Job summary Join West Kent Primary Care and become a vital member of our Tonbridge Primary Care Network team as a PCN Business Manager. This role offers a unique opportunity to join a dynamic and committed primary care team. You will be joining us at an exciting time as PCNs continue to evolve, and your expertise will help us to navigate challenges, optimise resources and contracts and help build relationships with local stakeholders in the future development of integrated neighbourhood teams. In addition, Tonbridge PCN have commenced the process of becoming a private company, and we are looking for a business manager with NHS/primary care knowledge, solid financial acumen and stakeholder management skills to help oversee this transition. The successful candidates employment will sit with West Kent Primary Care but you will be working for Tonbridge Primary Care Network under the direction of Clinical Director and the members of the PCN Board. The position will be a hybrid of working in the PCN office in Tonbridge and working from home when appropriate. Main duties of the job The role of the PCN Business Manager will be an evolving role over time in line with the PCN incorporation. The role is to provide strategic leadership, robust financial management and transformational support to the PCN in the delivery of business plans. The post holder is a key member of the team whose overarching goal is to support the work of our Primary Care teams and to help drive the transformational changes needed as the PCN becomes a private company. Enabling, promoting and supporting the effective use of staff, data, information, knowledge and technology to improve, inform and support the delivery of Tonbridge PCN contracts and services. About us Tonbridge Primary Care Network (PCN) serves approximately 70,000 patients across five member GP practices. We work closely with our practices and with partner organisations to deliver high-quality, patient-centred care. Our services include first contact physiotherapy, social prescribing, children's mental health services, care home support, same day access clinics and home visiting services. A host of new roles have also been introduced at practice level through the Additional Roles Reimbursement Scheme (ARRS), including Clinical Pharmacists, Nurse Associates, GP Assistants, Advanced Nurse Practitioner and Care Coordinators. We are proud to be leaders in West Kent in the modelling of an Integrated Neighbourhood Team around frailty and were awarded 1st prize in the Integrated Care category in 2023 for our work on frailty by Kent and Medway ICB. We are committed to ongoing work that supports integrated care, collaborating closely with community nursing teams through daily multi-disciplinary team (MDT) meetings and shared IT systems. Through new pathways of care practices are supported with the reactive care of housebound patients and the PCN also contributes to joint delivery of virtual ward beds within care homes. These services involve a team of PCN Paramedics, Clinical Pharmacists and a Physician Associate. We propose to hold interviews on Thursday 08 May 2025. Please see the attached job description and person specification for a more detailed overview. Date posted 16 April 2025 Pay scheme Other Salary £48,000 to £52,000 a year pro rata will apply Contract Permanent Working pattern Full-time, Flexible working Reference number E0008-WKF249 Job locations Hospice In The Weald Maidstone Road Pembury Tunbridge Wells Kent TN2 4TA Trenchwood Medical Centre 264 Shipbourne Road Tonbridge Kent TN10 3ET 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. 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 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)