We always go the extra mile for our patients and the local community; if you would too, then please join us…

Tarporley War Memorial Hospital (TWMH) is an independent charitable hospital and the only one of its kind. We are proud to be at the heart of the community, delivering the highest-quality, patient-centred care to all our patients. We understand that each patient and their loved ones are all unique and so our journey with them is all the more special.

TWMH is a small, nurse-led unit which provides care for up to 16 inpatients, specialising in the rehabilitation of the older person, intermediate care, respite and supporting terminally ill and palliative patients.

We currently have an opportunity available for a Finance Administrator with bookkeeping experience to join our administration team for 22.5 hours per week, working between Monday and Friday on days to be agreed. The administration team plays a vital role in ensuring the smooth running of the Hospital, supporting all non-clinical activities from general administration to bookkeeping, fundraising, marketing and PR.

Dependent upon the experience we can offer a salary ranging from £21,015 to £23,363 pro-rata. TWMH provides its own company pension scheme but can also offer current NHS staff continuation of their NHS pension and comparative annual leave allowance linked to long service.

Your main focus will be financial administration and assisting a range of suppliers and service users. However, as part of a small team you will need to be flexible at times, show good initiative and have a can-do attitude. We are also a values-led Hospital so applicants must be able to demonstrate the organisation’s values and behaviours in addition to relevant financial experience.

If you are ready for a new challenge and would like to make a real difference to a growing community, then Tarporley War Memorial Hospital is the place for you. For an informal chat, please contact Sarah Mills, Business Manager, on 01829 732436.

To apply, please visit the NHS Jobs Website (www.jobs.nhs.uk). Applications will only be accepted via this route.

Closing date:

Interview date: TBA

JOB DESCRIPTION

Job Title: Finance Administrator
Pay Scale £21,015 to £23,363
Accountable to: Managing Director
Reports to: Business Manager
Base Location: Tarporley War Memorial Hospital

 

Job Summary

To support Tarporley War Memorial Hospital with financial administration, reconciliation, query resolution, analysis and reporting, and other general finance duties as required to support the overall functioning of the hospital. The post holder will support the hospital in ensuring financial aspects of income-generating work and associated costs are fully understood and correctly recorded within the hospital’s income/expenses. A flexible approach to the post is essential to enable prioritisation of workload and different duties.

Key Responsibilities
The post holder will:

  • Assist in the production of financial information; advise others of implications and propose improvements as required
  • Have a sound understanding of financial systems and accounting/booking keeping processes, including coding structures
  • Develop and maintain excellent working relationships with a wide range of staff and stakeholders, building effective networks
  • Resolve financial queries with stakeholders, including suppliers and service users, treating information sensitively and maintaining confidentiality at all times
  • Demonstrate good problem-solving skills and flexibility, responding to urgent and/or unexpected demands as they arise
  • Have an ability to make decisions autonomously when required, working to tight and often-changing timescales.
Business & Finance
  • Take receipt of all donations received by the hospital (online and offline) and record these using agreed coding
  • Record all cash and cheques appropriately, ensure these are stored securely and banked regularly
  • Work closely with the Fundraising Coordinator to ensure e-Tapestry records are well maintained and can be relied upon to enable/optimise regular Gift Aid claims
  • Monitor and record all expenses on Sage. Reimburse expense claims through Bankline
  • Manage the staff fund and petty cash systems; provide monthly updates on the staff fund and enter petty cash details on Sage
  • Raises all sales invoices and enter these on Sage. Be proactive in chasing outstanding amounts and provide the Business Manager with a regular (weekly) report/commentary on aged debtors
  • Ensure changes to Service Level Agreements are documented and reported as required
  • Ensure all supplier invoices are matched to delivery notes and that goods are received/checked prior to entering on Sage. Pursue any queries as they arise
  • Raise supplier payments through Bankline, taking note of payment terms. Ensure payments are authorised in accordance with TWMH’s policies on financial instructions and delegated authority
  • Reconcile all bank accounts weekly in Sage/against bank statements
  • Monitor account balances, arranging internal transfers as required to ensure sufficient funds are available to cover outgoing payments
  • Liaise with external accountants to support the timely production of monthly management accounts and enter the associated journals on Sage
  • Process respite bookings, ensuring that deposits are invoiced and paid promptly. Monitor patient discharges and raise interim/final invoices as appropriate
  • Ensure the completion and return of VAT exemption certificates where appropriate
Procurement
  • Liaise with suppliers and contractors to obtain competitive quotes
  • Raise Purchase Orders for the procurement of goods or services
  • Order food supplies, oil, and other equipment as required
Payroll
  • Review timesheet information in preparation for monthly payroll uploads
  • With input from line managers, maintain and monitor accurate records of sickness absence and annual leave to inform payroll requirements
  • Work closely with the Business Manager to ensure suitable processes and procedures are in place to ensure payroll is administered in a manner that is compliant with all relevant government requirements, hospital policies and employee contracts.
  • Oversee payroll and timesheet induction for new starters
  • Forward all relevant HR commentary (e.g. new starters/leavers, sickness absence, adjustments, etc.) with monthly payroll data
  • Check and approve payslips received – once approved, enter payroll journals on Sage and distribute to staff
  • Arrange timely payment to HMRC for monthly tax and NI liability.
  • Monitor all NHS/People’s pension payments, capture monthly data and prepare year-end data. Provide up-to-date employee information to NHS Pensions scheme.
Other
  • Lead/support on relevant hospital projects as identified
  • Maintain relevant monthly data for financial KPIs
  • Attend and contribute to meetings as needed
  • Share responsibility for fielding some incoming calls
Clinical Governance / Quality
The post holder will actively support the Hospital’s Clinical Governance agenda. They will participate in achieving the satisfactory completion of the Care Quality Commission’s action plan. The post holder will support through audit monitoring, standards of care and contribute to any identified improvement that may be required. The individual will adhere to and support the Hospital’s mission statement and embrace the Hospital’s vision and values. The individual will ensure compliance with Hospital policies, procedures and standard operational procedures, for self and others. This will include the expectation that the individual will alert the senior nursing team if practice appears to contravene a policy or if there are any concerns relating to any aspect of patient care.
Education and Training Development
The post holder will ensure that they complete their mandatory training within the stated timescales. The individual will be responsible for developing their own skills and knowledge as identified in their appraisal. They must attend any educational and training sessions as deemed appropriate by their line manager.
Equality and Diversity
It is the responsibility of every member of staff to understand our equality and diversity commitments and statutory obligations, and to:

Act in ways that support equality and diversity and recognises the importance of people’s rights in accordance with legislation, policies, procedures and good practice.

Valuing people as individuals and treating everyone with dignity and respect, consideration and without prejudice, respecting diversity and recognising peoples expressed beliefs, preferences and choices in working with others and delivering appropriate services.

Recognise and report behaviour that undermines equality under the hospital policy.

Be consciously aware of their own behaviour and encourage the same levels of behaviour in colleagues.

Acknowledge others’ different perspectives and recognise the diverse needs and experiences of everyone they come into contact with.

With the support of managers create an environment that embraces equality and diversity. This will be achieved by completing mandatory training and keeping up to date with changes in statutory and legal legislations.

Infection Prevention & Control
All staff will adhere to infection control policies and procedures at all times and carry out role-specific duties as per identified roles and responsibilities.
Confidentiality
Confidentiality/Data Protection regarding all personal information must be maintained at all times (both in and out of working hours).  All staff should ensure that they are familiar with and adhere to all Hospital privacy, confidentiality and security policies and procedures.  Any breach of confidentiality will be taken seriously and appropriate disciplinary action taken.
Freedom of Information
In accordance with Freedom of Information and other associated legislation, the Hospital may be required to make public recorded information available upon a request, or do this as part of a publication scheme.  Please note, that in your public role, your name or job role may be contained in a document that is published in accordance with such legislation. However, your permission would be sought first.
Management of Risk & Health and Safety
All employees have a duty to take reasonable care to avoid injury to themselves or to others and to co-operate with the Hospital in meeting its statutory requirements.

All employees will proactively contribute to the management of risk by identifying hazards in the workplace which have the potential to cause harm, raising issues of concern and risk to the appropriate level.  The individual must adhere to the incident reporting policy. They must be aware of and trained in the use of any equipment utilised within the clinical areas. This will include the reporting of any faults that are found, immediately to the senior member of staff on duty.

Safeguarding Children and Vulnerable Adults
All Hospital employees are required to act in such a way that at all times safeguards the health and wellbeing of children and vulnerable adults.  Familiarisation with and adherence to Hospital’s Safeguarding policies is an essential requirement of all employees, as is participation and completion of related mandatory/statutory training.
IT Skills
All staff are expected to have or to gain a minimum of basic level IT skills to enable them to use the Hospital’s IT systems to support Hospital’s services and needs.  All staff should be familiar with relevant IT systems and security policies and procedures.
Records Management
All staff are personally responsible for record-keeping, in line with the guidance as stated within their professional code of conduct.  A record is anything that contains information in any medium, e.g. paper-based or electronic information, which has been created or gathered as a result of any Hospital activity.  All individuals within the Hospital are responsible for any records they create or use. The individuals must ensure that records are retained in accordance with the Records Management Policy and are stored in a manner that allows them to be easily located in the event of a Freedom of Information (FOI) request.
Information Quality
All staff must ensure complete and accurate data is collected to the highest standard at all times. Data collection should be supported by adequate documentation and processes should be regularly reviewed. Staff should ensure that processes conform to national standards and are fit for purpose.  All staff should comply with the Information Quality Policy.
Administration Responsibility
 All staff will ensure good housekeeping, ensuring the provision of a safe environment. They will contribute to ensuring the safe filing of records adhering to the Hospital’s policies and procedures. Staff will also answer telephone calls in a professional and courteous manner, relaying information accurately to colleagues.
Human Resource
Staff will be flexible in their working hours in an attempt to meet service needs and demands of the hospital. All staff will be familiar with rostering procedures and will be responsible for ensuring they manage their own holiday entitlement within the calendar year. All staff will be familiar with any absence reporting and monitoring and recognise their role and responsibility in accordance with the Hospital’s policy.

All staff will familiarise themselves and adhere to the Hospital’s policies, these include, Human Resource, Clinical and Governance policies.

Financial Responsibility
All staff must utilise all resources effectively, be aware of the importance of cost-effectiveness and ensure a reduction in resource wastage.
 Change of Job Description
The duties outlined above are not intended to be exhaustive and may change as the needs of the department alter in line with current agendas.  This job description will be subject to periodic review and amendment in accordance with the needs of the Hospital.

 

Person Specification

Job Title:  Finance Administrator

 

Person Specification      
  Qualifications Essential Desirable Assessment/Interview
1 NVQ or equivalent in finance/administration E
2 GCSE English and Maths grade A-C E
3 Typing/computer skills E
4 Payroll experience D
5 Evidence of personal development E
  Experience Essential Desirable Assessment/Interview
6 Experience of working within a financial environment and bookkeeping role E
7 Understanding of payroll processes D
8 Customer service E
9 NHS or Health Care Environment D
  Knowledge Essential Desirable Assessment/Interview
10 MS Office and Outlook E
11 Filing systems manual and electronic E
12 Sound understanding of financial systems and accounting software E
  Skills Essential Desirable Assessment/Interview
13 Developed interpersonal skills and ability to communicate effectively E I
14 Ability to problem solve and respond to sudden unexpected demands E I
15 Ability to prioritise own work effectively E I
16 Flexibility and ability to work as part of a team E I
17 English language and numeracy skills E A
18 Basic Computer skills E I
19 Flexible approach to working E I
20 Ability to make decisions autonomously when required E I
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