Job summary
- Main area
- ICT
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 301-JP-25-7350500
- Employer
- Midlands Partnership University NHS Foundation Trust
- Employer type
- NHS
- Site
- Lawton House
- Town
- Stoke-on-Trent
- Salary
- £27,485 - £30,162 per annum
- Salary period
- Yearly
- Closing
- 24/08/2025 23:59
Employer heading
PSN Administration Officer
NHS AfC: Band 4
Job overview
This post holder will provide support and be responsible for the day-to-day financial processing of the PSN (Public Service Network) Partnership, working with internal and external colleagues and suppliers to quote, order, maintain data and bill for links across the network, ensuring balancing of invoicing against payments. Additionally, they will assist where required in the support of various financial administrative duties within the team, such as IPT billing, on-call & overtime inputting and ad-hoc invoicing for chargeable services.
Main duties of the job
- To support and maintain the overall PSN process
- Assessment of how customer requirements relate to the different products available, by comparing the data from several 3rd party supplier sources
- Using different portals to obtain quotations relevant to the customer requirements in a consistent manner
- Placing orders for network links via portals, ensuring that the order specifically matches the customer request
- Maintaining the configuration management database (CMDB) with accurate link and financial data throughout the quotation, ordering and billing stages, including undertaking any data cleansing activities that may be required to ensure the quality and accuracy of the data
- Processing received invoices from external supplier to ensure they are paid
- Billing via the appropriate charging mechanism
- Dealing with any queries in relation to the PSN
- Maintain relationships with external suppliers and Partners/Customers
- To support in the production of monthly IPT SIP breakdown reports using our inhouse built system
- Support in the 3rd party renewals for licences and software for SSHIS
- Responsibility for the processing of S&SHIS on-call and overtime to Payroll through the specialised internal system.
- Produce quotes for partner organisations for ad-hoc and additional work using the rate card
- Support budget setting and monitoring meetings with S&SHIS Budget holders
- To produce invoice proformas to ensure that all monies due to the S&SHIS are recovered
Working for our organisation
Come and work with us at our award-winning NHS Trust, leading the way for trying new and better ways of working to help improve life for our local communities.
We have around 9,000 staff who provide physical and mental healthcare, support for people with learning disabilities, and adult social care across Staffordshire, Stoke-on-Trent, Shropshire, and Telford & Wrekin. We also run regional and national services, including help for new parents (perinatal care), eating disorders, forensic services, sexual health, and support for people in prison with mental health, drug, or alcohol problems.
We offer great career development for both clinical and non-clinical roles, with ongoing training and support to help you learn and grow.
We are ‘United in our Uniqueness’ and committed to creating a workplace where everyone feels welcome and can be themselves, no matter their background or identity. We want our staff to feel supported and valued, and we aim to build a team that reflects the communities we serve. Together, we can make sure every voice is heard, and every difference is respected.
Please note, we may be required to close this vacancy early if we receive a high volume of applications
Please be aware that the use of artificial intelligence (AI) in completing application forms will be monitored to ensure fairness and transparency. If you have used AI you must state this in your application.
Detailed job description and main responsibilities
Systems & Equipment
16. To use standard PC desktop/laptop equipment and standard Microsoft Office products including Outlook, Word, PowerPoint and Excel
17. Inputting within Healthroster, and the Service Management Tool (SMT) which is the S&SHIS in house service desk portal.
18. Updating & maintaining the Configuration Management Database (CMDB)
19. Generating & downloading on Tiger/third party billing portals (reporting systems for telephone billing) to generate reports on telephony charges for partner organisations will be required.
Decisions and Judgements
20. The post holder has the authority and autonomy to manage their own work-load, referring to their line-manager as required.
21. The post-holder will have the authority and confidence to meet with internal SSHIS Staff, Customer IT leads and finance teams to resolve issues and provide information.
22. Work within defined departmental and national protocols/policies and professional code of conduct. Propose changes to policies and procedures that impact on own area of work and support service developments.
Communication and relationships
23. Communicate with external customers & SSHIS staff to provide updates on the progression of orders, including monitoring and chasing.
24. Excellent written and verbal communication skills, including telephone skills, requiring confidence and industrial relations skills including tact and diplomacy.
25. Able to liaise with staff at all levels of the organisation and partner organisations when necessary.
Most challenging/difficult parts of the job
26. Managing customer expectations around order timescales, including communicating any unforeseen delays.
27. Exhibiting patience and helpfulness when obtaining the specific information to place orders from customers, who often need supporting through the process.
28. Requirement for prolonged periods of concentration whilst processing quotes, orders and bills via multiple data sources and portals to ensure accurate and consistent outcomes for all customers.
29. Attention to detail to ensure that PSN quotation, order and billing data is accurate.
Physical demands of the job
30. Demonstrate advanced keyboard skills, ensuring data entry is both accurate and timely.
31. This work requires light physical effort including co-ordination, sensory skills, dexterity, manipulation, speed, accuracy, advanced keyboard skills and the ability to meet the travel demands of the role.
32. Continuous VDU use requiring frequent sitting in a restricted position
Person specification
Qualifications
Essential criteria
- NVQ 3 or equivalent in Administration, Finance or IT
- Trained in advanced computer literacy using Microsoft Office (Excel, Word, Outlook) e.g OCR level 3 or demonstrate equivalent level of experience
- Certified Data Entry Specialist (CDES) qualification or equivalent demonstrable skills and experience
Desirable criteria
- Information Technology Infrastructure Library (ITIL) Foundation Certificate.
- HFMA - Healthcare Finance
Experience
Essential criteria
- Skilled in managing and monitoring complex excel spreadsheets
- Experience of managing data within an administration role
- Experience of working in a finance administration related role
- Working in situations involving tight deadlines, able to prioritise to meet competing demands
- Previous experience of using a Service Management Tool or similar, to track and manage time to meet these deadlines.
Desirable criteria
- Experience of using the NHS Healthroster system
- Experience within an IT related role
- Working knowledge of using service management tool & CMDB
Skills
Essential criteria
- Good knowledge of robust data entry and validation techniques for ensuring high quality data is maintained through multiple online portals
- Be confident and self‐reliant with good customer service and industrial relations skills including tact.
- Able to accept and carry out assignments outside the range of normal duties with a positive attitude.
- Able to plan ahead.
- Able to work autonomously, without supervision; able to prioritise many conflicting demands.
- Able to record data accurately.
- Excellent written and verbal communication skills, including telephone skills
Desirable criteria
- Knowledge of project management methodologies
Personal Attributes
Essential criteria
- Good task and time management skills
- Self-motivated and able to work on own initiative.
- High level of accuracy and attention to detail
- Strong interpersonal skills
- Good written and verbal communication skills.
- Confident in liaising with staff at all levels of the organisation and partner organisations when necessary.
Desirable criteria
- Able to travel to various locations across the community
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Tim Hawkes
- Job title
- Lead: Network & Systems
- Email address
- [email protected]
- Telephone number
- 07580992843
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