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Finance and Administration Officer

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Wrightington, Wigan and Leigh NHS Foundation Trust

2mo ago

  • Job
    Full-time
    Junior & Mid Level
  • People, HR & Administration
    Facilities Management

AI generated summary

  • You must manage diaries, arrange meetings, produce budget reports, handle accommodation requests, liaise with various managers, and track progress on projects efficiently.
  • You will manage diaries, organize meetings, produce budget reports, track accommodation requests, liaise with contractors, and monitor clinical room usage.

Requirements

  • The post holder is the first point of contact for the Head of Business & Community Estate Manager and Head of Facilities and is effectively responsible for directing or actioning queries in their absence.
  • The post holder is required to manage and maintain the diary for the Head of Business & Community Estate Manager and Head of Facilities.
  • Organise meetings with external contractors, suppliers and internal staff, ensuring the appropriate rooms are booked.
  • Arrange meetings; agree agendas and minute take at meetings with the Head of Business & Community Estate Manager and Head of Facilities and prepare/distribute relevant information.
  • Produce budget reports based on DFM database information relating to the E&F directorate budgets, including detailed ledger detail and sensitive staff payment information.
  • Collate all relevant information onto an overview sheet for analysis by senior managers.
  • Management of requests for changes of accommodation.
  • Liaise with Support Services Manager on new requests for accommodation and clinic availability.
  • Track progress of move requests and report any problems to the Support Services Manager.
  • Liaise with external removal companies to arrange the removal of equipment.
  • Liaise with Support Services Manager with regard to monitoring of non-attendance of clinical rooms.
  • Liaise with Head of Business & Community Estate Manager regarding annual recharges to tenants and invoice and monitor accordingly.

Responsibilities

  • The post holder is the first point of contact for the Head of Business & Community Estate Manager and Head of Facilities and is effectively responsible for directing or actioning queries in their absence.
  • The post holder is required to manage and maintain the diary for the Head of Business & Community Estate Manager and Head of Facilities.
  • Organise meetings with external contractors, suppliers and internal staff, ensuring the appropriate rooms are booked.
  • Arrange meetings; agree agendas and minute take at meetings with the Head of Business & Community Estate Manager and Head of Facilities and prepare/distribute relevant information.
  • Produce budget reports based on DFM database information relating to the E&F directorate budgets, including detailed ledger detail and sensitive staff payment information.
  • Collate all relevant information onto an overview sheet for analysis by senior managers.
  • Management of requests for changes of accommodation.
  • Liaise with Support Services Manager on new requests for accommodation and clinic availability.
  • Track progress of move requests and report any problems to the Support Services Manager.
  • Liaise with external removal companies to arrange the removal of equipment.
  • Liaise with Support Services Manager with regard to monitoring of non-attendance of clinical rooms.
  • Liaise with Head of Business & Community Estate Manager regarding annual recharges to tenants and invoice and monitor accordingly.

FAQs

What is the working schedule for the Finance and Administration Officer position?

The position is full-time at 37.5 hours per week, with specific working hours to be agreed upon during the interview.

What type of support will the Finance and Administration Officer provide?

The post holder will provide administrative, secretarial, and clerical support to ensure the smooth running of the Estates and Facilities department.

Who will the Finance and Administration Officer directly support?

The post holder will be the first point of contact for the Head of Business & Community Estate Manager and the Head of Facilities.

What responsibilities does the Finance and Administration Officer have regarding meetings?

The post holder will organize meetings, manage agendas, minute take, and distribute relevant information for meetings with the Head of Business & Community Estate Manager and Head of Facilities.

How does the Finance and Administration Officer manage utility invoices?

The post holder is responsible for checking and processing all utility invoices in a timely manner.

What tools will the Finance and Administration Officer use to produce budget reports?

The post holder will produce budget reports based on the DFM database information related to the Estates and Facilities directorate budgets.

Who should I contact for further details about the job?

For further details or informal visits, you can contact Sharon Ashcroft, Personal Assistant/Admin Manager, at sharon.ashcroftZ@wwl.nhs.uk or call 0300 7003862.

What is the selection process for this position?

The selection process will involve a panel interview and a short desktop exercise.

Is experience with accommodation management necessary for this role?

Yes, the post holder will manage requests for changes of accommodation and liaise with the Support Services Manager regarding these requests.

What types of organizations will the Finance and Administration Officer work with?

The officer will liaise with external contractors, suppliers, and removal companies in addition to working closely with internal staff and managers.

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Wrightington, Wigan and Leigh NHS Foundation Trust

Providing high quality NHS healthcare for our patients across the Wigan Borough.

Science & Healthcare
Industry
5001-10,000
Employees
2002
Founded Year

Mission & Purpose

Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust provides a range of healthcare services, including acute and elective care, to the communities in Wigan and surrounding areas. Their mission focuses on delivering high-quality patient care and ensuring patient safety, with an emphasis on teaching and research to advance medical practice. The Trust aims to improve health outcomes, enhance patient experience, and foster a culture of continuous learning and innovation within the healthcare system.