Practice Finance and Administration Manager

Job description

Job responsibilities

Finance and Administration Manager Job Description

Reports to: Practice Manager

Hours:22.5 per week

Job summary:Provide financial management and administrative skills to enable the practice to meet their agreed aims and objectives within a profitable, efficient, safe and effective working environment.

Job responsibilities:Financial and other administration

The post holder will:

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

Financial management

Manage practice accounts and seek to maximise income

Through negotiation with the CCG 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 Manager

Monitor cash-flow

Oversee the management and reconciliation of bank accounts; negotiate/liaise with the practice bankers

Monitor and reconcile income and expenditure statements and purchase/sales ledger transactions

Manage appropriate systems for handling and recording of cash and cheques and petty cash.

Report to the partners on financial and operational performance KPIs

Liaise with practice accountants/PCN business leads on financial affairs of the PCN.

Human resources

Ensure that all staff are legally employed.

Prepare monthly salaries and pay staff

Ensure that Holiday and sickness is properly recorded and adjust salaries as necessary for holiday/sickness and overtime.

Support and mentor staff, both as individuals and as team members

Keep abreast of changes in employment legislation

Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies) and pay staff according to these contracts and policies

Co-ordinate & monitor PAYE and National Insurance for practice staff and maintain appropriate records

Organisational

Support the Assistant Practice Manager in development of Practice protocols and procedures, review and update as required

Support the Head of Reception as necessary

Arrange appropriate insurance cover

Assist, where necessary, in ensuring that practice meets CQC guidelines

Patient services

Ensure that service related income is maximised, including via Emis searches and analysis of data. This includes income through the PCN, from QOF targets, flu targets and any other services

Analyse data to assist 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

Information management and technology

Oversee the evaluation of and plan practice IT implementation and modernisation

Oversee the latest development in primary care IT and ensure that the practice has the necessary IT equipment

Ensure that the practice has effective IT data security, back-up, maintenance and disaster recovery plans in place

Liaise with the CCG regarding systems procurement, IT funding and national IT development programmes.

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 adhere to their individual responsibilities for infection control and health and safety.

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 recognizes the importance of peoples 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

Participate in statutory and Mandatory training

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

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

Recognize 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

Person Specification

Experience

Essential

• Experience of working in a GP practice.
• Ability to carry out bookkeeping tasks.
• Excellent communication (oral and written) and inter-personal skills.
• Excellent IT skills including confidence in use of Microsoft Office.
• Ability to motivate and support staff and colleagues.
• Excellent report writing and analytical skills.
• Attention to detail.
• Honest and friendly.
• Hard working, reliable and resourceful.

Desirable

• Excellent interpersonal and organisational skills, with proven track record of developing sound working relationships within an organisation as well as external agencies.
• Interest in developing self and others.
• A calm manner.

Qualifications

Essential

• Proven ability within a GP practice
• Demonstrable commitment to professional development

Desirable

• Education to A Level standard or equivalent
• Accountancy training
• NHS statutory and mandatory training

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

Fairview Medical Centre

Address

Fairview Medical Centre

69 Fairview Road

London

SW16 5PX

Employer's website

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