Job vacancy: General Office Supervisor, Medway NHS Foundation Trust, Gillingham, Kent

Job summary

Main area

Finance

Grade

Band 4

Contract

Permanent

Hours

Full time
Job share

37.5 hours per week

Job ref

275-2508GOS

Employer: Medway NHS Foundation Trust
Employer type: NHS
Site: Medway Maritime Hospital
Town: Gillingham, Kent
Salary: £27,485 - £30,162 per annum/pa pro rata
Salary period: Yearly
Closing: 21/08/2025 23:59

General Office Supervisor

Band 4

Do you have the ambition and vision to deliver the Best of Care by the Best People?

Here at Medway, we pride ourselves on working together as one to ensure that our shared vision of Better, Best, Brilliant is achieved

Our Trust is a great choice for people who want to develop their career in an ambitious and dynamic environment; our employees are able to choose the coverage and supplemental benefits that best fit their needs and those of their families. This includes the promotion of flexible working opportunities across the Trust, we are able to give our employees flexibility on where, when and the hours they work.

Our culture and values are what drives Medway NHS Foundation Trust and is the heartbeat of who we are as an organisation. It is important that you understand and to refer to our values when you are completing your application and always reflect our values throughout your employment with the Trust.

Detailed job description and main responsibilities

The duties of the role include;

Supervising the General Office Cashier and General Office Administrator and supporting them to perform their duties in accordance with Standing Operating Procedures.

Ensuring the General Office team is up to date with all statutory and mandatory training.

Opening and closing of the General Office daily and managing the functions of the office with limited interaction from the wider Finance team.

Ensuring staffing levels are above the minimum required level to safeguard the staff and procedures of the team at all times.

Providing support and point of escalation for issues that may arise from staff and patients attending the General Office window.

Ensuring that all cash, cheque, credit/debit card and direct income received is receipted, appropriately stored and regularly banked.

· Ensuring that adequate cash controls are in place and adhered to at all times.

Ensuring that all Trust income is accurately recorded in the Trust financial ledgers on a timely basis.

Supporting the management and control of the main petty cash float ensuring controls are followed to prevent loss, theft and fraud.

Ensuring regular audit checks are performed on all petty cash floats.

Responsible for the processing of patient travel claims in accordance with Department of Health guidelines. This includes ensuring the patient qualifies for reimbursement, that adequate paperwork is presented by the patient and duplicate payments are not made.

Ensuring that ICR (Injury Cost Recovery) claims are submitted in a timely manner.

Ensuring there are adequate checks and controls in place to safeguard patients valuables deposited in the General Office.

Person specification

Qualifications

Essential criteria

NVQ level 4 / AAT or equivalent qualification preferable or relevant experience in a similar setting.
Minimum of 5 GCSEs or equivalent, including Maths and English at grade C or above.

Knowledge

Essential criteria

Management/Supervisory awareness and support.
Finance processing and administration.
Cash handling procedures and controls.
Information Governance/Data Protection regulations

Experience

Essential criteria

Supervisory/Management experience.
Computerised financial systems, use of spreadsheets and databases.
Experience of general office administration/cashiering.
Petty Cash management.

Skills

Essential criteria

High level numerical and analytical skills. .
Accurate finance and administration skills.
Excellent verbal and written communication.
Ability to work under pressure.
Effective time management.
Persuasion & negotiating skills.
Ability to work remotely from management and apply initiative.
The ability to lead, motivate and support the team
The ability to communicate detailed advice and guidance which impacts upon a wide range of managers and staff across the organisation
Excellent keyboard skills and experience of Microsoft office.

Please note that we do not accept applications via CV or recruitment agencies.

This post will close before the intended closing date should sufficient number of suitable applications be received. Therefore, if you are interested in applying for this role, we suggest that you do so at the earliest opportunity.

Applications are welcomed from applicants who wish to apply for a position on the basis of a smarter or flexible working arrangement. Where candidates are successful at interview, such requests will be taken under consideration and accommodated where the needs of the service allow.

We welcome applications irrespective of people's age, disability, gender identity and gender expression, race or ethnicity, religion or belief, sexual orientation, or other personal circumstances. We have policies and procedures in place to ensure that all applicants are treated fairly and consistently at every stage of the recruitment process, including the consideration of reasonable adjustments for people who have a disability.

All staff no matter where they work or which age group of patients they work with must be aware of their responsibility to act when they feel a child, young person or vulnerable adult has been or is at risk of abuse.

We are a fully non-smoking Trust. Smoking is completely prohibited in all Trust buildings, grounds and car parks for patients, visitors, staff and contractors.

This Local Employment Partnership Employer shares information about new starters with Jobcentre Plus, for statistical purposes only.

After applying via NHS Jobs, your submitted application will be imported into our preferred third-party recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs. If you are appointed to a post, information will also be transferred into the NHS Electronic Staff Records system.

You will not be able to track the progress of your application or receive messages through NHS Jobs, and furthermore, as an employer, we will not be able to respond to any e-mails sent to us via NHS Jobs. If you have a query relating to your application, please contact the Resourcing Team on 01634 830000.

If you have not heard from us within 21 days of the closing date, please assume that you have not been shortlisted on this occasion.

We wish to stress that no discourtesy is intended in following such a procedure, and you should not let this deter you from future applications.

Defence Employer Recognition Scheme (ERS) - Bronze

Defence Employer Recognition Scheme (ERS) - Silver

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Job Description (PDF, 840.3KB)

Apply online now

Further details / informal visits contact

Name: Andrea Clarke
Job title: Senior Financial Accountant
Email address: [email protected]
Telephone number: 01634976281

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Job summary

Employer heading

General Office Supervisor

Band 4

Job overview

Main duties of the job

Working for our organisation

Detailed job description and main responsibilities

Person specification

Qualifications

Essential criteria

Knowledge

Essential criteria

Experience

Essential criteria

Skills

Essential criteria

Employer certification / accreditation badges

Applicant requirements

Documents to download

Further details / informal visits contact

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