Job overview
University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us.
Please see below for the detailed job description of the role.
This is a great opportunity to join our Subsidiaries finance team within a large, high-performing acute Foundation Trust group. As a Subsidiaries Finance Assistant, you’ll play an important role in ensuring pharmaceutical invoices are processed accurately and on time, supporting the wider finance team to deliver reliable financial information.
You’ll work closely with suppliers and pharmaceutical team members to resolve transactional queries, maintain strong relationships and help keep our financial processes running smoothly. This is a hybrid working role, with two days per week expected on-site (pro rata). During the initial training period, on-site attendance will be encouraged to assist with your induction and development. You’ll be supported by the Subsidiaries finance team and UHS pharmacy team, with opportunities to develop your skills and grow your finance career at UHS.
University Hospital Southampton is one of England's largest acute teaching Trusts, offering a wide range of learning and development opportunities to support your career aspirations.
Located on the south coast with an international airport and direct rail links to London, Southampton offers an ideal setting to live and work, with the New Forest, South Downs and Jurassic Coast.
We believe that using technology wisely shows strong time management and commitment to innovation. However, personalising your recruitment application to highlight your unique skills and experiences is crucial. Relying too heavily on generic, AI-generated content instead of drawing from your own strengths and accomplishments may lead to your application being rejected if multiple candidates present identical or similar information.
At UHS, we’re committed to providing a flexible working environment where possible. Whether you are balancing family, study, or your wellbeing with your career, we want to support you so you can help our patients.
At UHS, we proudly champion individuality, recognising that outstanding care is only possible with a diverse, inclusive team. We’re committed to creating an anti-racist, anti-discriminatory environment where everyone feels valued, safe, and empowered to make a meaningful impact in our communities. We welcome applicants of all backgrounds, identities, and experiences to join us in building a healthcare community where everyone can belong, thrive, and contribute.
What You’ll Do
- Manage and process invoices received by the Pharmacy department efficiently and accurately within the CMM (JAC) system, ensuring they are routed for approval or receipting as required.
- Resolve invoice holds and queries from budget holders, pharmaceutical teams, finance colleagues and suppliers regarding invoice queries and budget statements.
- Provide support to pharmaceutical procurement and the Transactions team (AP), to ensure accurate weekly payment runs are made to suppliers on time.
- Reconcile supplier statements and liaise with colleagues to resolve outstanding debt, following up via phone and e-mail.
- Maintain spreadsheets, databases and input financial data, following agreed procedures and helping to improve processes where appropriate.
- Plan and prioritise your workload to meet daily, weekly and monthly deadlines.
- Provide daily administrative support to allow the team to fulfil its role on a day-to-day basis.
- Raise invoices within the Oracle financial system under the direction of the supervisor.
- Be responsible, under the guidance of the Management Accountant/Senior Subsidiary Accountant, for journal input to the ledger system to ensure accurate monthly reporting.
- Assist the Management Accountant/Senior Subsidiary Accountant in the production of regular monthly management reports.
- Investigate financial queries as requested by budget managers or Subsidiary finance Teams. This includes issues about payment of invoices, payroll queries and coding issues. Undertakes calculations, some of which may be complex, to be able to resolve discrepancies and issues.
What We’re Looking For
- You will have strong administrative and clerical skills, with the ability to learn new finance processes quickly.
- You will be confident using Microsoft Office, including Excel, Outlook and Teams.
- You will have good general IT skills with accurate keyboard data entry.
- You will be organised, logical and able to manage your time effectively in a busy environment.
- You will be a clear communicator who can explain financial information simply and work well with all stakeholders.
- You will bring some knowledge of finance procedures such as paying suppliers’ invoices, VAT or financial systems, or be keen to develop these with support.
- You will have some knowledge of pharmaceutical ordering processes or be keen to develop this with support.
Please be advised that this vacancy may close earlier than stated if we receive a large number of applications. We will not accept any applications or queries via agencies, under any circumstances.
