Finance Manager

Job responsibilities

Organisational responsibilities

• Maintain and increase sources of income analysing and reporting on threats and opportunities.
• Understand the financial implications of contract changes and legislation.
• Maximise income.
• Minimise expenditure.
• To undertake a variety of financial and administrative duties to assist in the smooth running of the Practice.

Operational responsibilities

Finance

• Manage Practice accounts, work closely with the Business Manager to seek to maximise income.
• Invoicing.
• Maintain appropriate systems for the payment of invoices by BACS or cheques.
• Undertake the Practice banking.
• Record-keeping.
• Processing of income and expenditure information.
• Ensure costs related to the upkeep of the building and equipment are agreed and accounted for, liaising with the Business Manager as required.
• Cash-flow monitoring and report updates regularly to the Business Manager.
• Manage the budget to maximize revenue and identify potential areas of cost savings.
• Check time sheets, run the monthly payroll and maintain appropriate records.
• Pensions administration.
• Take responsibility for the operation of the Petty cash system, including withdrawing cash, reimbursing staff and achieving balanced accounts.
• Calculating Quality Reporting Service (CQRS) administration.
• Claims administration and reconciliation.
• Reconciliation of bank account information.
• Purchase and sales ledger processing.
• Enhanced services and incentive schemes administration.
• QOF administration.
• Writing of applications and reports for funding streams.
• Procurement administration.
• Data collection and submissions.
• Liaising with the practice accountant.
• Liaising with the practice bankers.
• Ensure the negotiation of initial service contracts and renewals with potential contractors ensuring that the Practice obtains the most effective service at the optimum price, delegating to the Office Co-ordinator for every day Premises matters and liaising with the Business Manager as appropriate.

Human Resources

• Be involved in staff induction, training and development opportunities for the admin team, liaising with the Business Manager to ensure staff are appropriately trained to fulfil their roles and to maximise opportunities for motivating staff to fulfil their potential.
• Liaise closely with the Business Manager to ensure tasks associated with finance and admin (including Quality and Outcomes Framework QOF and Enhanced Services) are appropriately delegated to those with the skills, abilities and time to undertake them.
• Work closely with the Business Manager and others to ensure adequate staffing levels and training requirements associated with the admin team.
• Work closely with the Business Manager to involve staff as appropriate in the introduction of change.
• Liaise closely with the Business Manager and Partner responsible for staff in matters relating to capability, grievance and discipline.
• Assist the Business Manager in ensuring all policies and procedures are up to date, particularly as they relate to finance and ensure all relevant staff have read and signed updates.
• Work under the direction of the Business Manager and others as appropriate in the handling of patient complaints, particularly where the complaint relates to finance.

Administration

• Undertake administrative duties when required.

Clinical Commissioning Group (CCG)

• Supervise the collation of CCG data relating to performance, statistics, patient feedback and activity and producing summary management reports as required.
• Supervise working with the CCG to validate patient information, performing regular checks and quality audits, delegating as appropriate.
• Provide regular reports on the incentive and prescribing schemes to the Business Manager and ensure appropriate and timely claims are submitted.
• Ensure all CCG (and other) financial returns, records and queries are handled in a timely and efficient manner, liaising with the Business Manager as appropriate.
• Quality and Outcomes Framework (QOF) and Enhanced Services
• Supervise the production of claims related to Enhanced, National or Local Services, remaining familiar with processes to ensure claims can be submitted in the event of staff absence.
• Ensure specifications for new Enhanced, National and Local Services are received and circulated to appropriate staff and arrange training as required, delegating as appropriate.
• Co-ordinate the submission of sign-up sheets as agreed.
• Maintain own knowledge of national, local and Practice quality standards for chronic disease management and ensure the admin team are made aware of changes in a timely manner.
• Support staff in correctly identifying and targeting patients for assessment and treatment
• To facilitate effective communication between suppliers, members of the primary health care team, the CCG and all other external agencies.
• To recognise the importance of effective communication within the team and strive to communicate effectively with other team members, patients and carers.
• To recognise peoples needs for alternative methods of communication and respond accordingly.
• Provide support and training for current and new staff ensuring that data quality guidelines are understood and adhered to, delegating as appropriate.

Patient Services

• Assist the Business Manager to implement improvements in line with the CQC, Quality and Outcome Framework (QOF), Enhanced services and ensure that quality is maintained.

Communication

• Actively participate in staff and external meetings as required, preparing agendas as required, disseminating information and ensuring the distribution of minutes as necessary.

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

• 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, the practice health & safety manual, and the practice infection prevention and control policy and published procedures. This will 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, and initiate and manage the training of the administrators.

• Using appropriate infection prevention control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed.

• Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognized.

• Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the Practice, and assuming responsibility in the maintenance of general standards of cleanliness across the Practice in consultation (where appropriate) with other sector managers.

• Undertaking periodic infection prevention control training (minimum annually).

• Routinely managing own team / team areas, and maintaining work space standards.

• Demonstrating due regard for safeguarding and promoting the welfare of children.

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 peoples 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 teams performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources

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

Knowledge & Skills

Essential

• Knowledge and skills that would enable the post holder to carry out bookkeeping and management of the Practice accounts.
• Knowledge, skills and experience of payroll administration.
• Knowledge of recruitment, staff training and team motivation.

Desirable

• Knowledge and experience of Xero accounting software.
• Knowledge of Pensions administration.

Experience

Essential

• IT literate, including experience in using Word and Excel at intermediate level, proficient at email and using the internet.
• Knowledge, skills and experience of payroll administration.

Desirable

• Previous management experience.
• Knowledge and experience of Xero accounting software.
• Experience in using EMIS clinical software.
• Experience of dealing with members of the public.
• Previous experience in an analytical role.
• Experience in primary care/NHS/caring profession.

Other

Essential

• Ability to carry out complex administration and record keeping in an office environment.
• Ability to understand and learn new software and administrative procedures.
• Accurate and thorough approach.
• Ability to work in a changing environment and work under pressure.
• Ability to deal with external organisations at supervisory level.

Personal

Essential

• Good sickness record (e.g. max 3 events in last 12 months).
• Good communicator (verbal & written) both upwards and downwards.
• Hard working, reliable and resourceful. Ability to use own judgement and common sense.
• Ability to work autonomously and initiate / self-direct own workload.
• Evidence of the ability to grasp new concepts and work on a self-directed basis.
• Ability to relate to the interviewing team and exhibit personality to match culture of Practice.
• Adaptable, innovative and forward looking.

Desirable

• Pay increasing or improved employment with this position. Checkable employment history > 3 years. Evidence of organisational skills. Evidence of recent self-directed learning or development. Evidence of job stability (e.g. < 2 employers in last 10 years). Ability to work ideal hours as stated.

Qualifications

Essential

• Association of Accounting Technicians (AAT) level 3 or 4, or equivalent or equivalent experience.

Desirable

• Formal qualification in IT (e.g. CLAIT, ECDL).

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).