Associate Director of Shared Services - Band 8d

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Gloucestershire Hospitals NHS Foundation Trust, Gloucester

Full time
Permanent
Onsite working

Posted 1 day ago, 5 Oct | Get your application in today.

Closing date: Closing date not specified

job Ref: 4fdb0a8b68e34b7ea8a55b387705735c

Gloucestershire Hospitals NHS Foundation Trust

Full Job Description

The post holder is directly responsible for the overall management and performance of NHS Gloucestershire Shared Services (Shared Services). This includes responsibility for delivering a high quality, customer focused shared service encompassing: payroll, pensions, staff expenses, accounts payable & accounts receivable, lease cars, procurement, financial accounting, finance and procurement systems and counter fraud services to NHS organisations in Gloucestershire. Reporting to the Director of Finance for GHFT, the post holder will be a key member of the Senior Finance Team and support the Director of Finance in ensuring robust governance arrangements are in place for financial services and reporting and also to mitigate financial risk and support the financial and CIP plans for the clients of Shared Services. The role also has accountability to the Director of Finance, Gloucestershire Health and Care NHS Foundation Trust and Director of Finance, GMS as the partners in Shared Services. The role will require active engagement with senior key stakeholders/clients across the Gloucestershire Health Community., The Associate Director of Shared Services (ADoSS) is responsible for the leadership, management and development of approximately 85 staff, providing professional oversight to ensure a comprehensive and efficient service is provided at all times. This service will support the corporate objectives of the partner organisations in Shared Services. The role includes responsibility for setting the vision and strategic direction for Shared Services to ensure services continue to improve, deliver value for money and meet customer demand., Key result areas will include: The ADoSS will be responsible for negotiating and agreeing Service Level Agreements with clients on an annual basis with agreed Key Performance Indicators and costs. Responsible for ensuring consistency, effectiveness, integrity and customer focus of financial systems and processes across the client base in accordance with agreed SLA's and performance reporting to the Shared Services Partnership Board against the Key Performance Indicators. Responsible for the provision of the key financial and procurement information systems, including Smartstream general ledger/budgeting/payables, Payroll Analysis, Debtors, Purchase to Payment (P2P) and Fixed Assets, for all client organisations. Responsible for a budget of £4.4m and effective management of the budget to ensure Shared Services costs are covered by SLA income. Responsible for enhancing relationships between Shared Services and clients to ensure Shared Services are the 'provider of choice'. Strategic Management of NHS Gloucestershire Shared Services

Develop and deliver plans and strategies to enable the shared services to achieve their commercial objectives.
Negotiate and agree service level agreements and KPI's with key stakeholders on an annual basis. To monitor and report the delivery of services against key performance indicators, to the Shared Services Partnership Board to ensure that services are provided in accordance with agreed SLA's and delivered within agreed budgets.
Monitor and review all systems and procedures within the Shared Service, to ensure adequate systems of internal controls are in place, to improve processes where possible and to ensure adherence to client organisations standing orders and standing financial instructions. To ensure that all proposed changes and developments are implemented on a timely basis.
To assist and advise the wider Finance Teams on identifying and achieving cost improvements and improving productivity using benchmarking and other comparative data to inform this process.
Overall management and budgeting responsibility for the shared services accommodation, ensuring that a safe working environment is maintained and that effective support functions of post room, switchboard and reception are provided to all occupiers of the building.
Delivery of a high quality, customer focused shared service encompassing payroll, pensions, staff expenses, accounts payable & accounts receivable, lease cars, procurement, financial accounting, finance and procurement systems and counter fraud services to NHS organisations in Gloucestershire.
Works closely with the Financial Management Teams to ensure the integrity of data content in all financial systems, with adequate training of staff with access to systems. Ensures close management and prioritisation of data requests for financial information from across the Partnership.
To support the Governance processes of the Shared Services including attendance at the Shared Services Partnership Board and Shared Services Audit Committee
To be closely involved in the tendering process for outsourced services such as VAT advisors and internal / external audit, to ensure that appropriate services are secured which represent value for money.
Ensure procedures and policies are reviewed, applied and managed across all services in a consistent way.
Ensure that all policies are kept up-to-date, reflect national guidance, sector best practice and statutory and legislative requirements are met and are implemented effectively, working with other stakeholders if required.
Work with the other senior finance and HR staff to ensure that all staff across the trust are aware of their financial responsibilities and the financial implications of their actions.
Work with the other senior finance staff to provide comprehensive finance guidance and training by means of procedure notes on the intranet/portal, organising and running training courses and participation in corporate induction.
Work across the organisation to monitor adherence to financial controls and identify and take action against any lack of adherence.
Processes and procedures are up-to-date, relevant and efficient, minimising manual transactions, and delivering standardisation.
Reporting solutions are cutting edge and effective
Financial systems are appropriate, efficient and effectively used.
Contributes to and influences process improvement and transformation throughout the trust to ensure financial requirements are appropriately met and financial governance is maintained.
Contributes to the development of the system of controls to ensure that the Trust's standing financial instructions and financial procedures are adhered to at all times.
As a member of the finance senior management team, provide advice (as required) to the clients' Boards, executive teams and other client staff on all aspects of the activities and financial governance of the organisation.
As a very senior member of staff, the post holder will be expected to work closely with the Director of Finance, and work flexibly at a high level to respond to any new projects or challenges which occur. The post holder will be able to represent the Trust and Shared Services professionally and command respect through their knowledge and expertise.
The post holder will require excellent interpersonal, influencing and communication skills.
The post holder will require highly developed negotiation and persuasion skills when communicating contentious information to staff and clients where there may be significant barriers to acceptance.
Attend Shared Services Partnership Board and other committee and board meetings, as required by clients providing responses both written and verbal on performance, assurance, governance and improvement. This will often include complex issues, which are open to interpretation and will require multi layered communication and influencing skills.
Be responsible for the overall management of Shared Services, including motivating staff to meet deadlines and targets, recruitment, training, appraisal, implementation of HR policies and dealing with disciplinary/performance issues.
Be responsible for the personal development of Shared Services staff and ensure that every member of staff is regularly appraised and has a Personal Development Plan