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Finance System Implementation Manager

Band 8a

Main area
Finanace
Grade
Band 8a
Contract
Fixed term: 18 months
Hours
Full time - 37.5 hours per week
Job ref
318-21-R7913
Site
Cheltenham General Hospital
Town
Cheltenham
Salary
£47,126 - £53,219 PA
Salary period
Yearly
Closing
23/12/2021 23:59

Join us at an exciting time for Gloucestershire Hospitals NHS Foundation Trust! We have recently been awarded an improved CQC rating of Good and are proud of what we’ve achieved. We have an ambitious plan for our journey to Outstanding and are looking for aspirational, committed individuals to join us, making a real difference to both staff and patients.

As a former winner of England for excellence award: Tourism destination of the year, the beautiful city of Gloucester and the scenic regency spa town of Cheltenham are fantastic places to work and live.

As a hospital Trust we are currently involved in over 100 clinical trials and studies, whilst also providing acute elective and specialist services to a population of over 620,000.

By joining Gloucestershire Hospitals NHS Foundation Trust new colleagues can look forward to a warm welcome and a future full of opportunities and support.

 

Job overview

The Gloucestershire Hospitals NHS Foundation Trust finance team has been recognised for outstanding teamwork and innovative improvement projects both regionally and nationally in 2021.  You would therefore become a key member of a team on its journey to outstanding.

This postholder will play the lead role in sourcing, purchasing, implementing and integrating a Cloud ERP accounting software package (General Ledger, Sourcing to Pay & Revenue to Cash including Electronic Document Interfaces, fixed asset register, budgeting and forecasting) to replace the current legacy accounting software package, aligning Gloucestershire NHS FT entities on the same platform.  This will interface to other internal systems, in order to link activity to income and cost.

We are looking for a motivated team player who is pro-active, enthusiastic and who delivers results.  We want to implement the right finance system for our needs; one that is user-friendly, efficient and delivers the reporting outputs we need to assure ourselves and our external stakeholders that we are financially well-governed and sustainable.

Main duties of the job

Reporting to the Associate Director of Financial Management, this post will take the financial lead on sourcing, purchasing, implementing and integrating a Cloud ERP accounting software package (GL, P2P including EDI, budgeting and forecasting) to replace the current legacy accounting software package, aligning Gloucestershire NHS FT entities on the same platform.  This will involve working closely with the Procurement Team within the Trust’s Finance Shared Service.

Develop an understanding of the financial requirements of the Trust and map these to possible solutions.

Producing the final business case to recommend the preferred option and the expected costs and benefits.  This will include scoping the current and future systems and the financial implications of any changes.

Identifying as-is processes and working to improve these ahead of system implementation, such that opportunities for governance improvements and financial efficiencies are highlighted, implemented and  monitored for success. This will include setting up and supporting finance system review groups for each module of the system and regular communication with key stakeholders

Manage the day-to-day running of the project in accordance with project parameters and a robust governance framework.  This includes managing the Finance System Implementation Project Manager to ensure delivery of the project to agreed timescales.

Convene and support the Finance System Review Project Meetings and ensure appropriate

Working for our organisation

Gloucester shire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK.  We offer a generous annual leave allowance, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.

The Gloucestershire Hospitals NHS Foundation Trust finance team has been recognised for outstanding teamwork and innovative improvement projects both regionally and nationally in 2021.  You would therefore become a key member of a team on its journey to outstanding.

Detailed job description and main responsibilities

Under the leadership/guidance and support from the Associate Director of Financial Management, you will have the following responsibilities:

Communication of project updates

Regular updates via face-to-face meetings, reports to governance meetings, project management documentation and website / social media updates to ensure that all stakeholders are fully briefed on the progress of the project and assurance is maintained at Executive level.

Participate in developing strong relationships with all key stakeholders, ensuring continuing engagement with the project.

Excellent interpersonal and communication skills, and the ability to present complex system theory with simple delivery to large audiences of varying experience.  This will require highly developed presentation and influencing skills.  Presentations may be virtual, face to face or recorded, and may require multi-layered communication and influencing skills

Use of negotiation and persuasive skills when communicating change of practice to staff and divisions where there may be significant barriers to acceptance. 

Attendance at relevant meetings throughout the Trust to gather intelligence, test ideas and engage in user acceptance testing and pilot areas, in order to ensure the new system is implemented successfully. 

Sourcing & Purchasing

Define scope of immediate project phase, as well as future options

Ensure reporting functionality is specified in advance of the procurement and is available and possible within the system project.

Run procurement process for Cloud ERP accounting software package (GL, P2P including EDI, budgeting and forecasting), in liaison with Procurement colleagues.

Scoping and detailing the current and future costs associated with the change
Producing the final business case to recommend the preferred option and the expected costs and benefits. 

Management of Implementation

Document, review and iterate as-is process to new system, ensuring efficiencies are made in the current system where possible

Be main point of contact with external provider and the relevant work streams to ensure that deadlines are met and bottlenecks cleared or escalated

Testing and user acceptance testing

Dataset review and update 

Manage work stream leads through governance process to ensure adherence to plan

Integration

Ensure all feeder systems are identified and automated for system updates.  Close working with the digital team to ensure compatibility at Trust level.

Training

Identify relevant stakeholder groups for training on specific modules.

Create training programmes using a variety of media, including online and face to face, with recorded modules for ongoing use.

Create super-user network for ongoing system development and improvement, as well as higher training offer

Service Development/Re-configuration

To support the Trust in future-proofing the new system, including through reporting requirements, additional modules that may be required later and ensuring efficiencies are identified and successfully implemented.

To provide Senior Managers with timely information on usage of the system, including where changes may be beneficial or where additional training may be required.

Contribute to the ongoing development of the financial management system, within the agreed scope

Organisation and Planning

Take full responsibility for execution of the project to time and to target, demonstrating high level project planning and organisational skills.

Report on performance and progress of project progress and take appropriate action to ensure address risks, issues and delays etc.

Use initiative to tackle any practical difficulties/problems arising as reported by stakeholders.

Co-ordinate and manage the administrative activities associated with the project.

Direct/lead the work of the project sub-groups as required.

Finance and Resources

Act as the project lead in financial management of the project, working closely with Finance team.

Oversee and monitor the development of a financial framework for the project as agreed by all partner organisations.

Leadership and Management

Work closely with the Associate Director of Financial Management.

The Finance Systems Implementation Manager will line manage one member of staff to deliver the project.  

 Management of this member of staff will involve all recruitment, appraisals and one-to-one meetings, as well as ensuring their training requirements are met.

Be an ambassador and leader for the project.

Work closely with key stakeholders to ensure robust management and governance of the project.

Lead on development of management and administrative procedures to ensure the smooth running of the project and all facets within it.

Actively contribute to the running of key meetings of project, including the production of agendas and papers for meetings. To chair meetings as appropriate.

Oversee the production of reports to key stakeholders as required.

Ensure systems are in place to monitor project progress/risks/issues and, to recommend remedial actions and implement as appropriate.

Develop excellent relationships and engagement with stakeholders within the Trust and partner organisations within the project scope.

Other Duties 

The Finance Systems Implementation Manager will be responsible for creating, testing and iterating training materials and training users on all modules of the new system.

Be responsible for meeting KPIs around the training of users 

Maintain an up to date, in depth specialist knowledge – theory and experience – of financial and accounting procedures, financial aspects of NHS legislation and NHS financial policies, in order that the system reflects these and can report appropriately. 

Ensure that Standing Financial Instructions (SFIs) are embedded within the system, involving training and advising staff and monitoring compliance. 

Expectation to maintain confidentiality and discretion and comply with the terms of the Data Protection Act and Trust policies at all times.

Requirement to undertake any other suitable duties delegated that are within the post holder’s competence.
Promote equality at all times and respect privacy and confidentiality, acting appropriately and professionally upon 

Person specification

Esential

Essential criteria
  • CCAB-qualified accountant with full membership status, extensive finance experience within the NHS or a large finance department.
  • Project /programme management qualification (ideally PRINCE 2 qualified) or relevant experience
  • Experience of financial management and reporting within a large organisation
  • Experience in developing Treasury Green Book compliant Business Cases
  • Experience of collaborating across multiple organisations and stakeholders, and working with multi-disciplinary teams
  • Knowledge and experience of change management
  • Advanced knowledge and highly skilled in the use of MS Excel.
  • Excellent understanding of project governance
  • Ability to demonstrate knowledge and experience of budgetary control systems and procedures
Desirable criteria
  • Experience of implementing a financial system for a large organisation, particularly within healthcare, would be an advantage
  • A good technical working knowledge of the NHS financial regime
  • In depth understanding of how acute hospitals work
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Documents to download

Apply online now

Further details / informal visits contact

Name
Johanna Bogle
Job title
Associate Director of Financial Management
Email address
johanna.bogle@nhs.net
Telephone number
07742 140357