Job responsibilities
Main Duties
·
Processing
of income and expenditure information
·
Financial
record-keeping
·
Cash-flow
monitoring and forecasting
·
Management
of bank accounts
·
Cash
Book management
·
Payroll
management
·
Pensions
management
·
Liaising
with the practice accountant
·
Liaising with the practice bankers, including banking
of cheques and cash
·
Ensure all claims are made in timely fashion, using
relevant search facilities within clinical system.
Key Responsibilities
Invoices and Payments
·
Managing
invoices for payment, matching to delivery notes and ensuring appropriate
approval for payment
·
Preparation
of payment runs
·
Banking
of cash and cheques
·
Dealing
with supplier queries to ensure all issues are quickly and properly resolved
and suppliers are paid on time
·
Raising
invoices for services delivered in an accurate and timely manner
·
Check
monies received in a timely way. Follow up on outstanding debts; produce
monthly report on invoices outstanding
·
Liaise
with third parties, including suppliers, Clinical Commissioning Group and
patients
Reconciliations
·
Complete
monthly bank reconciliations in the TAS finance system
·
Reconcile
balance sheet accounts
·
Management
and reconciliation of petty cash
Budgeting
and Reporting
·
preparation
of annual budget
·
Ensure
correct P&L coding and allocation of all costs
·
Produce
monthly “actual vs budget” reporting including a commentary and submit to the
Business Partner for review
·
Provide
information to accountants for preparation of financial year end accounts;
address queries arising; ensure meaningful accounts produced with a
supporting commentary / variance analysis
·
Production
of ad-hoc financial management information
·
Support
the Business Partner in managing all financial tasks, budgets and forward
planning
Payroll
·
Prepare
and run staff payroll in accordance with employment law
·
Produce
monthly P11Ds for employees
·
Run
monthly payroll process on the SAGE system and produce payslips
·
Set
up employee salary payments in the bank account
·
Complete
monthly HMRC returns and payments
·
Complete
annual HMRC process, including production of P60s
·
Accurate
and timely processing of employee expense claims ensuring accurate coding,
compliance with policy and prompt settlement
·
Resolve
staff payroll queries
Pension
Administration
·
Carry
out salaried pension reconciliation to support monthly payment to NHS Pension
Agency
·
Update
Pensions Agency with monthly return
·
Answer
queries re pensions from either members of staff or the Pensions Agency
·
Complete
annual pension return
·
Maintain
pension information for new starters and leavers
Claims and Searches
·
To ensure that all local/national enhanced
services are claim for within the time constraint to ensure prompt payment
for the practice. Then using the search facilities within EMIS web, check for
any discrepancies, which then must be investigated and to see if staff are
using correct codes for all claims.
·
CQRS- manual claim input and manual enhanced
services claims.
·
Completing the monthly data spread sheet to
communicate monthly figures with Business/Operations Manager to ensure
continuity for revenue.
Project Management
Undertake and effectively deliver ad-hoc projects as agreed with the
Business Manager.
Other Duties
Other duties, which may be required to support the
smooth running of the Practice.
Confidentiality
In the course of seeking treatment, patients entrust us with,
or allow us to gather, sensitive information in relation to their health and
other matters. They do so in
confidence and have the right to expect that staff will respect their privacy
and act appropriately.
In the performance of the duties outlined in this job
description, the post-holder may have access to confidential information
relating to patients and their carers, practice staff and other healthcare
workers. They may also have access to
information relating to the practice as a business organisation. All
such information from any source is to be regarded as strictly confidential.l
Information relating to patients, carers, colleagues, other
healthcare workers or the business of the practice may only be divulged to
authorised persons in accordance with the practice policies and procedures
relating to confidentiality and the protection of personal and sensitive data.
Health
& safety
The post-holder will assist in promoting and maintaining their
own and others’ health, safety and security as defined in the Practice Health
& Safety Policy, to include:
·
Using personal security systems within the workplace according
to Practice guidelines.
·
Identifying the risks involved in work activities and
undertaking such activities in a way that manages those risks.
·
Making effective use of training to update knowledge and
skills.
·
Using appropriate infection control procedures, maintaining
work areas in a tidy and safe way and free from hazards.
·
Reporting potential risks identified.
·
As a member of the management team, look to actively resolve
health and safety issues and ensure a safe working environment.
Equality
and diversity
The post-holder will support the
equality, diversity and rights of patients, carers and colleagues, to
include:
- Acting in a way that recognizes
the importance of people’s rights, interpreting them in a way that is
consistent with practice procedures and policies, and current
legislation.
- Respecting the privacy, dignity,
needs and beliefs of patients, carers and colleagues.
- Behaving in a manner which is
welcoming to and of the individual, is non-judgmental and respects their
circumstances, feelings priorities and rights.
Personal/Professional
development
The post-holder
will participate in any training programme implemented by the practice as
part of this employment, such training to include:
- Participation in an annual
individual performance review, including taking responsibility for
maintaining a record of own personal and/or professional development.
- Taking responsibility for own
development, learning and performance and demonstrating skills and
activities to others who are undertaking similar work.
Quality
The
post-holder will strive to maintain quality within the practice, and will:
- Alert other team members to
issues of quality and risk.
- Assess own performance and take
accountability for own actions, either directly or under supervision.
- Contribute to the effectiveness
of the team by reflecting on own and team activities and making
suggestions on ways to improve and enhance the team’s performance.
- Work effectively with
individuals in other agencies to meet patients’ needs.
- Effectively manage own time,
workload and resources.
Communication
The post-holder should recognize the importance of
effective communication within the team and will strive to:
- Communicate effectively with
other team members.
- Communicate effectively with
patients and carers.
- Recognize people’s needs for
alternative methods of communication and respond accordingly.
Contribution
to the implementation of services
The
post-holder will
- Apply practice policies,
standards and guidance.
- Discuss with other members of
the team how the policies, standards and guidelines will affect own work.
- Participate in audit where
appropriate.