PCN Deputy Manager (Operations and Finance)

Job description

Job responsibilities

Operational Responsibilities

Build good working relationships with the Clinical Directors, Practice Managers and Clinical Leads at each practice and facilitate collaboration between practices and the wider system to support the delivery of care to patients (including shared appointments between practices to aid delivery of enhanced access)

Ensure CQC compliance, including carrying out all necessary risk assessments and monitoring across the 5 standards

Oversee clinical sessions provided by all ARRS staff, including management of EMIS, patient access and staff attendance.

Monitor and evaluate clinical services provided by the PCN (including utilisation and attendance) helping to ensure value for money

Ensure timely recording, investigation and response to significant events, ensuring learning and best practice is shared across the organisation and other relevant groups.

To gather and submit data related to PCN activities, funding and targets, ensuring date is accurate, complete and submitted on time.

To support the recruitment, induction and training of new staff

To ensure all staff mandatory training is up to date, amending training requirements as necessary to comply with CQC/other training bodies.

To liaise with third party employers to ensure all HR policies are adhered to, maintaining staff records in accordance with PCN policy

Oversee annual leave arrangements for PCN staff including allocation, record keeping and informing practices and arranging cover as needed, ensuring the annual leave policy is administered fairly.

Administer sickness absence policy, informing practices when staff are off sick, record absences on Teamnet and run monthly reports for the PCN Manager

Monitor staff attendance and lateness, running monthly reports for the PCN Manager

To assist the PCN Manager in HR and other matters as required

To assist the PCN Manager is ensuring policies are up to date and in accordance with any requirements

To assist the PCN in the investigation and response to complaints

To assist the PCN Manager in ensuring compliance with all GDPR, data security and confidentiality requirements

Liaise regularly with Team leaders to ensure service requirements are being met

To ensure compliance and completion of Data Security and Protection Toolkit

To provide administrative support for projects and meetings including taking and circulating minutes

Following up on actions from meetings and updating the action log prior to the next meeting;

Setting up meetings and checking attendee availability;

PCN Leadership Team support - Co-ordinating diaries

Managing communications to the PCN Team

Project updates and other PCN updates as required by the PCN Manager;

Notification of PCN events and meetings;

PCN newsletter.

To provide IT support for PCN staff; including IT/EMIS induction for new PCN staff and setting up and supporting Smartcard use

Liaise with the Wandsworth Primary Care Team to request hardware for ARRS staff (laptops etc);

Manage the PCN asset register for hardware;

Run EMIS searches and audits as required by PCN leadership team to facilitate reviews of clinical services and progress towards PCN DES and Investment and Impact Fund (IIF) targets;

Set up clinical session templates with correct appointment mapping and add EMIS clinical sessions for all Battersea PCN staff;

Liaise with website provider to develop practice websites and update news items and website information for all PCN practices where required;

Provide IT support for PCN staff and projects as required

Maintain information on Teamnet and Practice Index

Monitor and administer swlicb.battersea.pcn@nhs.net

Finance Responsibilities

Manage day to day administration of finances, including invoices, payments and banking, including bank reconciliation in an accurate and timely manner

Claiming and processing ARRS and other funding, including reimbursements to practices as required

Support the PCN Manager in budgeting, cash flow, profit and loss and NHS Pensions (including POL)

Preparation and maintenance of finance spreadsheets and reports as required

Support in year end and other submissions to accountants

Administration of NHS or alternative pension scheme using POL and submission of payments.This includes timely submission of joiners and leavers, and annual updates.

Processing payroll payments to staff and HMRC using IRIS

Person Specification

Knowledge and Skills

Essential

• Excellent organisational and management skills
• Excellent written and oral communication skills
• Excellent people skills with proven ability to build positive working relationships with staff and external stakeholders
• Good understanding and commitment to equality
• Good problem solving skills, with an ability to prioritise and respond to sudden unexpected demands
• Excellent understanding and working knowledge of finance in an NHS organisation

Desirable

• Flexibility and ability to adapt

Qualifications

Essential

• GCSE grade A to C in English and Maths (or equivalent)

Desirable

• Accreditation with Xero
• Book keeping or accountancy qualification
• Educated to degree level

Experience

Essential

• Previous experience working for a PCN or GP practice
• Experience in working at manager level, including good experience of HR processes
• Experience working with finance, including book-keeping, bank reconciliation and preparation of end of year accounts
• Experience using Xero
• Proficient IT skills and experience of providing support with IT problems such as access to software
• Experience building working relationships with staff, managers and a variety of stakeholders
• Minute and note taking experience

Desirable

• Experience managing practice or PCN finance
• Experience in managing HR processes
• Experience using EMIS scheduling and searches
• Experience writing practice/PCN policies
• Experience managing Smartcard access
• Experience with NHS pensions and POL

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

Battersea Primary Care Network

Address

3 Austin Road

Battersea

London

Wandsworth

SW11 5JP

Employer's website

https://www.batterseapcn.nhs.uk/ (Opens in a new tab)