Assistant Operations Manager/Bookkeeper

Job description

Job responsibilities

The following are the core responsibilities of the Assistant Operations Manager/Bookkeeper. There may be, on occasion, a requirement to carry out other tasks; this will depend on factors such as workload and staffing levels.

a. Assist in the overseeing of day-to-day operations of the practice, ensuring staff achieve their primary responsibilities.

b. Ensuring compliance with CQC regulations and standards

c. Direct line management of non-clinical staff

d. Assisting the Operations Manager where required with maintaining an effective overview of HR legislation in conjunction with Peninsula Business Services including but not limited to ensuring staff contracts are updated, appraisals, overseeing Inductions, disciplinary and grievance issues etc.

e. Maintain standards and consistency in working practices across both sites

f. Assist with the reviewing and updating of all practice policies and procedures

g. Assist the Operations Manager with ensuring the practice maintains compliance with its NHS contractual obligations

h. Assist with Marketing the practice appropriately

i. Assist the Operations Manager in ensuring that complaints are dealt with in a timely manner and where necessary escalated to the next level

j. Review all income and expenditure statements, identifying any inaccuracies and rectifying such issues, informing the Business Manager as required

k. Ensure invoices are paid within the given time frame

l. Maintain an effective system for the handling of petty cash and cheques

m. Responsible for administration of Practice and Pharmacy Accounts

n. Processing sales invoices, receipts and payments

o. Completing VAT returns

p. Reconcile company bank and loan statements

q. Liaison with Practice Accountants

r. Responsible for administration of payroll

s. Responsible for administration of NHS Pension and NEST Pension schemes

t. Ensure the presentation of monthly financial reports is of a high standard

u. Present financial forecasts to partners as and when required

v. Ensure that effective financial controls are in place and processes are adhered to

w. Understand and brief the management team on financial implications of contract and legislation changes affecting the practice

x. Maintain an effective working relationship with the ICB, ensuring the practice receives a proportionate and equitable allocation of resources

In addition to the primary responsibilities, the Assistant Operations Manager/Bookkeeper may be requested to:

a. Deputise for the Operations Manager in their absence

b. Act as the primary point of contact for finance-related matters with NHS(E), the ICB and the practice accountant

c. Partake in audit as requested by the audit lead

d. Attend and actively participate in practice management meetings

e. Attend any external meetings pertinent to the role of Bookkeeper

Full Job Description available on request.

Person Specification

Experience

Essential

• Experience of working with the general public
• Experience of maintaining financial information systems

Desirable

• Experience of using Sage Accounting software
• Experience of using Sage Payroll software
• Experience of working in a healthcare setting
• Experience of data analysis and the production of reports
• Experience of financial planning and forecasting
• Experience of primary care / running costs for NHS organisations
• NHS/Primary Care general practice experience
• Experience of managing multidisciplinary teams

Skills

Essential

• Ability to exploit and negotiate opportunities to enhance service delivery
• Excellent communication skills (written, oral and presenting)
• Strong IT skills (Microsoft Office)
• Strategic thinker and negotiator
• Ability to prioritise and work to tight deadlines in a fast-paced environment
• Effective time management (planning and organising)
• Ability to network and build relationships
• Proven problem-solving and analytical skills
• Ability to motivate and train staff

Desirable

• SystmOne user skills

Qualifications

Essential

• Excellent standard of education with excellent literacy and numeracy skills

Desirable

• Bookkeeping Qualification
• Leadership and/or management qualification

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.

Employer details

Employer name

Kirton Lindsey & Scotter Surgery

Address

Kirton Lindsey Surgery

Traingate

Kirton Lindsey

Gainsborough

Lincolnshire

DN21 4PQ

Employer's website

https://www.kirtonlindseysurgery.co.uk (Opens in a new tab)