Job summary
Newton Place Surgery has an exciting opportunity for a Finance Manager to join our friendly and supportive team.
We are seeking an experienced Finance Manager to lead on all areas of finance within the practice and contribute to our company's success.
This is a full-time position.
Main duties of the job
Assist the Business Manager in ensuring that the Practice operates in a profitable and cost-effective manner, in keeping with the financial aspirations of the Partners.
Be responsible for the day-to-day financial and administrative processes and procedures, and ensure all financial functions and claims administration of the admin team are carried out in accordance within agreed procedures, protocols and time-scales.
Assist the Business Manager to maintain standards under Care Quality Commission to optimise practice performance.
About us
Newton Place Surgery is a purpose-built GP practice with a welcoming, family-oriented atmosphere, located in the charming market town of Faversham amidst the scenic Kent countryside. Conveniently situated less than a mile from Faversham train station and near the M2 exit, the practice serves a patient population of 19,400 and employs approximately 80 staff members. We are a dynamic organisation dedicated to fostering a positive and inclusive workplace where employees can thrive.
We offer a variety of additional on-site services such as ultrasound, audiology, physiotherapy, women's health, minor surgery, ECGs, and spirometry and we are also a covid vaccination site. We are also a training practice that hosts ST2, ST3, medical students and student nurses.
Job description
Job responsibilities
Organisational responsibilities
* Maintain and increase sources of income analysing and reporting on threats and opportunities.
* Understand the financial implications of contract changes and legislation.
* Maximise income.
* Minimise expenditure.
* Undertake a variety of financial and administrative duties to assist in the smooth running of the Practice.
Finance
* Manage Practice accounts, work closely with the Business Manager to seek to maximise income.
* Invoicing.
* Maintain appropriate systems for the payment of invoices by BACS or cheques.
* Undertake the Practice banking.
* Record-keeping.
* Processing of income and expenditure information.
* Ensure costs related to the upkeep of the building and equipment are agreed and accounted for, liaising with the Business Manager as required.
* Cash-flow monitoring and report updates regularly to the Business Manager.
* Manage the budget to maximize revenue and identify potential areas of cost savings.
* Check time sheets, run the monthly payroll and maintain appropriate records.
* Pensions administration.
* Take responsibility for the operation of the Petty cash system, including withdrawing cash, reimbursing staff and achieving balanced accounts.
* Calculating Quality Reporting Service (CQRS) administration.
* Claims administration and reconciliation.
* Reconciliation of bank account information.
* Purchase and sales ledger processing.
* Enhanced services and incentive schemes administration.
* QOF administration.
* Writing of applications and reports for funding streams.
* Procurement administration.
* Data collection and submissions.
* Liaising with the practice accountant.
* Liaising with the practice bankers.
* Ensure the negotiation of initial service contracts and renewals with potential contractors ensuring that the Practice obtains the most effective service at the optimum price, delegating to the operations manager for everyday premises matters and liaising with the Business Manager as appropriate.
Human Resources
* Be involved in staff induction, training and development opportunities for the admin team, liaising with the Business Manager to ensure staff are appropriately trained to fulfil their roles and to maximise opportunities for motivating staff to fulfil their potential.
* Liaise closely with the Business Manager to ensure tasks associated with finance and admin (including Quality and Outcomes Framework QOF and Enhanced Services) are appropriately delegated to those with the skills, abilities and time to undertake them.
* Work closely with the Business Manager and others to ensure adequate staffing levels and training requirements associated with the admin team.
* Work closely with the Business Manager to involve staff as appropriate in the introduction of change.
* Liaise closely with the Business Manager and Partner responsible for staff in matters relating to capability, grievance and discipline.
* Assist the Business Manager in ensuring all policies and procedures are up to date, particularly as they relate to finance and ensure all relevant staff have read and signed updates.
* Work under the direction of the Business Manager and others as appropriate in the handling of patient complaints, particularly where the complaint relates to finance.
Administration
* Undertake administrative duties when required.
Contractual - ICB
* Supervise the collation of ICB data relating to performance, statistics, patient feedback and activity and producing summary management reports as required.
* Supervise working with the ICB to validate patient information, performing regular checks and quality audits, delegating as appropriate.
* Provide regular reports on the incentive and prescribing schemes to the Business Manager and ensure appropriate and timely claims are submitted.
* Ensure all ICB (and other) financial returns, records and queries are handled in a timely and efficient manner, liaising with the Business Manager as appropriate.
Quality and Outcomes Framework (QOF) and Enhanced Services
* Supervise the production of claims related to Enhanced, National or Local Services, remaining familiar with processes to ensure claims can be submitted in the event of staff absence.
* Ensure specifications for new Enhanced, National and Local Services are received and circulated to appropriate staff and arrange training as required, delegating as appropriate.
* Co-ordinate the submission of sign-up sheets as agreed.
* Maintain own knowledge of national, local and Practice quality standards for chronic disease management and ensure the admin team are made aware of changes in a timely manner.
* Support staff in correctly identifying and targeting patients for assessment and treatment.
* Facilitate effective communication between suppliers, members of the primary health care team, the ICB and all other external agencies.
* Recognise the importance of effective communication within the team and strive to communicate effectively with other team members, patients and carers.
* Recognise people's needs for alternative methods of communication and respond accordingly.
* Provide support and training for current and new staff ensuring that data quality guidelines are understood and adhered to, delegating as appropriate.
Patient Services
* Assist the Business Manager to implement improvements in line with the CQC, Quality and Outcome Framework (QOF), Enhanced services and ensure that quality is maintained.
Communication
* Actively participate in staff and external meetings as required, preparing agendas as required, disseminating information and ensuring the distribution of minutes as necessary.
Confidentiality:
* In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
* In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
* Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & safety
The post-holder will assist in promoting and maintaining their own and others' health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection prevention and control policy and published procedures. This will include:
* Using personal security systems within the workplace according to practice guidelines.
* Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
* Making effective use of training to update knowledge and skills, and initiate and manage the training of the administrators.
* Using appropriate infection prevention control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed.
* Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognized.
* Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the Practice, and assuming responsibility in the maintenance of general standards of cleanliness across the Practice in consultation (where appropriate) with other sector managers.
* Undertaking periodic infection prevention control training (minimum annually).
* Routinely managing own team / team areas, and maintaining work space standards.
* Demonstrating due regard for safeguarding and promoting the welfare of children.
Equality and diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
* Acting in a way that recognises the importance of people's rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation.
* Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
* Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional development:
The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:
* Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
* Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Quality:
The post-holder will strive to maintain quality within the practice, and will:
* Alert other team members to issues of quality and risk.
* Assess own performance and take accountability for own actions, either directly or under supervision.
* Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance.
* Work effectively with individuals in other agencies to meet patients' needs.
* Effectively manage own time, workload and resources.
Contribution to the implementation of services:
The post-holder will
* Apply Practice policies, standards and guidance.
* Discuss with other members of the team how the policies, standards and guidelines will affect own work.
* Participate in audit where appropriate.
Person Specification
Skills and Experience
Essential
* Knowledge and skills that would enable the post holder to carry out bookkeeping and management of the Practice accounts.
* Knowledge, skills and experience of payroll administration.
* IT literate, including experience in using Word and Excel at intermediate level.
* Knowledge of recruitment, staff training and team motivation.
* Ability to carry out complex administration and record keeping in an office environment.
* Ability to understand and learn new software and administrative procedures.
* Accurate and thorough approach.
* Ability to work in a changing environment and work under pressure.
* Ability to deal with external organisations at supervisory level.
Desirable
* Previous management experience.
* Knowledge and experience of Xero accounting software.
* Experience in using EMIS clinical software.
* Experience of dealing with members of the public.
* Previous experience in an analytical role.
* Experience in primary care/NHS/caring profession.
* Knowledge of Pensions administration.
Personal
Essential
* Good sickness record (e.g. max 3 events in last 12 months).
* Good communicator (verbal & written) both upwards and downwards.
* Hard working, reliable and resourceful. Ability to use own judgement and common sense.
* Ability to work autonomously and initiate / self-direct own workload.
* Evidence of the ability to grasp new concepts and work on a self-directed basis.
* Ability to relate to the interviewing team and exhibit personality to match culture of Practice.
* Adaptable, innovative and forward looking.
Desirable
* Pay increasing or improved employment with this position. Checkable employment history more than 3 years. Evidence of organisational skills. Evidence of recent self-directed learning or development. Evidence of job stability (e.g. less than 2 employers in last 10 years). Ability to work ideal hours as stated.
Qualifications
Essential
* Association of Accounting Technicians (AAT) level 3 or 4, or equivalent or equivalent experience.
Desirable
* Formal qualification in IT (e.g. CLAIT, ECDL).
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
Newton Place Surgery
Address
Newton Road
Faversham
Kent
ME13 8FH
Employer's website #J-18808-Ljbffr