Job description

Job responsibilities

The postholders will support the Management Accountant in providing a comprehensive management accounting service for their designated areas.

Support the production of financial statements for month end reporting for areas of responsibility.

Support the Annual Accounts process by preparing reconciliations, accruals, prepayments and supporting documentation.

Provide analysis of expenditure, income and budget variances for designated areas, identifying issues and supporting interpretation of financial performance.

Raise and process periodic invoices, ensuring accuracy and timely completion.

Input accruals and prepayments to ensure the financial position reported is true and fair.

Maintain and update financial procedures for designated areas, ensuring accurate documentation and version control.

Manage daytoday financial queries and resolve routine issues autonomously, working within established procedures and governance frameworks.

Support budget updates and inyear adjustments, ensuring they are processed correctly and in line with operational requirements.

Support implementation of changes to financial processes where required to enhance service delivery.

The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role; the job holder will carry out any other duties as may reasonably be required.

The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Department and the Organisation.

Person Specification

Knowledge, Training and Experience

Essential

• AAT part qualified/studying towards an accounting qualification or qualified by experience
• Previous knowledge of financial and accounting procedures
• Numerate with good analytical skills
• Able to work to strict deadlines
• Working knowledge of Microsoft Office with intermediate keyboard skills.

Desirable

• Knowledge of financial aspects of NHS legislation and NHS finance policies including commissioning.
• Knowledge of the ICB reporting cycle.

Communication Skills

Essential

• Good communication skills Both oral and written and good interpersonal skills.
• Able to work effectively as part of a team as well as working on own initiative.

Others

Essential

• Adaptability, flexibility and ability to cope with uncertainty and change.
• Ability to engage with colleagues and wider teams, sharing knowledge and learning from others to ensure the delivery of high-quality financial support..

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Hampshire and Isle of Wight ICB (104)

Address

Omega House

Eastleigh

SO50 5PB

United Kingdom

Employer's website

https://www.hantsiowhealthandcare.org.uk/icb (Opens in a new tab)

Job description

Job responsibilities

Key responsibilities include:

Acting as the first point of contact for safeguarding enquiries, responding sensitively and appropriately to complex and often challenging communications from a wide range of stakeholders.

Managing complex diaries, arranging meetings, conferences and events, and coordinating the workplans and activities of the safeguarding team.

Preparing agendas, ensuring accurate minutes and action notes, and maintaining records to support effective governance and decision-making.

Maintaining and developing databases, records and information systems, ensuring data is managed securely and in accordance with information governance requirements.

Supporting the collection, analysis and reporting of safeguarding data, performance information, audits and quality assurance activities.

Providing administrative support to safeguarding reviews, serious case reviews, domestic homicide reviews, audits and wider improvement programmes.

Building effective relationships with partner organisations including NHS providers, local authorities, police, safeguarding partnerships and other agencies to support collaborative working across the system.

Handling highly sensitive and confidential information with discretion, professionalism and empathy, often relating to vulnerable children, young people and adults.

Supporting recruitment, induction and training activities, as well as organising safeguarding learning events and multi-agency conferences.

Contributing to service improvement, transformation initiatives and the ongoing development of safeguarding administrative processes.

This is a varied and rewarding role that requires excellent organisational skills, attention to detail, sound judgement and the ability to work independently within a fast-paced environment while supporting services that help protect some of the most vulnerable people in our communities.

Person Specification

Qualifications and experience

Essential

• Vocational Level 3 or equivalent in Business administration/management; plus knowledge of specialist functional requirements of safeguarding and possess knowledge and experience to deal with non-routine issues such as problem solving and responding to complex safeguarding issues and procedures.
• Educated to GCSE/O level grade C in English and Maths or equivalent.
• ECDL
• Experience of providing high level business support in a busy environment. Including preparing agendas and taking detailed and complex minutes.
• Experience in the NHS.
• Experience of working in a constantly changing environment.
• Experience in managing / supervising an administrative team, including allocation of workload.
• Experience of invoice processing, working with financial systems or equivalent and developing administrative systems to meet needs.

Skills and abilities

Essential

• Ability to work without supervision, organisation and prioritising own and others workload to changing and often tight deadlines.
• Ability to work as part of a team.
• Being flexible and adaptable at work in order to meet competing priorities in an unpredictable environment.
• Excellent telephone and interpersonal skills.
• Able to communicate clearly and concisely with health professionals, social services, members of the public and private providers, being able to articulate in a calm manner.
• Able to deal with distressed members of the public and professionals, overcoming language difficulties and communication problems.
• Experience in detailed minute taking.
• Able to work on own initiative, organising and prioritising own workload to set deadlines.
• Proven ability to prioritise.
• Ability to work under pressure in a busy working environment to changing deadlines.

Knowledge

Essential

• Understanding of risk management.
• Understanding of personal health and safety responsibilities.
• Understanding of confidentiality and Data protection Act.
• Knowledge of business/administrative terminology, procedures and processes.
• An understanding of equality within the workforce and how it can impact on this post.

Desirable

• Knowledge of safeguarding administrative procedures and systems, the majority of which are non-routine, acquired through training and experience.

Communication and interpersonal skills

Essential

• Communicates complex, sensitive, contentious information with a range of stakeholders, where persuasion or negotiation is required, and communicate complex, distressing and sensitive condition related information concerning the assessment, treatment and risk factors in relation to a range of safeguarding concerns.
• Excellent persuasive, motivational and negotiating skills.
• Clear communicator with excellent writing and data entry skills, capable of delivering clear information/instructions.

Analytical and problem-solving skills

Essential

• Excellent analytical and problem solving skills.

IT and digital literacy

Essential

• Experience of setting up and working with databases.
• Experience and knowledge of data entry, text processing and storage of data.
• Good working knowledge of Microsoft Office package

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Hampshire and Isle of Wight ICB (104)

Address

Omega House

112 Southampton Road

Eastleigh

SO50 5PB

United Kingdom

Employer's website

https://www.hantsiowhealthandcare.org.uk/icb (Opens in a new tab)

Job description

Job responsibilities

To provide an efficient and effective confidential service such that those assisting are well supported through all means of their role.To proactively manage and operate the inboxes, this includes acknowledging and responding to correspondence in a timely manner, redirecting and flagging emails for the Executive to action, and following up for responses and actions.To always work in a highly professional manner, maintaining diplomacy and confidentiality in communicating highly sensitive or highly contentious information with internal staff at all levels across all parts of the ICB as well as other external bodies/members of the public. This requires tact, discretion, and sensitivity to promote the good name and reputation of the ICB.Act on behalf of the Executive in times of absence by making rapid and accurate assessment of urgent/sensitive situations that could be addressed by other colleagues

The post holder must be able to recognise the importance of confidentiality and sensitivity of issues and at all times is able to act using the utmost discretion.

Working in line with the Executive Office Standard Operating Procedure.

Assimilate, manage, and communicate a wide range of information, some of which will be sensitive and complex and may involve matters relating to individual staff or patient matters or to matters of commercial confidence.

Communicate with tact, understanding and discretion with members of the public/patients/carers when dealing with enquiries/complaints.

Respond to all queries, correspondence and telephone calls coming into the office in a timely and professional manner. Initiate action where possible and report progress as appropriate. Employ judgement to ensure that messages and actions are prioritised and brought to the attention of the Executive and/or relevant leads as appropriate with any relevant supporting information.

Receive and screen all incoming mail, obtaining any relevant background information. On behalf of the executive team and ICB prepare/commission draft responses as necessary, identifying appropriate action or referral. Initiate follow up action where necessary, ensuring that delegated Heads of draft an appropriate response, setting deadlines to ensure the senior team has sufficient time to review draft.

Manage the Executive Directors emails, ensuring briefings and follow up actions take place, deadlines are met, junk mail is deleted, emails are reviewed and actions.

Act on behalf of the Executive Director(s), in times of absence, by making rapid and accurate assessments of urgent/sensitive situations that can be addressed by appropriate colleagues within the organisation in order to meet deadlines, provide solutions and avoid disruptions.

Plan for situations, which are known; and to be able to re-prioritise work to accommodate unexpected situations and interruptions.

Effectively manage the diary of the executive team, prioritising meetings/appointments, as necessary, ensuring the executive team have sufficient work/reflective time.

Organise events, including liaising with facilitators/speakers, sourcing venues, inviting participants and guests and devising and sending details of confirmation of booking and joining instructions etc.

Person Specification

Knowledge, Training and Experience

Essential

• Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area. Previous PA / Administrator Experience working to Executive's. Experience in communications and stakeholder management. Experience of working with multi-agency systems. Working knowledge of Microsoft office.

Desirable

• Experience of minute taking.

Communication skills

Essential

• Ability to respond to communications on behalf of the Executive Director. Skills for communication on complex matters and difficult situations, requiring persuasion and influence. Ability to deal with and respond to queries over the telephone and in person in a sensitive manner.

Analytical

Essential

• Ability to analyse and interpret information, pre-empt and evaluate issues, and recommend and appropriate course of action to address the issues. Problem solving skills and ability to respond to sudden unexpected demands. Strategic thinking - ability to anticipate. Attention to detail combined with the ability to extract key messages from complex analysis. Independent thinker with demonstrated good judgement, problem-solving and analytical skills.

Desirable

• Takes decisions on difficult and contentious issues where they may be a number of courses of action.

Management Skills

Essential

• Ability to engender trust and confidence and demonstrate integrity in the provision of advice and support. Experience of managing staff and dealing with a range of HR issues including difficult situations.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Hampshire and Isle of Wight ICB (104)

Address

Omega House

Southampton Road

Eastleigh

SO50 9PB

United Kingdom

Employer's website

https://www.hantsiowhealthandcare.org.uk/icb (Opens in a new tab)