Finance/Operations Manager

Job description

Job responsibilities

FINANCE

Financial Reporting & Reconciliation

Prepare monthly, quarterly, and annual financial reports for partners.

Manage year-end reporting with external accountants.

Manage PCSE reconciliation monthly.

Reconcile accounts, ensuring accurate records.

Track income streams including NHS payments, private income, grants, and teaching income.

Claims & Submissions

Submit accurate and timely claims for CQRS, PPA, DES, and Local Incentivised Services.

Submit enhanced service claims (e.g., immunisations).

Prepare and submit quarterly claims for services (Minor Surgery, IUCD, Wound Care, etc.).

Manage Notional Rent- reimbursement and receipt.

Ensure all claims have the required documentation.

Expense Management

Oversee practice expenses and ensure proper documentation.

Approve and process payments to suppliers and service providers.

Ensure compliance with expense policies and manage petty cash.

Payroll & Pension Administration

Manage payroll for all staff (with the Managed Payroll Service) and ensure HMRC compliance.

Set up new employees in payroll and manage records.

Submit pensions and comply with NHS Pension Scheme requirements.

Manage partners drawings and NHS pension schemes.

Invoicing & Billing

Create and issue invoices when needed and maintain a record of claims.

Manage third-party billing and follow up on outstanding payments.

Audit & Compliance

Prepare financial records for audits.

Ensure compliance with NHS regulations and standards.

Implement internal controls to mitigate financial risks.

Review and improve financial processes for accuracy and efficiency.

Strategic Financial Support

Support practice management in strategic planning and financial modelling.

Provide financial advice on savings and funding options.

Assist in preparing business cases for new initiatives.

Stakeholder Liaison

Serve as financial contact for PCSE, NHS England, accountants, and auditors.

Liaise with banks, suppliers, and service providers.

OPERATIONS MANAGER

Lead on recruitment for Non-Clinical roles and onboarding new staff

Co-ordinate training and run appraisals for all Non- Clinical staff.

Keep all personnel files up to date

Manage staff annual leave and rotas.

Carry out sickness reviews

Point of contact for IT related issues.

Responsible for co-ordinating tidiness and upkeep of reception and office space.

Person Specification

Qualifications

Essential

• None

Desirable

• Management and or financial qualification

Experience

Essential

• Strong analytical, organisational, and problem-solving skills.
• Excellent interpersonal and communication skills.
• Ability to work independently and manage competing priorities.

Desirable

• Experience of working in healthcare or NHS financial management.
• Good understanding of GP finances/ NHS funding and claims
• Good knowledge of software packages (ie SystmOne, Quickbooks, Microsoft Word and Excel)
• If looking for the operation management part of the role- experience of managing a workforce, bringing on and encouraging staff in their roles.

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

Western Road Surgery

Address

Western Road Surgery

41 Western Road

Billericay

Essex

CM12 9DX

Employer's website

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