PCN Business Manager- Tonbridge Primary Care Network

Job description

Job responsibilities

Key Responsibilities

Provide support to the Clinical Director, all PCN member practices and their teams.

Have complete oversight of PCN income and expenditure and maintain records of both including forecasting information, creating regular finance reports for the PCN Board

Process any invoices / claims/ regular payments/ staff expenses claims

Liaise with ICB colleagues to ensure the PCN meets targets for all funding initiatives.

Manage and review PCN contracts with external organisations

Support implementation of initiatives through timely and relevant information analysis and administrative support.

Provide transformational support in the progression of the PCN to a private PCN company working with the solicitors and accountants to drive this forward taking a lead role in the delivery of this project including the progressing of CQC registration

Deliver against agreed objectives, achieving quality outcomes.

As a senior member of the PCN Management team you will be expected to line manage a number of PCN staff

Participate in relevant internal and external working groups and initiatives to provide, information and analytical advice to inform the development and delivery of the business plans and the optimisation of PCN income streams.

Work collaboratively across organisations to develop and implement project data collection systems that will provide accurate and timely data.

Communicate information and issues, including briefings and reports that develop and deliver business plans.

Maintain excellent relationships across all core member Practices and with partner organisations ICB and wider community colleagues.

Operational responsibilities

Financial

Prepare, review and reconcile invoicing and payments and process staff mileage and expense claims on a monthly basis.

Monitor Tradeshift invoicing system to ensure timely acceptance of invoices from practices / GP leads /Community Education Facilitation (CEF) / MPL claims.

Oversee and allocate PCN funding with responsibility for the appropriate distribution of PCN income to member practices in accordance with work done, or population list sizes.

Have complete oversight of the PCN bank account and monitor transactions.

Maintain the PCN Finance Forecast for regular monthly updates for Board members and members of the Finance Subcommittee. This includes monitoring all ARRS spending and forecasting ARRS budget for the next fiscal year

Annual accounts breakdown for accountants and review of accountant produced PCN profit and loss statement

Overseeing PCN budgets especially ARRS ensuring there is no overspend

Process ARRS claims via the portal by the deadline each month

Breakdown of annual income from Kent and Medway Medical School (KMMS) student placements including supervisor payments

Ensuring timely claiming of any ICB led initiatives and processing purchase orders for services including Virtual Ward.

Managing and tracking vaccine income using Outcomes for Health and Manage Your Service (MYS) Systems providing reports of income per practice/PCN led service and claiming monies due from NHS Business Services Authority.

Tracking Primary Care Support England (PCSE) Direct Enhanced Services (DES) and Local Enhanced Services (LES) payments

Managing Capacity and Access Improvement Payment (CAIP) And Investment and Impact Fund (IIF) in collaboration with the PCN Digital Lead

Processing all ARRS claims monthly via the ARRS portal working closely with ICB colleagues and Practice Managers and Practice Business Managers to ensure claims are correct for any practice based ARRS Roles

Annually process uplifts for ARRS roles where appropriate and agreed by PCN Board

Ensure any annual increases in DES / LES income is reflected in the split between member practices. This will include Care home / Extended Access (EA) / Capacity and Access Support (CAS) and any other ICB led initiatives

Contracts management with North East London NHS Foundation Trust (NELFT) and Kent Community Health NHS Foundation Trust (KCHFT) and scheduling of regular review meetings with such organisations to ensure the smooth running of services

Make any agreed monthly payments to practices (CAS and EA and Care Homes) and process any claims via Tradeshift. Pay any other invoices for example to IT suppliers, training companies, venues.

Support and inform the requirement and targeting of resources and delivery of financial and commercial plans by providing high quality information and analysis.

Contribute to the financial delivery of PCN activities.

Provide administrative support to enable timely responses to commercial opportunities.

Liaise directly with member practices to support accurate financial tracking/invoicing,

Functional Responsibilities

Ensure policies are accurate and reviewed in line with schedules and/or events which may influence any individual policy.

To produce, review and circulate all documents required for meetings.

Minute meetings where required. Drawing up action points and circulating.

Manage and appropriately distribute mail via a PCN email account. This will include ensuring fast redirect of sensitive financial information

To create and circulate exception reporting when required.

Provide support to the Operations Manager if required. This may include arranging appropriate cover for PCN clinical staff; support with cancellation of clinics; monitoring / updating digital clinics on various clinical system platforms; support with significant event capture monitoring and learning.

Supporting PCN members with all other reasonable administration requests.

Supporting and collating evaluation of PCN services to drive further improvements.

Information Management

Ensure sufficient data sharing agreements are in place for all PCN activities.

Carry out timely and accurate information analysis and reporting on agreed areas of portfolio and present findings in an agreed manner.

Develop and maintain databases required for the role.

Maintain administrative and information resources.

Evolving responsibilities

Tonbridge Primary Care Network will soon be setting up its own company and the Business Manager will play a key role in the transfer of some activities as outlined below:

Support in the setup of PCN company

Taking over management of the PCN bank account and ARRS claims from West Kent Primary Care

Redirection of PCN funds from PCSE into new PCN Bank account.

Supporting CQC registration with ongoing delivery of PCN hub services

Supporting the Clinical Director in engaging with wider Health Care Partnership (HCP) and Integrated Care Board (ICB) on developing Integrated Neighbourhood Teams (INT) work

Supporting the Operations Manager with line management

Please read the attached job description and person specification.

Person Specification

Communication skills

Essential

• Skills for communication on complex information and administrative matters, requiring developed interpersonal and oral/ written communication skills.
• Ability to communicate effectively at a range of levels including Board members, patients and colleagues creating effective professional relationships.
• Negotiating, networking and persuasive skills
• Ability to work on own initiative and organise own workload with minimal supervision working to tight and often changing timescales

Desirable

• Ability to pull together comprehensive draft reports, data and letters.

Analytical

Essential

• Problem solving skills and ability to respond to sudden unexpected demands
• Ability to manipulate data effectively to gain insights.

Desirable

• Excellent time management skills with the ability to re-prioritise

Qualifications

Desirable

• Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in a specialist area.

Physical skills

Essential

• Advanced keyboard skills, use of a range of software

Experience

Essential

• Knowledge of administrative procedures, project management and information analysis
• Experience of managing budgets, funding steams and making payments
• Experience of bank account management
• Basic knowledge of project principles
• Able to use Microsoft Office applications with above average capability with Word, Excel and PowerPoint.

Desirable

• Knowledge of CQC registration requirements
• Experience of minute taking
• Experience of contracts management
• Diary Management
• Experience using clinical systems, including but not limited to Vision, Emis, Docman
• Experience using accounting software such as Xero

Planning

Essential

• Skills for supporting project management

Management

Essential

• Skills for managing aspects of projects ensuring they meet financial targets.

Desirable

• Experience managing teams

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

West Kent Primary Care

Address

Hospice In The Weald

Maidstone Road

Pembury

Tunbridge Wells

Kent

TN2 4TA

Employer's website

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