About this role
Job summary
An exciting opportunity has arisen for a proactive and enthusiastic individual to join the administration team in the Quality Control North West Department at Stockport NHS Foundation Trust.
This role is office based, Monday - Friday.
You will be responsible for providing general clerical support and reception duties within the QCNW department. The main focus of the role will be to support the Office Manager by inputting financial data into systems and reporting to customers.
A good understanding of MS Excel formulas, graphs and pivot tables is an essential requirement for this post as are organisational and personable skills. Previous reception or customer focused experience would be advantageous. Methodical method of working and a keen eye for detail is crucial to this role.
Training on in-house information systems will be provided.
Previous NHS experience would be an advantage but not essential.
Main duties of the job
Reception duties General clerical tasks Inputting data into spreadsheets Producing graphs and pivot tables using MS Excel Using formulas in MS Excel to calculate financial data Liaising with the Finance/Procurement department to resolve financial queries
About us
We hold a unique position in the Stockport community as the provider of healthcare and we are one of its largest employers.
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from you.
If you require support with your application please contact a member of the recruitment team, who can discuss alternative application methods.
We recognise that flexible working is important. We take requests for flexible working seriously, consider any request we receive and try to work with you, so we can explore if your request may fit with the needs of the service.
Benefits we offer to you:
Between 27-33 days of annual leave plus bank holidays NHS pension scheme membership Salary sacrifice schemes for lease cars, home electronics and more, to make your salary go further NHS Staff discounts Cycle to work scheme Salary finance - for loans, savings, budget planning and tips on managing debt Stockport Credit Union- for local financial advice
Job description Job responsibilities
Main Duties and Responsibilities
Responsible for maintaining the departmental income and expenditure accounts.Carrying out annual review of template invoices.
Producing and issuing regular financial information, income data, invoices, projections, and reports in conjunction with the finance department, including communication with clients as necessary
Preparing costings and quotations for users of QCNW service
Checking and recording all invoices for payment
Producing regular departmental activity, projections and reports
Preparing Service Level Agreements/contracts for NHS and non NHS clients.
Handling of orders, including operation of the devolved ordering system.
Preparing documents for archiving and maintaining records on spreadsheets
Maintaining staff attendance records including Healthroster
General office duties including mail, reception, typing, filing and stock control of office and general consumables.
Communications
Producing and issuing regular financial information, income data, invoices, projections, and reports in conjunction with the finance department, including communication with clients as necessary.
Communication with suppliers, Trust supplies department, and Trust finance department regarding orders and receipts.
Contributes to regular staff meetings.
Communication with other staff of the department to ensure smooth running.
Responsibility for Patient Care
No direct contact with patients
Planning and organising
Planning own work on a day to day basis
Updating Service Level Agreements and Schedules
Responsibilities for Physical and / or Financial Resources
Responsible for preparing Service Level Agreements / contracts for NHS and non NHS clients.
Maintaining the departmental income and expenditure accounts.
Responsible for preparing costings and quotations for users of services provided by QCNW
Carrying out annual review of template invoices.
Producing and issuing regular financial information, income data, invoices, projections, and reports in conjunction with the finance department, including communication with clients as necessary.
Checking and recording all invoices for payment.
Handling of orders, including operation of the ordering system.
Producing regular departmental activity, projections and reports.
Responsibility for Policy and Service Development and Implementation
Contributes to preparing office procedures.
Contributes ideas in staff meetings.
Contributes to the development of the QCNW website.
Responsibilities for Human Resources and Leadership
Contributes to preparing office procedures.
Contributes ideas in staff meetings.
Responsibilities for data and information resources
Responsible for maintaining the departmental income and expenditure accounts.
Carrying out annual review of template invoices.
Producing and issuing regular financial information, income data, invoices, projections, and reports in conjunction with the finance department, including communication with clients as necessary.
Preparing costings, and quotations for users of QCNW service.
Checking and recording all invoices for payment.
Preparing documents for archiving and maintaining records on spreadsheets.
Maintaining staff attendance records including Healthroster
Producing regular departmental activity, projections and reports.
Physical Skills and Effort
Some light lifting and moving duties are included.
VDU work
General Duties for all employees
Hand Hygiene
To assist the Trust in reducing healthcare acquired infections (HCAIs) all staff should be familiar with all the Trusts Infection Prevention policies which are appropriate to their role. You are required to attend mandatory training in Infection Prevention and be compliant with all measures known to be effective in reducing HCAIs
Safeguarding
All Stockport Foundation Trust employees are required to act in such a way that at all times safeguards and promotes the health and well-being of children, young people and vulnerable adults. Familiarisation with and adherence to the policies and procedures relating to child protection and safeguarding of children, young people and vulnerable adults are adhered to. It is the responsibility of all staff to report any concerns and they must therefore be aware of child and adult safeguarding procedures and who to contact within the Trust for further help and guidance. It is an essential requirement of all employees as is participation in mandatory safeguarding training in accordance with the employees roles and responsibilities.
Work in accordance with the Mental Capacity Act 2005, ensuring decisions about care, consent, and best interests are made in line with legal and ethical requirements
Prevention
To actively work with patients/clients/service users to identify appropriate opportunities in Making Every Contact Count for preventative interventions which may reduce the risk of future harm to health and wellbeing and to provide brief advice and refer or signpost to sources of further information and support which may include advice on lifestyle behaviour and social care needs as well as safety and management of long term conditions.
Data Protection, Confidentiality and Information Governance
The post holder must abide by all relevant Trust and departmental policies including information governance, confidentiality and data protection and, undertake the annual data security awareness mandatory training. The post holder is reminded that any breach of the Trusts information governance and security policies and procedures, including data protection legislation, will result in disciplinary action.
Data Protection Legislation the post holder is required to process all personal data relating to patients and staff, whether in paper, electronic or other media, in accordance with the Data Protection Act 2018 and the General Data Protection Regulations (GDPR), ensuring the security and confidentiality of data at all times.
The post holder must not for their own benefit or gain, or to divulge to any persons, firm or other organisation whatsoever, any confidential information belonging to the Trust or relating to the Trusts affairs or dealings which may come to their knowledge during employment.
Health & Safety
Under the Health and Safety at Work Act 1974, the Trust has a statutory responsibility to provide and maintain a healthy and safe environment for its staff to work in. Equally the post holder is required to work within the Trust Health & Safety Policy and fulfil a proactive role towards the management and control of risk. This entails the identification, assessment and the immediate reporting, using the Trust Incident Reporting System, any incident, accident, hazard or near miss involving patients, service users, carers, staff, contractors or members of the public.
The Post holder has a personal responsibility to adhere to a statutory and departmental duty of care for their own personal safety and that of others who may be affected by their acts or omissions at work
Harassment & Bullying
As a member of staff you have a personal responsibility to ensure you do not discriminate, harass or bully or contribute to the discrimination, harassment or bullying of any colleague(s) or visitors or condone discrimination, harassment or bullying by others.
Dignity & Respect
All employees have a duty to promote a harmonious working environment in which all persons are treated with dignity and respect, whilst fulfilling our legal obligations under equality legislation and associated codes of practice.
The Trust takes the right of the patient/service user to be treated with dignity and respect seriously. We will treat every patient/service user and carer as a valued individual, with respect for his/ her dignity and privacy. Our aim is to give each patient/service user the care we would want for our families and ourselves.
Quality Improvement
Our mission is to make a difference every day helping people to live their best lives. We have a trustwide approach to quality improvement and we expect everyone to contribute to improving our services by always learning and continually improving our services. For all staff, it is about learning from what has worked well as well as what has not, being open to change and improvement and working in smarter and more focused ways to improve our services. The Trust encourages and provides opportunities for staff at all levels to engage in the Trust's approach to quality through quality improvement projects, clinical audit, innovation and quality assurance.
Health and Wellbeing
As a colleague you are expected to:
Take reasonable steps, make healthy choices and informed decisions to protect yourself, your colleagues, your family, and our patients/service users. Act promptly if you have any health concerns, and dot attend work if you are not fit to do so Engage in conversations about your wellbeing. Talk with someone at work if you are struggling. If you have management responsibilities, you are expected to:
Lead with compassion and have regular conversations about health and wellbeing with those you manage. Consider the individual circumstances and needs of colleagues. Act promptly on any wellbeing concerns To undertake any other duties which is deemed appropriate to the band when requested by Senior Staff.
The above indicates the main duties of the post which may be reviewed in the light of experience and development within the service. Any review will be undertaken in conjunction with the postholder
Person Specification
Education & Qualifications Essential
Good general education or equivalent experience GCSE English and Maths or equivalent experience RSA 11 Typing Qualification or equivalent experience
Desirable
ECDL or equivalent
Knowledge Essential
Experience of using Microsoft packages particularly Excel & Word Knowledge of Intranet Web based packages Good numeracy, literacy, and analytical skills Knowledge to prioritise workloads Working knowledge of Excel spreadsheets Excellent communication, interpersonal and telephone skills
Experience Essential
Administrative background Previous invoice/finance experience in medium/large organisation Experience of working within a busy office environment, including use of office equipment Ability to organise own workload
Desirable
NHS Experience
Work Related Circumstances Essential
Occupational Health Clearance Good organisational skills Reliable Flexible and able to adapt to changing circumstances To work with minimum supervision, team player, self motivated and able to meet tight deadlines
Desirable
Able to cope with pressure and remain in control
Skills & Abilities Essential
Excellent communication, interpersonal and telephone skills Keyboard/word processing skills Team Player
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.
Certificate of Sponsorship 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).
Employer details Employer name Stockport NHS Foundation Trust
Address Stepping Hill Hospital
Poplar Grove
Stockport
SK2 7JE
United Kingdom
Employer's website http://www.stockport.nhs.uk/ (Opens in a new tab)