Practice Finance and Operations Assistant

Job description

Job responsibilities

Finance Support

Assist in maintaining accurate financial records for the Practice, including but not limited to, creating and processing invoices, tracking expenses, chasing supplier payments, reconciling payments.

Liaise with suppliers, NHS bodies, external organisations and Medical Accountants regarding billing and payments.

Monitor petty cash ensuring accurate documentation is recorded and reconciled.

Work collaboratively with the Practice Management Team and Data Quality Manager to collate and input data, review and reconcile the claims process for enhanced services, QOF, IIF and other NHS-funded initiatives.

Support the Practice Management team with payroll processes by gathering and preparing relevant data (e.g timesheets, annual leave, sickness and any other adjustments as required) ready for the Practice Management team to review and verify before processing for payment.

Work collaboratively and support the Practice Management team with any other finance related tasks as appropriate.

Operational Support

Assist in the day-to-day practice administration as delegated by the Practice Management team, ensuring efficient running of support functions.

Help coordinate meetings, prepare agendas and take minutes where required.

Support recruitment administration: posting vacancies, coordinating interviews, processing pre-employment checks, contacting candidates etc.

Support with the induction of new staff to the practice

Manage and maintain the Practice website and social media content in line with local and national campaigns.

Support with the reporting and monitoring of any building issues ensuring any issues raised are dealt with in a timely manner.

To be responsible for the weekly testing of the Practice Fire Alarm system and to support the management team with daily, weekly and monthly checks in relation to the fire alarm system.

Support with the review of Practice Policies and Procedures in a timely manner, ensuring all policies are aligned with the relevant guidance and legislation.

Support with the implementation of any practice projects or local and national initiatives.

Participate and support with the preparation of audits working closely with the Practice Management Team to monitor ongoing compliance across the Practice.

Work collaboratively and support the Practice Management team with any other operational and administrative related duties as appropriate.

IT and Systems Support

Support the maintenance and accuracy of clinical systems and practice software

Liaise with IT support and external providers to resolve technical issues affecting day-to-day operations

Assist with data collections and analysis for audits, QoF submissions, and internal reporting

The above constitute the main responsibilities of the post and may be subject to change, to meet the needs of the Practice. Any changes will be discussed prior to implementation wherever possible.

The post holder will be required to carry out any other duties as delegated by the Practice Manager and Assistant Practice Manager.

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 will have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They will 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.

A Disclosure and Barring Service (DBS) check (previously CRB checks) will be undertaken as a matter of course.

Safeguarding:

Safeguarding is everyones responsibility and all staff within the organisation have a particular responsibility to ensure all safeguarding concerns are responded to effectively and efficiently in accordance with the local Safeguarding Adults Board and Safeguarding Children's Partnership policies and procedures.

Staff at Derwent Practice are required to ensure that they:

Comply with safeguarding training requirements as set out by employment terms and any relevant professional and national bodies.

Take prompt and timely action when there are any welfare or safeguarding concerns.

Form appropriate relationships with those they care for and maintain professional boundaries in their work.

Work within the organisational policies, procedures and guidance.

Are committed to demonstrating the organisations values and behaviours in their work.

Ensure that adult and child safeguarding is embedded as an essential part of their daily practice.

Learning and 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 their own personal and/or professional development.

Taking responsibility for their own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Undertake mandatory and statutory training as required.

Team working:

Assist and support your line manager to provide a quality service

Provide cover for members of your team during periods of sickness and annual leave

Support and facilitate change as requested and by participating in team activities to create opportunities to improve customer care

Undertake additional tasks as required within your general role

Understand own role and scope in the organisation and identify how this may develop over time.

Work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working.

Accept delegation from senior staff, prioritise own workload and ensure effective time management strategies are embedded in own practice.

Participate and support local projects as agreed with the management team.

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, to 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

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

Reporting potential risks identified

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 peoples rights, interpreting them in a way that is consistent with the Practice policies and procedures, and current legislation.

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in a manner which is welcoming to the individual, is non-judgmental and respects their circumstances, feelings priorities and rights

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 teams performance

Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time, workload and resources

Portray a professional image at all times

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members

Communicate effectively with patients and carers

Recognise peoples needs for alternative methods of communication and respond accordingly

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

Should we receive a sufficient number of applications before the closing date of the vacancy, we may close the advertisement early.

Person Specification

Experience

Essential

• High level of integrity and commitment to maintaining confidentiality
• Professional, respectful and approachable demeanour
• Team Player with a willingness to assist colleagues and adapt to changing needs
• Strong Communication and interpersonal skills
• Reliable and self-motivated, with a proactive approach to problem-solving
• Committed to continuous improvement and learning
• Experience in financial administration or bookkeeping
• Experience working in Primary Care or proven experience in a sector where skills can be transferred
• A strong knowledge and working practice of accounting software (XERO) *full training can be provided for the right candidate.
• Experience in assisting with administrative and operational duties
• High-level numeracy and attention to detail
• Ability to manage and prioritise multiple tasks efficiently
• Proficiency in Microsoft Office Packages and Outlook
• Excellent communication skills
• Ability to work under pressure and to strict timescales

Desirable

• Experience in General Practice with an understanding of finance and operational procedures

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

Derwent Practice

Address

Norton Road

Norton

Malton

North Yorkshire

YO17 9RF

Employer's website

https://www.derwentpractice.com/ (Opens in a new tab)