leicestershire and Rutland.
We work with partners at the University of Leicester and De Montfort University providing world-class teaching to nurture and develop the next generation of doctors, nurses and other healthcare professionals, many of whom go on to spend their working lives with us.
Our purpose is to provide 'Caring at its best' and our staff have helped us create a set of values that embody who we are and what we're here to do. They are:
- We focus on what matters most
- We treat others how we would like to be treated
- We are passionate and creative in our work
- We do what we say we are going to do
- We are one team and we are best when we work together
Our patients are at the heart of all we do and we believe that 'Caring at its best' is not just about the treatments and services we provide, but about giving our patients the best possible experience.
About the University Hospitals of Leicester NHS Trust (leicestershospitals.nhs.uk)
Job description
Job responsibilities
SCOPE
The post holder will be responsible for providing financial and supplier management support to the IM&T Leadership team, and colleagues elsewhere in the organisation. The post-holder will be required to work across Trust sites.
The post holder will have a responsibility for achieving results and ensuring administrative efficiency, effective use of resources and monitoring of contracts. They will have a key role in the successful business management of the directorate by assisting with the management of revenue and capital accounts, procurement and contracts. The post holder will be required to deputise for other members of the team as and when the need arises.
KEY RESULT AREAS
1. Finance
1.1 Revenue & Capital Budgets Understand the IM&T revenue and capital budgets and interpret information in order to assist in the management of the budgets. Monitor and develop various budgetary monitoring systems ensuring costs are contained within budget. Liaise with managers and other colleagues regarding budget forecasting, cashflow and actual expenditure. Attend various budgetary meetings as necessary to support the Finance & Contracts Manager. Assist in managing, developing, implementing and monitoring control workflow processes to ensure budgets are on track for year end. Assist the Finance & Contracts Manager to develop and document (to a high standard)new guidelines, processes and procedures for budgetary management within IM&T ensuring financial controls are incorporated and are in line with Trust Standing Financial Instructions. Recognise that change control and documentation are critical to business continuity and risk management. Recommend to the Finance & Contracts Manager any remedial action to be taken immediately where processes are not followed. Investigate complex finance enquiries on behalf of the Directorate budget managers, providing assistance and advice, reporting appropriate action from a range of options. Monitor, analyse, report and escalate Total Cost of Service measures againstfinancial targets, taking complex information and presenting it simply todemonstrate the current financial position against targets using a variety ofsoftware including spreadsheets and databases reporting back to the Finance & Contracts Manager. Develop, maintain and report a regular forecast of Total Cost of Service Ensure all financial documentation and reporting meets internal auditing andcompliance reporting on behalf of the Finance & Contracts Manager. Respond to routine payment queries from external and internal sources in a timely manner, making use of financial systems and databases to investigate. To be proactive in the resolution of queries to minimise disruption to the payment allocations and balancing. Processing of invoices for payment.
1.2 Contract Management
Assist with contract-related financial management and tender activities, including;o Assisting with developing and negotiating contract terms, conditions, modifications, penalties and incentives, while working with key stakeholders to ensure that their requirements are met.o Assisting with managing the contract execution process, resolving problems, mitigating delays, mediating disputes and escalating issues.o Assisting in planning the contract and finance management short and long-term plans over the duration of the contracts, eg 1,3,5 and 10 years Assist and maintain contract management objectives, procedures, templates and workflow processes for vendor contracts and deliverable schedules, and administer a contract register containing a database of all executed contracts. Assist with the management of contract review meetings to ensure delivery against objectives and contract budgets, develop regular reports on contract milestones and performance, and inform internal customers, vendors and management of activities and progress through regular written and verbal communication. Provide recommendations for improvements to processes, procedures, workflow and organisational structures for contract management. Administer commercial and financial arrangements with vendors to include billing, invoicing, performance/penalty adjustments and internal charge backs, where appropriate. Working with the Procurement and Corporate departments;o Assist in maintaining and monitoring clear processes for the involvement of legal resources in the contracting life cycle.o Monitor that the vendor(s) are compliant with internal rules and regulatory obligations. Analyse historic and current contracts to inform contract planning and sourcing IT services in the future. Proactively discuss the contracted services and options in relation to their respective business value. Build and maintain good relationships with new and existing suppliers Maintain contract files and use them as reference for the future Manage a portfolio of third party contracts which are low value and low risk ensuring contract renewals are carried out in a timely manner and are proven value for money.
1.3 Purchasing, GRN & Invoicing Understand the Trusts procurement systems in order to provide a requisitioning service to IM&T. Co-ordinate, understand and process invoicing information from suppliers and lead on resolving any discrepancies that may arise. Process Goods Received Notes on behalf of IM&T, liaising with managers regarding discrepancies.
General Use own initiative when dealing with situations that are not covered by Trust procedures. Plan and prioritise competing work demands to ensure Trust and Directorate deadlines are met. Maintain and develop skills and knowledge in data extraction, presentation and analysis. Extract, analyse and produce regular and ad hoc reports that are accurate and timely.
KEY WORKING RELATIONSHIPS
Chief Information Officer Finance & Contracts Manager Business Engagement Lead Programme & Project Managers Finance & Procurement Design Authority Service Delivery Manager Receipts and Distribution
Job description
Job responsibilities
SCOPE
The post holder will be responsible for providing financial and supplier management support to the IM&T Leadership team, and colleagues elsewhere in the organisation. The post-holder will be required to work across Trust sites.
The post holder will have a responsibility for achieving results and ensuring administrative efficiency, effective use of resources and monitoring of contracts. They will have a key role in the successful business management of the directorate by assisting with the management of revenue and capital accounts, procurement and contracts. The post holder will be required to deputise for other members of the team as and when the need arises.
KEY RESULT AREAS
1. Finance
1.1 Revenue & Capital Budgets Understand the IM&T revenue and capital budgets and interpret information in order to assist in the management of the budgets. Monitor and develop various budgetary monitoring systems ensuring costs are contained within budget. Liaise with managers and other colleagues regarding budget forecasting, cashflow and actual expenditure. Attend various budgetary meetings as necessary to support the Finance & Contracts Manager. Assist in managing, developing, implementing and monitoring control workflow processes to ensure budgets are on track for year end. Assist the Finance & Contracts Manager to develop and document (to a high standard)new guidelines, processes and procedures for budgetary management within IM&T ensuring financial controls are incorporated and are in line with Trust Standing Financial Instructions. Recognise that change control and documentation are critical to business continuity and risk management. Recommend to the Finance & Contracts Manager any remedial action to be taken immediately where processes are not followed. Investigate complex finance enquiries on behalf of the Directorate budget managers, providing assistance and advice, reporting appropriate action from a range of options. Monitor, analyse, report and escalate Total Cost of Service measures againstfinancial targets, taking complex information and presenting it simply todemonstrate the current financial position against targets using a variety ofsoftware including spreadsheets and databases reporting back to the Finance & Contracts Manager. Develop, maintain and report a regular forecast of Total Cost of Service Ensure all financial documentation and reporting meets internal auditing andcompliance reporting on behalf of the Finance & Contracts Manager. Respond to routine payment queries from external and internal sources in a timely manner, making use of financial systems and databases to investigate. To be proactive in the resolution of queries to minimise disruption to the payment allocations and balancing. Processing of invoices for payment.
1.2 Contract Management
Assist with contract-related financial management and tender activities, including;o Assisting with developing and negotiating contract terms, conditions, modifications, penalties and incentives, while working with key stakeholders to ensure that their requirements are met.o Assisting with managing the contract execution process, resolving problems, mitigating delays, mediating disputes and escalating issues.o Assisting in planning the contract and finance management short and long-term plans over the duration of the contracts, eg 1,3,5 and 10 years Assist and maintain contract management objectives, procedures, templates and workflow processes for vendor contracts and deliverable schedules, and administer a contract register containing a database of all executed contracts. Assist with the management of contract review meetings to ensure delivery against objectives and contract budgets, develop regular reports on contract milestones and performance, and inform internal customers, vendors and management of activities and progress through regular written and verbal communication. Provide recommendations for improvements to processes, procedures, workflow and organisational structures for contract management. Administer commercial and financial arrangements with vendors to include billing, invoicing, performance/penalty adjustments and internal charge backs, where appropriate. Working with the Procurement and Corporate departments;o Assist in maintaining and monitoring clear processes for the involvement of legal resources in the contracting life cycle.o Monitor that the vendor(s) are compliant with internal rules and regulatory obligations. Analyse historic and current contracts to inform contract planning and sourcing IT services in the future. Proactively discuss the contracted services and options in relation to their respective business value. Build and maintain good relationships with new and existing suppliers Maintain contract files and use them as reference for the future Manage a portfolio of third party contracts which are low value and low risk ensuring contract renewals are carried out in a timely manner and are proven value for money.
1.3 Purchasing, GRN & Invoicing Understand the Trusts procurement systems in order to provide a requisitioning service to IM&T. Co-ordinate, understand and process invoicing information from suppliers and lead on resolving any discrepancies that may arise. Process Goods Received Notes on behalf of IM&T, liaising with managers regarding discrepancies.
General Use own initiative when dealing with situations that are not covered by Trust procedures. Plan and prioritise competing work demands to ensure Trust and Directorate deadlines are met. Maintain and develop skills and knowledge in data extraction, presentation and analysis. Extract, analyse and produce regular and ad hoc reports that are accurate and timely.
KEY WORKING RELATIONSHIPS
Chief Information Officer Finance & Contracts Manager Business Engagement Lead Programme & Project Managers Finance & Procurement Design Authority Service Delivery Manager Receipts and Distribution
Person Specification
Training
Essential
- 2 - 3 experience in a business management role within the public sector
Desirable
- Evidence of continuous professional development
Skills
Essential
- Evidence of public sector budgetary management (SFI's)
- Evidence of public sector procurement regulations
Desirable
- Evidence of sound planning skills - using historical data, joining the dots, what are the numbers telling etc. to inform foresight
Experience
Essential
- Managing Capital and Revenue budgets in excess of 1m
- Evidence of analysing information & preparing reports
- Evidence of managing a large portfolio of projects
Desirable
- 2 years' experience in a complex demanding environment
Person Specification
Training
Essential
- 2 - 3 experience in a business management role within the public sector
Desirable
- Evidence of continuous professional development
Skills
Essential
- Evidence of public sector budgetary management (SFI's)
- Evidence of public sector procurement regulations
Desirable
- Evidence of sound planning skills - using historical data, joining the dots, what are the numbers telling etc. to inform foresight
Experience
Essential
- Managing Capital and Revenue budgets in excess of 1m
- Evidence of analysing information & preparing reports
- Evidence of managing a large portfolio of projects
Desirable
- 2 years' experience in a complex demanding environment
Additional information
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).
