JOB DESCRIPTION Job title Finance and administration officer Responsible to Communications and Engagement Officer Salary: Hours: Place of work: Holidays: Employing Body: Line Managed by: Length of Contract: 17,000-20,000 pro-rata 3 days a week (21 hours) Flexible working hours possible Based at Healthwatch Tower Hamlets Office, Mile End Hospital, Bancroft Road E1 4DG 25 days per annum (pro rata) Healthwatch Tower Hamlets Chief Executive 1 st December 2015 to 31 st March 2017 (with possible extension depending on continuation of Healthwatch Tower Hamlets funding) ABOUT THE ROLE This is an exciting opportunity to play a crucial role in supporting the day to day running, as well as the development, sustainability and growth of Healthwatch Tower Hamlets the voice for local paitents and service users. PURPOSE OF THE JOB The purpose of the job is to: 1. Work with the Chief Executive to ensure the accurate preparation and maintenance of financial records for the organisation in accordance with Healthwatch Tower Hamlets policies and procedures and in accordance with legislative and statutory requirements. 2. Provide effective and efficient administrative support to Healthwatch Tower Hamlets including members of the Board, Advisory Group and staff. 3. Provide information, signposting and support to Tower Hamlets residents to enable them to make informed choices regarding access to health and social care services 4. Support the collection of patient and user feedback including using the Healthwatch database and undertaking data entry and management. MAIN DUTIES AND RESPONSIBILITIES Financial Administration 1
Key activities are to: a) issue, process and check invoices and receipts and obtain authorisation of expenditure. b) maintain records of invoices in accordance with Healthwatch Tower Hamlets policies and procedures. c) assist the Chief Executive in maintaining financial controls, setting up systems to effectively manage spend against budget. d) prepare invoices to funders in a timely manner according to the terms of the grant and contract conditions and to assist the Chief Executive to ensure that statutory returns are promptly filed and records maintained. e) balance all payments received on a monthly and prepare, maintain and analyse the financial spreadsheets. f) ensure that the organisation s petty cash systems and processes are accurately maintained. g) assist with reimbursements, expense claims, petty cash, invoices and financial transactions in line with financial policies and procedures. h) liaise with the Chief Executive and the outsourced accountants to ensure that all financial spreadsheets and monthly reports are completed and submitted in a timely manner. i) prepare monthly outsourced payroll documentation, ensuring accuracy and employee BACS payments are actioned on the due date. j) order stock, monitor and maintain stock levels and undertake stock checks at all Healthwatch Tower Hamlets premises as agreed with the Chief Executive. k) assist with internal audits and with the preparation of accounts and returns for Her Majesty's Revenue and Customs (HMRC), Companies House and the Charity Commission. Administrative support Key activities are to: a) organise, service and participate in Healthwatch Tower Hamlets meetings e.g. preparing and distributing agenda and papers, room booking and catering arrangements. b) attend Healthwatch meetings as required, and to take the minutes of the meetings in the agreed format to agreed standards c) organise and provide administrative support for events ranging from focus groups to large community consultations (e.g. room booking, catering 2
arrangements, handling enquiries and bookings, registration and liaison with delegates) in various locations and aimed at different sectors of the population. d) manage a team diary/calendar to enable efficient forward planning for meetings, events and other activities e) assist the Communications and Engagement Coordinator with delivery of effective and targeted communications and the collection and management of local residents views and feedback. f) support volunteers with the general reception duties, answering calls meeting and greeting visitors Information and signposting Key activities are to: a) act as a point of contact for information and signposting enquiries by telephone, via website, email, text, post and in person by local residents b) record the details of enquiries, including follow-up provided c) support service users to access information independently. d) develop a knowledge of health and social care services information sources and how residents / service users / carers can access this information including links to external personnel e) identify gaps in information relating to health and social care services and pass these to the Healthwatch Communications and Engagement Officer f) support volunteers to carry out an information and signposting role. Data entry and management Key activities are to support the Communications and Engagement Coordinator to a) enter data on the Healthwatch database from internal sources including written outreach notes, focus groups, enter and view visit feedback and Healthwatch research projects. b) enter data from external sources such as Barts Health Trust complaints and friends and family test data c) ensure that all data entries are accurate, correctly spelled, grammatically correct and error free. d) Adhere to data protection standards as appropriate. It is the nature of the work Healthwatch Tower Hamlets that tasks and responsibilities are, in many circumstances, unpredictable and varied. All employees are therefore required to work in a flexible way when the occasion arises, so that tasks not specifically covered in the job description are undertaken. These additional duties will normally be compatible with the skills and 3
responsibility of the existing work. There may be a requirement for you to work occasional evening or weekends time in lieu will be given. 6. Other requirements Actively promote the principles of equal opportunities, celebrate diversity and challenge discriminatory practice Act in a manner that contributes to a positive and credible public profile of Healthwatch Tower Hamlets Participate in your own reviews and appraisal Take part in training and personal development and participate in Healthwatch Tower Hamlets team meetings, staff development, away days and reviews Must be legally entitled to work in UK Person Specification Experience of: working with financial systems and controls in an administrative capacity budgets, ledgers and invoice preparation and maintenance IT literate including Microsoft Word, MS Excel and experience of databases, financial spreadsheets and monitoring systems. providing administrative support in a busy and dynamic environment. organising meetings and taking minutes. answering enquiries from members of the public face to face, over the phone or online. maintaining databases and information systems (desirable). working in the voluntary or health sector (desirable). working with volunteers (desirable). A good working knowledge of: a company's financial structure, policies and systems. Skills Microsoft office software including Word, Excel, Powerpoint, and Access. charity financial regulations and processes maintaining websites and/or social networking pages (desirable). key issues affecting the health and social care sectors (desirable). the health and social care system and/or community engagement(desirable). Healthwatch Tower Hamlets and the Tower Hamlets Community (desirable). the role that patient and service user feedback has in informing decision making and driving forward service improvements (desirable). 4
Good level of numeracy, accuracy and attention to detail in preparing and entering financial and payroll information. Computer skills including the ability to operate computerized accounting, spreadsheet and wordprocessing programs Good administrative skills, including ability to take minutes. Excellent communication, written and interpersonal skills Excellent organisational and time management skills with ability to prioritise workload whilst also helping team members meet their deadlines Tact, patience and discretion including the ability to maintain a sensitive and professional approach towards colleagues, volunteers and external contacts, and mindful of confidentiality. Approachable and able to work with a diverse range of people Qualifications Business and administration qualification (desirable). GCSE Maths & English Competencies Produces accurate, correct and clearly-presented information within required timescales. Confident, polite manner and actively listens in order to take and relate accurate information appropriately and checks information for accuracy. Communicates clearly both in writing and verbally. Takes an active role in developing own knowledge of Healthwatch and contributes to organisation-wide activities and consultations Makes suggestions to improve working practice and takes part in implementing them. Works in line with legislation and Healthwatch Tower Hamlets policies around Health, Safety and Security. Treats all staff, visitors and people we work with dignity and respect and offers a polite, professional service to all. Important Information: The deadline for completed applications is 2015. Please send your completed application form to beverley.annan@healthwatchtowerhamlets.co.uk or post to: Healthwatch Tower Hamlets, Room 12, Block 1, Mile End Hospital, Bancroft Road, London E1 4DG. If you would like to discuss the role or want more information on our organisation please contact Beverley Annan on 020 8223 8922 / 0800 145 5343. www.healthwatchtowerhamlets.co.uk 5