Main Duties of the Job:
The Finance Manager is accountable to the Practice Director for managing accounts transactions of the practice on a day-to-day basis, ensuring services are maintained for patients at all practice sites through estate management, effective business systems, accurate reporting, business and financial information, and supplier contract management. The Finance Manager will deliver against contracts and agreements for care and ensure all services rendered are claimed for. At a time of considerable change and challenge for Primary Care, the Finance Manager will have a particular responsibility in ensuring the continued development of the Practice through a thorough understanding of the funding regime for Primary Care, fully accessing income streams, and identifying new opportunities for the organisation.
Job Responsibilities:
1. Partnership Finance:
Manage practice accounts and seek to maximise income (QuickBooks). Prepare accounts for accountants and ensure end of quarter and end of year returns are completed for pensions, tax, and all financial systems. Ensure effective budgeting and reporting to ensure up-to-date accounts are available to support financial health of the partnership. Ensure payroll is run effectively (Iris Payroll). Maintain pensions records of all employed staff including GP Partners. Manage financial aspects of employment for all staff and locum staff. Through negotiation with the commissioning authority (ICB) and NHS England, ensure the practice receives an appropriate and equitable allocation of resources. Understand and report on the financial implications of contract and legislation changes. Prepare invoices and collect money promptly. Make payments promptly and record correctly. Ensure that expenses are reasonable and best value for money. Manage practice accounts; submit year-end and monthly figures promptly and liaise with the Practice Director. Monitor cash-flow. Oversee the management and reconciliation of bank accounts; negotiate and liaise with the practice bankers. Ensure accurate budgeting and accountancy systems are maintained. Run payments systems for creditors and debtor management. Ensure all financial processes are transparent and open for inspection. Monitor and reconcile income and expenditure statements and purchase/sales ledger transactions. Manage appropriate systems for handling and recording cash and cheques and petty cash.
2. Partnership Business Performance:
In conjunction with the Practice Director, act as lead for all estates management (four sites) including negotiating with property services and ensuring best value for money. Carry out regular reviews and benchmarking of business aspects of the practice to identify areas of innovation, improvement, and development. Ensure the practice is delivering services in accordance with national and local regulation of primary care so that the practice can demonstrate achievement of relevant standards of care. Manage financial risk by carrying out risk assessments where necessary and maintaining risk registers with Practice Director. Support Business Continuity Planning. Attend local and regional meetings as agreed with Practice Director to ensure effective understanding of existing and new opportunities and challenges. Work in conjunction with IT Lead and IT suppliers to ensure effective use of all IT and telephony systems through configuration, reporting on usage. Identify and report to partners regularly on key performance indicators.
3. Partnership Income Streams and IT:
Ensure that service-related income is maximised, including via clinical system (EMIS) searches and analysis of data. This includes income through the PCN, from QOF targets, flu targets, IIF, DES, LES, and any other services. Analyse and present data to assist nursing and other teams in the efficient direction of resources to maximise patient wellbeing. Maintain registration policies and monitor patient turnover and capitation to ensure that financial goals are met. Routinely monitor and assess practice performance against patient access and demand management targets. In conjunction with the IT Lead, evaluate and plan practice IT implementation and modernisation with the latest development in primary care IT and ensure that the practice has the necessary IT equipment and efficient telephone systems and ensure that the practice has effective IT data security, back-up, maintenance, and disaster recovery plans in place. Liaise with the ICB regarding systems procurement, IT funding, and national IT development programmes.
4. Leadership and Change Management:
Demonstrate leadership and change management and support the capacity for both within teams. Support the Practice Director in developing and implementing processes to support staff morale, to achieve good levels of staff development and retention. Work with practice Director and partners to develop new models of care and staffing structures to improve service and financial efficiencies. Present ideas and support others to develop areas for opportunity and effective functioning of the business. Support Practice Director to set agendas and make proposals to meetings; record appropriately for professional and business governance and follow up actions. Keep abreast of current affairs and identify potential opportunities and threats. Contribute to practice strategy; formulate objectives and research and develop ideas for future practice development. Develop and maintain effective communication both within the practice and with relevant outside agencies.
5. Personal Development:
To be aware of national, local, and practice quality standards for all aspects of general practice. Having an excellent working knowledge of and closely monitoring performance and quality targets including but not limited to QOF, PMS, key performance indicators, and other locally agreed schemes and incentives. To take responsibility for own developmental learning and performance. To participate in the practice appraisal scheme. To attend educational and other meetings as required. To undertake training as required including mandatory and statutory training, core skills training, and ongoing developmental training. To recognise and understand the roles and responsibilities of the whole primary health care team. To strive to maintain quality within the practice and to alert other team members and line manager to issues of quality and risk. To assess own performance and take accountability for own actions, either directly or under supervision. To effectively manage own time, workload, and resources.
This list is not exhaustive and the post holder is expected to be flexible according to the partnership needs agreed by the GP partners.
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