Job responsibilities
Job Description
Position: FINANCE OFFICER
Accountable to: PRACTICE MANAGER AND PARTNERS
Hours: 25+ hours per week (TBA) Working over 3 - 5 days a week, Monday to Friday
Pay: Dependent on skills and experience
General Information
Haresfield Surgery is situated within the Worcester City locality boundary and provides general medical services to approximately 18,000 patients. The Practice has seven partners, seven Salaried GPs, Advanced Nurse Practitioners, Registrars, GP Clinical Pharmacist, dedicated Management and a strong Nursing Team, all of which are supported by skilled Receptionists and Administrators. It is ideally located with excellent road links to surrounding towns and villages.
Haresfield Surgery prides itself with its team ethos, making it a great place to work. In its modern, purpose built building, Haresfield Surgery is able to offer its staff a working environment with comfortable rest rooms, free on-site parking and an in-house gym. Staff welfare is of utmost importance, as well as a focus on professional development and job satisfaction.
Job Summary
This is a role established to support all aspects of the finance function within the practice, which is overseen by an experienced Practice Manager.
Working hours will depend on the right candidate but will need continuity during the working week to ensure the smooth running of the finances within the practice.
Main Purposes
The post-holder will need to quickly become familiar with all functions of the Practice. There will be a strong focus on the commissioning of services and also ensuring that all income from claims submitted are accurately received in a timely fashion.
The post holder will be aware of the various statutory requirements and will assist in implementation as directed by the Practice Manager and Partners. There will be a need to work closely with all staff covering all departments in order to maintain all levels of local and national standards and requirements.
The post holder will work within the management team therefore confidentiality is of utmost importance.
Training requirements will be monitored by yearly appraisal. Personal development will be encouraged and supported by the Practice. It is the individuals responsibility to remain up to date with recent developments.
Principal Duties and Responsibilities
Financial
Maintain all aspects of bookkeeping using either Sage 50 or QuickBooks software
Prepare all supplier invoices ready for payment authorisation
Prepare and monitor all customer invoices, implementing credit control where necessary
Responsible for reconciliation of bank accounts, card payments and petty cash
Monthly VAT input, calculation and submission
Liaise with Accountants regarding Partners Tax
Prepare PAYE payroll and NHS Pensions for submission to external Payroll Services Supplier
Assist with all monthly, quarterly and annual commissioning claims inc. FP34 to ICB/NHSE/PCSE etc. ensuring accuracy of submissions and receipt of all monies owed
Prepare accounts for submission to Accountants and provide any further assistance and information necessary
Liaise with Accountants regarding all aspects of bookkeeping responsibilities
Work closely with Practice Manager to ensure accurate information to financial position of the practice is available at all times.
Provide agreed reports to the Practice Manager on a monthly basis.
Assist with queries from staff, patients and visitors.
Project Work
Due to nature of NHS contracts there is a vast amount of project work. The post holder will be expected to participate in projects as and when needed and on occasion run small projects independently.
Place of Work:
The main place of work will be based at Haresfield Surgery, but there may be occasional times where travel is required to the practices branch Surgery in Kempsey.
Health & Safety:
Working within a healthcare environment, the post-holder must take responsibility for their own and others health, safety and security. This will include (but will not be limited to):
All staff within the department adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
Maintain an up to date knowledge of health and safety and infection control statutory and best practice guidelines and ensure implementation across the Practice.
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 across the Practice.
Making effective use of training to update knowledge and skills, and initiate and manage the training of others in these areas.
Using appropriate infection 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 on and correcting health and safety hazards and infection hazards immediately when recognised.
Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other staff.
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.
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 recognises 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 that is welcoming to the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
The post-holder will participate in any training program 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 their own performance and take accountability for their own actions, either directly or under supervision.
- Contribute to the effectiveness of the team by reflecting on their own and the teams activities and making suggestions on ways to improve and enhance the teams performance.
- Work effectively with individuals in other agencies to meet patient needs.
- Effectively manage own time, workload and resources.
Communication:
The post-holder should recognise 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.
Notes This is not intended to be an exhaustive list of responsibilities. This is a role which requires flexibility and adaptability and it is expected that you will participate in a wide range of activities which are appropriate to your position, level of expertise and employment grade.
