Digital Services Finance Coordinator

We love what we do and we think you will, too!

At Gloucestershire Health and Care NHS Foundation Trust (GHC), we provide joined-up mental health, physical health and learning disability services to people of all ages across Gloucestershire. We run community hospitals and provide care and support in people’s own homes and in a range of other locations across the county .

We are on a mission to enable people to live the best life they can and we have a vision to work together to provide outstanding care . We put people at the heart of our services, focusing on personalised care by asking ‘what matters to you ’.

We’re passionate about making sure that everyone can contribute to achieving our mission and w e are continually working to support healthy and happy high-quality team s in all areas of the Trust .

Our application process aims to understand each candidates knowledge, skills and experience. We have found that candidates that use AI to generate their answers can lack specificity and fail to address key criteria outlined in the job description.

It is really important to personalise your application to convey your individual skills, knowledge, and experiences effectively and for us to understand why you are applying for this role with GHC. We discourage over reliance on AI-generated applications as it will lessen your chances of success in securing an interview with us .

Job overview

The Digital service team in the Trust leads on Digital strategy, development, co-ordination, planning, project, and programme management for all Digital and supporting functions.

The purpose of this role is to provide effective line management to the administrative team within Digital Services, ensuring the delivery of high-quality support across the department. The post holder will act as the primary administrative lead for ordering and financial reporting, playing a key role in managing procurement processes and supporting financial oversight.

The role carries responsibility for the accurate processing of capital and revenue orders and invoices. It also includes maintaining reliable financial records and supporting the monitoring and reporting of digital expenditure, ensuring alignment with Trust policies and budgetary controls.

Additionally, the post holder will ensure that robust administrative systems and processes are in place to support the smooth and efficient operation of digital services. This includes maintaining consistency, accuracy, and compliance across all administrative functions, contributing to the overall effectiveness of the department.

Main duties of the job

Manage financial processes including purchase orders, invoices, supplier communications, budget records, escalations, reconciliations, audits, and financial reporting.

Coordinate recruitment activities for the Digital Services team, including advertising vacancies, arranging shortlisting and interviews, communicating with candidates, and maintaining recruitment documentation.

Provide comprehensive administrative support through diary management, correspondence, report production, record keeping, filing and organisation of departmental resources and meetings.

Maintain accurate data and reporting systems, including databases, spreadsheets, financial records, compliance tracking and the preparation of formal management reports.

Support workforce and performance processes by assisting with appraisals, development reviews, recruitment administration and monitoring compliance requirements.

Ensure effective communication and customer service, handling sensitive information professionally, responding to queries and complaints and liaising with colleagues and external stakeholders using tact and diplomacy.

Promote organisational standards and continuous improvement by maintaining confidentiality, supporting equality and diversity, adhering to health and safety requirements, meeting deadlines and contributing to service improvement initiatives.

Working for our organisation

We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people’s homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.

Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:

• 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
• 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
• 81% said that care of patients and service users is the Trust’s priority, compared with an average in comparable NHS Trusts in England of 64%.

This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.

Detailed job description and main responsibilities

• To manage the raising and processing of Capital and revenue orders and invoices, ensuring data is stored accurately and processes followed.
• Overseeing purchase orders, invoice processing and supplier communications.
• Ensure timely and accurate processing of invoices in line with Trust financial procedures.
• Maintain budget records and the associated databases used for purchasing Digital hardware, software or services for the Trusts Digital Services department.
• Manage the internal escalation process for any issues relating to invoicing
• Assisting with monthly and annual financial reports, audits and reconciliations
• Input and store data and information and collect, collate and report routine and simple data and information.
• To undertake senior office administrator duties as required, through the provision of effective telephone, Microsoft teams and e-mailing.
• To provide admin support to the department which may include producing letters, reports, memos.
• To undertake administration duties as required by the service including diary management, filing and analytical work.
• Forward planning of resources to operate service, including ordering of service materials/ resources, processing invoice payments and booking rooms, accommodation
• Create formal reports using database and spreadsheets for others as requested
• Be able to work to deadlines as required by the services needs
• To support all team leads with compliance with scheduling and recording of appraisals.
• To ensure any queries/ complaints are dealt with appropriately following the Trust’s policies at all times referring to the appropriate department as necessary

Qualifications

• NVQ Level 3 in administration or equivalent
• Management or supervisory qualification

Experience

• Working knowledge of Microsoft Office packages e.g. Word, Excel, PowerPoint, Publisher and Outlook
• Experience of using Finance and ordering systems
• Experience in information analysis and provision of statistical reports
• Previous NHS experience

When joining us, as well as becoming part of a team that makes a difference, we also offer:

• Free car parking at many of our sites
• 27 days leave plus bank holidays, increasing up to 33 days with long service
• A broad range of training and development opportunities, including apprenticeships up to Level 7 qualification.
• A multi-professional preceptorship programme for all Newly Qualified; Nurses, Nursing Associates, Internationally Educated Practitioners, Allied Health Professionals and Return to Practice Practitioners.
• Generous NHS pension and enhanced pay when if you work unsocial hours
• Flexible, family friendly and agile working opportunities
• Recognition and long service awards
• Fast Track physiotherapy
• Access to discounts and salary sacrifice schemes; including Cycle to Work, Car scheme and discounts on travel, leisure and retailers.

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