Assistant Business Manager

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Detailed job description and main responsibilities

Business management

• To liaise with E&F team and Finance Directorate to ensure year-end projections are accurate.
• To calculate E&F CIPs annually in liaison with E&F and Finance colleagues, ensuring that the information is accurate and updated throughout the financial year as timescales change.
• To review budgets regularly, liaising with Finance to ensure that amendments are allocated correctly to reflect changes due to disposal of estate, acquisitions, service contracts, etc.
• To support the production of Directorate annual plans and preparation of the quarterly reviews.
• To support the Property Manager with landlords to agree rent and service charge reviews.
• To participate in regular meetings with the Finance Department advising and updating on under/overspends, CIPs, debtors, etc.
• To support the Property Manager in ensuring that tenants' rent and service charge reviews are undertaken at appropriate dates, providing accurate calculations and backup data to support increases or reductions in tenant's costs.
• To support and co-ordinate the payment process for business rates including dealing with reviews and appeals.
• To be responsible for authorising invoices for Directorate spend up to £15,000.
• To support the Trust's capital programme is reviewed and updated on a regular basis and that appropriate information is forwarded to the Finance Department in a timely fashion.
• To ensure that Trust Standing Financial Instructions, Standing Orders and Financial Approval Limits are adhered to.

Income

• To ensure that systems are in place for the accurate recharging of tenants including fixed costs and pass through costs.
• To liaise with tenants regarding the payment of invoices, chasing payment and agreeing payment plans as required and updating E&F and Finance colleagues as required.
• To work with the Finance Department to ensure that invoices are raised promptly and that appropriate back up information is provided

Estates Information

• To ensure that adhoc data requests, including Freedom of Information, are dealt with promptly and within agreed timescales.
• To co-ordinate the provision of information to auditors and manage the responses and action plans.

New developments

• To liaise with finance colleagues in the production of revenue calculations for input into Trust Business Cases. This will include capital charges, rent, hard and soft facilities management costs, utilities, business rates, etc.
• To participate in post project evaluations specifically analysing cost effectiveness of schemes and delivery of financial benefits anticipated in the business case.
• To participate in the production of tender specifications and evaluation of tenders arranged through either the Trust's Procurement Team or by the E&F Team.
• To authorise the ordering of specific job related services to a maximum of £15,000.

Management responsibilities

• High level of non-clinical responsibility
• Excellent analytical skills are required with the ability to respond to differing situations quickly and effectively.
• Excellent budget management skills are required to ensure that strict financial limits are met.
• Risk assessment and management for the Directorate
• Involvement in the strategic planning of estates issues and requirement to participate in the Trust's business planning process.

Person specification

Essential

Essential criteria

• Excellent numerical skills and ability to develop and maintain complex spreadsheets.

Desirable criteria

• Ability to effectively work on several projects simultaneously, in conjunction with teams

Essential

Essential criteria

• Significant (5-10 years) experience in a financial management role Application form and interview

Desirable criteria

• Ability to understand complex issues and analyse the risk to the Trust.

Essential

Essential criteria

• Ability to understand and robustly manage complex budgets

Desirable criteria

• Experience of operational management Application form and interview

We are committed to creating an inclusive workplace that welcomes and supports individuals of all abilities. Remember, if you meet the minimum criteria for this role and you have a disability, you can be guaranteed an interview under the Disability Confident Scheme - Please ensure you select this on your application form. We would encourage you to be open about your needs so we can work with you to design a comfortable and accessible interview experience. Any information you provide regarding a disability or a need for adjustments will be treated in confidence and will only be shared with colleagues who are supporting this request.

If you require any adjustments to participate fully in the interview process, please let us know by adding the relevant details when scheduling your preferred interview date and time. Please feel free to contact the appointing manager to discuss your needs.

We encourage applicants to contact the hiring manager before their interview, if they have any questions about the role or the process. This is a great way to get clarity and prepare effectively for the interview.

Use of Artificial Intelligence (AI)

If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting information section. While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you're applying for. There is also a risk that it can generate false or misleading information. AI-generated job applications can often be generic, impersonal and may not accurately reflect your qualifications, knowledge, skills, and experiences. It is crucial that you personalise your supporting statement by articulating these in your unique voice. Relying solely on AI to write your application or supporting information section is not advocated by Oxleas NHS Foundation Trust and could negatively impact your chances of success in the application process.

We monitor applications for any behaviour that could create an unfair advantage, and we check all references carefully. You are likely to be tested on your experience at interview, so be honest and make sure all the information in your application is correct. Please note that the use of Artificial Intelligence (AI) is prohibited during the interview process.

Employer certification / accreditation badges

Documents to download

• Job Description (PDF, 680.3KB)
• Person Spec (PDF, 512.6KB)
• Important Additional Information For Candidates (please read carefully) (PDF, 160.6KB)
• Privacy Notice for Staff (PDF, 268.6KB)
• Staff Benefits (PDF, 2.5MB)