Digital Services Finance Coordinator

Gloucestershire Health and Care NHS Foundation Trust; Tewkesbury2; On-site; GBP 32,000 - 42,000; Full time

Job summary

Gloucestershire Health and Care NHS Foundation Trust requires an experienced administrator to provide line management to the Digital Services administrative team. You will oversee purchasing, invoicing, and financial reporting whilst coordinating recruitment and delivering comprehensive administrative support.

You will maintain data systems, support workforce processes, and ensure excellent customer service with confidentiality and compliance across the department.

Qualifications

• Line management experience within a team
• Experience of financial reporting and budgeting processes
• Procurement and invoicing experience
• Recruitment coordination and documentation
• Data reporting and database management
• Diary management and calendar coordination
• Strong customer service and stakeholder liaison skills
• Knowledge of compliance and health & safety standards
• Experience delivering administrative duties in aDigital/Healthcare environment

Responsibilities

• 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, 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 data reporting systems and databases for finance and spend monitoring.
• Support workforce and performance processes, including appraisals and recruitment administration.
• Ensure effective communication and customer service, handling sensitive information and liaising with stakeholders with tact and diplomacy.
• Promote organisational standards and continuous improvement, confidentiality, health and safety, deadlines, and service improvement initiatives.

Skills

Line management

Financial reporting

Procurement

Recruitment coordination

Data reporting

Diary management

Customer service

Compliance

Administrative duties

Tools

Microsoft Teams

Excel

Databases

Spreadsheets

Job description

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.

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.

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.

• 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