Job summary
(Shortlisted candidates must be available on 4th March, 2024 for an Interview on site)
This
role will particularly suit an experienced practice manager who is keen to
develop specialist interest in the practice finance and business aspects or an existing
practice manager who is looking to work in a large multi-site general practice.
This will also be suitable for finance professionals from other NHS and non-NHS
background with considerable financial and business experience in complex
organisations and transferable skills.
The
Practice Finance Manager is responsible for ensuring the practice is a
sustainable and thriving business, by overseeing all business transactions,
accessing all relevant claims and funds, and seeking additional earning and
funding opportunities. The finance manager will work with Partners and practice
manager to develop the practice through effective business and financial
management, continued development of income streams, the implementation of
effective services contracts and responding to opportunities with business
cases and proposals.
Working
with the Practice Manager, the Finance Manager will ensure the efficiency,
effectiveness, and sustainability of the practice and will act as a role model
to demonstrate partnership values and professional behaviour.
Main duties of the job
The
Finance Manager is accountable to the partners through a designated Management
Partner for managing the business planning and transactions of the practice on
a day-to-day basis, ensuring services are maintained for patients at all practice
sites through estate management, effective business systems, accurate
reporting, business and financial information and supplier contract management.
The
Finance Manager will deliver against contracts and agreements for care and
ensure all services rendered are claimed for.
At
a time of considerable change and challenge for Primary Care the Finance
Manager will have a particular responsibility in ensuring the continued
development of the Practice through a thorough understanding of the funding
regime for Primary Care, fully accessing income streams and identifying new
opportunities for the organisation.
About us
We
are a friendly, supportive, and innovative training Practice in inner city
Bradford. Kensington is based over 4 sites, so even with a main base you would
have the opportunity to work across the sites for some diversity at times. We
have a patient list size of approximately 23,500 delivering high quality care
to our diverse group of patients. We are actively involved in our Primary Care
Network.
We
have a dedicated team of 7 GP Partners, GP Registrar and Foundation Year
Doctor, ANP, ACP, Clinical Pharmacists, Pharmacy Technicians, Practice Nurses,
HCAs, Receptionists and Administration teams.
Job description
Job responsibilities
Partnership Finance:
- Manage
practice accounts and seek to maximise income.
- Prepare
accounts for accountants and ensure end of quarter and end of year returns are
completed for pensions, tax and all financial systems
- Ensure
effective budgeting and reporting to ensure up to date accounts available to
support financial health of partnership
- Ensure
payroll is run effectively
- Maintain
pensions records of all employed staff including GP Partners
- Manage
financial aspects of employment for all staff and locum staff
- Through
negotiation with the commissioning authority (ICB) and NHS England ensure the
practice receives an appropriate and equitable allocation of resources
- Understand
and report on the financial implications of contract and legislation changes
- Prepare
invoices and collect money promptly
- Make
payments promptly and record correctly
- Ensure
that expenses are reasonable and best value for money
- Manage
practice accounts; submit year-end and monthly figures promptly and liaise with
the Practice Manager
- Monitor
cash-flow
- Oversee
the management and reconciliation of bank accounts; negotiate and liaise with
the practice bankers
- Ensure
accurate budgeting and accountancy systems are maintained
- Run
payments systems for creditors and debtor management
-
Ensure all financial processes are transparent and open for inspection
- Monitor and reconcile income and expenditure
statements and purchase/sales ledger transactions
- Manage appropriate systems for handling and
recording of cash and cheques and petty cash.
- Report to the partners on financial and
operational performance KPIs
- Liaise with practice accountants/PCN business
leads on financial affairs of the PCN.
Partnership Business
performance:
- Lead
for all estates management (four sites) including negotiating with property
services and ensuring best value for money
- Carry
out regular reviews and benchmarking of business aspects of the practice to
identify areas of innovation, improvement, and development
- Ensure
the practice is delivering services in accordance with national and local
regulation of primary care so that the practice can demonstrate achievement of
relevant standards of care
- Business
governance - ensure the business is run in accordance with all guidelines and
legislation e.g. health and safety, tax, finance etc.
- Manage
financial risk by carrying out risk assessments where necessary and maintaining
risk registers with Practice Manager
- Support
Business Continuity Planning
- Attend
local and regional meetings as agreed with Managing Partner and Practice
Manager to ensure effective understanding of existing and new opportunities and
challenges
- Work
with IT suppliers to ensure effective use of all IT and telephony systems
through configuration, reporting on usage and planning effective training with
Practice Manager.
- Identify
and report to partners regularly on key performance indicators.
- Where
appropriate use local and national systems to benchmark the business aspects of
the practice.
- Ensure
the business is appropriately insured for all relevant aspects, seeking quotes
and comparisons as necessary.
- Manage
contracts for key services to ensure best service and value for money and
maintain productive relationships with key service providers
- Working
with Practice Manager, attend, contribute to and feedback to partners on
relevant locality and area meetings to support Primary Care Network and
identify opportunities and threats.
Partnership income
streams and IT:
- Ensure
that service related income is maximised, including via SystmOne searches and
analysis of data. This includes income through the PCN, from QOF targets, flu
targets, IIF, DES and LES and any other services
- Analyse
and present data to assist nursing and other teams in the efficient direction
of resources to maximise patient wellbeing
- Maintain
registration policies and monitor patient turnover and capitation to ensure that
financial goals are met
- Routinely
monitor and assess practice performance against patient access and demand
management targets
- Oversee
the evaluation of and plan practice IT implementation and modernisation
- Oversee
the latest development in primary care IT and ensure that the practice has the
necessary IT equipment and efficient telephone systems
- Ensure
that the practice has effective IT data security, back-up, maintenance and
disaster recovery plans in place
- Liaise
with the ICB regarding systems procurement, IT funding and national IT
development programmes.
Leadership and Change
management:
- Demonstrate
leadership and change management and support the capacity for both within teams.
Support the Practice Manager in developing and implementing processes to
support staff morale, to achieve good levels of staff development and retention
- Work
with practice manager and partners to develop new models of care and staffing
structures to improve service and financial efficiencies including exploring
the use of Artificial Intelligence
- Present
ideas and support others to develop areas for opportunity and effective
functioning of the business
- Support
Practice Manager to set agendas and make proposals to meetings; record
appropriately for professional and business governance and follow up actions.
- Keep
abreast of current affairs and identify potential opportunities and threats.
- Contribute
to practice strategy; formulate objectives and research and develop ideas for
future practice development
- Develop
and maintain effective communication both within the practice and with relevant
outside agencies
Personal development:
- To be aware of national, local and
practice quality standards for all aspects of general practice
- Having an excellent working knowledge of
and closely monitoring performance and quality targets including but not
limited to QOF, PMS, key performance indicators and other locally agreed
schemes and incentives.
- To take responsibility for own developmental learning
and performance
- To participate in the practice appraisal scheme.
- To attend educational and other meetings as required.
- To undertake training as required including mandatory
and statutory training, core skills training and ongoing developmental training
- To recognise and understand the roles and
responsibilities of the whole primary health care team.
- To strive to maintain quality within the practice and
to alert other team members and line manager to issues of quality and risk.
- To assess own performance and take accountability for
own actions, either directly or under supervision.
- To effectively manage own time, workload, and
resources.
Job description
Job responsibilities
Partnership Finance:
- Manage
practice accounts and seek to maximise income.
- Prepare
accounts for accountants and ensure end of quarter and end of year returns are
completed for pensions, tax and all financial systems
- Ensure
effective budgeting and reporting to ensure up to date accounts available to
support financial health of partnership
- Ensure
payroll is run effectively
- Maintain
pensions records of all employed staff including GP Partners
- Manage
financial aspects of employment for all staff and locum staff
- Through
negotiation with the commissioning authority (ICB) and NHS England ensure the
practice receives an appropriate and equitable allocation of resources
- Understand
and report on the financial implications of contract and legislation changes
- Prepare
invoices and collect money promptly
- Make
payments promptly and record correctly
- Ensure
that expenses are reasonable and best value for money
- Manage
practice accounts; submit year-end and monthly figures promptly and liaise with
the Practice Manager
- Monitor
cash-flow
- Oversee
the management and reconciliation of bank accounts; negotiate and liaise with
the practice bankers
- Ensure
accurate budgeting and accountancy systems are maintained
- Run
payments systems for creditors and debtor management
-
Ensure all financial processes are transparent and open for inspection
- Monitor and reconcile income and expenditure
statements and purchase/sales ledger transactions
- Manage appropriate systems for handling and
recording of cash and cheques and petty cash.
- Report to the partners on financial and
operational performance KPIs
- Liaise with practice accountants/PCN business
leads on financial affairs of the PCN.
Partnership Business
performance:
- Lead
for all estates management (four sites) including negotiating with property
services and ensuring best value for money
- Carry
out regular reviews and benchmarking of business aspects of the practice to
identify areas of innovation, improvement, and development
- Ensure
the practice is delivering services in accordance with national and local
regulation of primary care so that the practice can demonstrate achievement of
relevant standards of care
- Business
governance - ensure the business is run in accordance with all guidelines and
legislation e.g. health and safety, tax, finance etc.
- Manage
financial risk by carrying out risk assessments where necessary and maintaining
risk registers with Practice Manager
- Support
Business Continuity Planning
- Attend
local and regional meetings as agreed with Managing Partner and Practice
Manager to ensure effective understanding of existing and new opportunities and
challenges
- Work
with IT suppliers to ensure effective use of all IT and telephony systems
through configuration, reporting on usage and planning effective training with
Practice Manager.
- Identify
and report to partners regularly on key performance indicators.
- Where
appropriate use local and national systems to benchmark the business aspects of
the practice.
- Ensure
the business is appropriately insured for all relevant aspects, seeking quotes
and comparisons as necessary.
- Manage
contracts for key services to ensure best service and value for money and
maintain productive relationships with key service providers
- Working
with Practice Manager, attend, contribute to and feedback to partners on
relevant locality and area meetings to support Primary Care Network and
identify opportunities and threats.
Partnership income
streams and IT:
- Ensure
that service related income is maximised, including via SystmOne searches and
analysis of data. This includes income through the PCN, from QOF targets, flu
targets, IIF, DES and LES and any other services
- Analyse
and present data to assist nursing and other teams in the efficient direction
of resources to maximise patient wellbeing
- Maintain
registration policies and monitor patient turnover and capitation to ensure that
financial goals are met
- Routinely
monitor and assess practice performance against patient access and demand
management targets
- Oversee
the evaluation of and plan practice IT implementation and modernisation
- Oversee
the latest development in primary care IT and ensure that the practice has the
necessary IT equipment and efficient telephone systems
- Ensure
that the practice has effective IT data security, back-up, maintenance and
disaster recovery plans in place
- Liaise
with the ICB regarding systems procurement, IT funding and national IT
development programmes.
Leadership and Change
management:
- Demonstrate
leadership and change management and support the capacity for both within teams.
Support the Practice Manager in developing and implementing processes to
support staff morale, to achieve good levels of staff development and retention
- Work
with practice manager and partners to develop new models of care and staffing
structures to improve service and financial efficiencies including exploring
the use of Artificial Intelligence
- Present
ideas and support others to develop areas for opportunity and effective
functioning of the business
- Support
Practice Manager to set agendas and make proposals to meetings; record
appropriately for professional and business governance and follow up actions.
- Keep
abreast of current affairs and identify potential opportunities and threats.
- Contribute
to practice strategy; formulate objectives and research and develop ideas for
future practice development
- Develop
and maintain effective communication both within the practice and with relevant
outside agencies
Personal development:
- To be aware of national, local and
practice quality standards for all aspects of general practice
- Having an excellent working knowledge of
and closely monitoring performance and quality targets including but not
limited to QOF, PMS, key performance indicators and other locally agreed
schemes and incentives.
- To take responsibility for own developmental learning
and performance
- To participate in the practice appraisal scheme.
- To attend educational and other meetings as required.
- To undertake training as required including mandatory
and statutory training, core skills training and ongoing developmental training
- To recognise and understand the roles and
responsibilities of the whole primary health care team.
- To strive to maintain quality within the practice and
to alert other team members and line manager to issues of quality and risk.
- To assess own performance and take accountability for
own actions, either directly or under supervision.
- To effectively manage own time, workload, and
resources.
Person Specification
Qualifications
Essential
- Certificate of Higher Education (preferred)
Experience
Essential
- Managing Finance: 2 years (preferred)
Items applicable to all staff
Essential
- 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 careers, 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, 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
- 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.
- 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.
- Recognise peoples needs for alternative methods of communication and respond accordingly.
- This list is not exhaustive and post holder is expected to be flexible according to the partnership needs agreed by the GP partners.
Interview
Essential
- Must be available on 4th March for an Interview on site.
Person Specification
Qualifications
Essential
- Certificate of Higher Education (preferred)
Experience
Essential
- Managing Finance: 2 years (preferred)
Items applicable to all staff
Essential
- 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 careers, 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, 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
- 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.
- 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.
- Recognise peoples needs for alternative methods of communication and respond accordingly.
- This list is not exhaustive and post holder is expected to be flexible according to the partnership needs agreed by the GP partners.
Interview
Essential
- Must be available on 4th March for an Interview on site.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
