Job responsibilities
Main Responsibilities
Financial control of the Current Account:
Prepare an annual budget with the COO for presentation to Board.
Maintain Income and Expenditure Accounts for Trust Primary Care
Ltd (TPC) and the West Yorkshire Primary Care Workforce & Training Hub
(TH), using Xero software.
Processing of all income received.
Monitor organisation income and maximise this at every
opportunity.
Make further plans to attract funding or to increase the
organisations income; discuss these with the COO and implement as appropriate.
Process (and/or delegate the payment of) all invoices, account
transfers and payments.
Monitor organisation expenditure and put into place mechanisms to
reduce unnecessary expenditure.
Research and implement the most costeffective methods of
purchasing as needed.
Produce quarterly variance reports for the COO and Finance
Director.
Delegate work appropriately to the Finance Officer or
administrative staff as needed
Financial control of the Savings Accounts:
Maintain Income and Expenditure Accounts for all other TPC
accounts, moving money as needed to optimise generation of interest for
re-investment.
Payroll Maintenance
Draw up a Staff Budget Plan (with the COO) on an annual basis and
ensure staff costs remain within the allocated sum as far as possible.
Ensure the Staff Payroll is kept up to date, check that all staff
are on the correct grades and apply incremental rises as appropriate.
Pay the staff salaries on a monthly basis.
PAYE calculations.
Make payments for practice Staff to Inland Revenue.
Make payments for practice Staff to the NHS pension Scheme.
Managerial Responsibilities
Work with the HR Manager and COO on the recruitment of a new
Finance Officer.
Train the Finance Officer in all appropriate tasks, including, but
not limited to, routine accounting tasks and payroll duties.
Train the HR Officer in business-critical tasks to offer
organisational resilience, including, but not limited to, routine inputting
tasks and payroll duties.
Ensure all returns to the pensions agency, PCSE, HMRC, bankers and
accountants are prepared and submitted in good time to ensure the smooth
running of all TPC financial arrangements.
Work with the COO and Finance Director on policies to ensure
accountable approval of all transactions and payroll, with a minimum of two
checks/signatories at all times.
Ensure that the COO has access to all banking and payroll
functions for spot checks, authorisations and absence cover.
Work with the Finance Officer and administrative staff on
producing a suite of standard operating procedures (SOPs) for all accounting
tasks required by TPC.
Work with the COO and the Member Services Manager to develop a
Finance Service with clear protocols and items members can choose to buy,
ensuring there is the correct expertise and capacity within the team to deliver
in a timely and cost-efficient manner.
Confidentiality:
While
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 organization may only be divulged to authorised persons in
accordance with TPCs policies and procedures relating to confidentiality
and the protection of personal and sensitive data.
Health
& safety:
The
post-holder will implement and lead on the full range of promotion and
management of their own and others health, safety and security as defined in TPCs
health & safety policy, health & safety manual, and infection control
policy and published procedures. This will include (but will not be limited
to):
Ensure jobholders
across TPC adhere to their individual responsibilities for infection
control and health and safety, using a system of observation, audit and
check, hazard identification, questioning, reporting and risk management.
Maintain
an up-to-date knowledge of health and safety and infection control
statutory and best practice guidelines and ensure implementation across
the business
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 across the business
Making
effective use of training to update knowledge and skills, and initiate and
manage the training of others
Using
appropriate infection 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 recognised
Keeping
own work areas and general/patient areas generally clean, identifying
issues and hazards/risks in relation to other work areas within the
business, and assuming responsibility in the maintenance of general
standards of cleanliness across the business in consultation (where
appropriate) with other sector managers
Undertaking
periodic infection control training (minimum annually)
Routine
management of own team/team areas, and maintenance of workspace standards
Demonstrate 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 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 that 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 TPC 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 recognize 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 TPCs 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
Development
The post-holder will engage and
participate in any opportunities arising within the development and expansion
of the organisation.
