Job description

Job responsibilities

Dr Rai & PartnersJob Description Financial Manager

 

Job Title:

Financial Manager

Responsible to:

Practice Manager

Responsible for:

N/A

 

Job Purpose:

• Overall responsibility for maintaining practice finances.
• To contribute to decisions made by the Practice, in particular with regard to accounting, payroll and I.T matters.
• To ensure the Practice receives all appropriate funding due to it in a timely manner.
• To complete monthly & quarterly Enhanced Service Claims.
• To ensure that all liabilities are paid accurately and on time.
• To maintain clear and accurate financial records.
• To manage staff salaries and pensions, ensuring all staff are paid accurately and at the appropriate time.
• To provide administrative support to the Partnership and the Practice Manager.
• To ensure smooth-running of the Practice when the Practice Manager is absent.
• To liaise with other Practice Managers within PartnersHealth to ensure consistency in operational processes across all practices.

 

MAJOR DUTIES AND RESPONSIBILITIES OF THE POST

1) The efficient and accurate maintenance of all financial records:

• Use Sage Accounting to record all transactions, liabilities and payments and create financial reports for the Partners and for Dr Rai as landlord of the Practice premises.
• Check all monies received, securely handle cash, cheques and BACS payments and ensure that cheques and cash are banked in line with Practice protocols.
• Reconcile accounts as bank statements are received.
• Prepare annual Year-End reports for the accountant, including providing evidence of all transactions from the preceding year. This includes the preparation of reports relating to the premises and Dr Rai as the landlord.
• Maintain reconciled records of petty cash.
• Maintain reconciled records of private income received.
• Liaise with Nottinghamshire Health Informatics Service (NHIS), to ensure upgrades to the accounting software are installed when required.

 

2) Undertake monthly, quarterly and annual claiming:

Ensure the Practice receives maximum funding by submitting claims and where data is automatically extracted from the clinical system, checking that data for accuracy to ensure the Practice receives all due payments for the services it provides.

 

3) Prepare staff salaries:

• Prepare monthly staff salaries in an accurate and timely manner, using IRIS GP Payroll.
• Liaise with the Practice Manager regarding payment for sickness and maternity leave.
• Liaise with the Senior receptionist to ensure accurate overtime payments are made to staff.
• Send monthly RTI submissions to the Inland Revenue via the payroll package.
• Pay staff income tax and NI to the Inland Revenue by the due date.
• Pay staff pension contributions into the Practice Pension scheme by the due date.
• Ensure staff who are not in the NHS pension scheme are given an alternative, which for us is NEST, manage
• NEST Updates (auto enrolment).
• Accurately process year end returns by the due dates (including PAYE, NI and Pension information) and produce staff P60s.
• Ensure any legislative changes to staff pay and pensions are implemented.
• Manage the salaries of new starters and process leavers, including the production of P45s.
• Liaise with Nottinghamshire Health Informatics Service (NHIS), to ensure updates to IRIS software are installed when required.

 

4) Arrange payment of invoices:

• Ensure invoices are paid by their due date, maintaining accurate records for all outstanding payments due and filing invoices in a logical and easily accessible manner.
• Make payments using internet bank transfers in a timely manner to prevent overdue payments which may result in poor credit rating.

 

5) Invoice third party users of the Practice premises & PartnersHealth

Ensure third parties (who use rooms for the provision of additional services) are accurately invoiced for such use in a timely manner. Invoice PartnersHealth for services such as extended hours or Care Homes. Also invoice for medical student placements & clinical trials.

 

6) Carry out general clerical duties, including those related to patient medical records:

Deal with certain items of incoming post. Ensure paperwork is filed for ease of retrieval and maintain those files on a regular basis.

 

7) Computer housekeeping duties:

• Maintain up to date smartcards for all staff members, updating smartcard certificates online and organising cards for new staff members.
• Liaise with computer helpdesk when upgrades, changes and repairs are required.
• Ensure new staff members have the required access to the clinical system, external email access and access to referral tools such as GP Access or ICE, if appropriate.

 

8) Administrative tasks:

a) Run monthly/quarterly reports on SystmOne to ensure accurate payment to us for the service we provide, when the data on which the payment is based has been extracted automatically by CQRS (Calculating Quality Reporting Service) and submit data alterations as appropriate.

b) Liaise annually with the Learning Disability Facilitator to ensure an accurate Learning Disability Register is maintained and patients thereon are invited in for regular health checks.

c) Attend regular meeting, both in house and outside the practice and produce accurate minutes of such meetings.

d) Assist with annual flu clinics.

e) Organise annual equipment calibration & PAT testing.

 

10) PPG involvement:

Share with the Practice Manager the responsibility of attending PPG meetings, bringing their suggestions/requests to the Partners for consideration and keeping them informed of practice developments.

 

11) GP Training Programme:

Prepare paperwork for each intake of GP Registrars, F2s and medical students. Liaise with the Deanery & Health Education East Midlands regarding the placements. Make contact with future trainees to obtain required information from them. Set up I.T systems for them. Introduce them to the practice and undertake induction on their first day. Make sure periods of holiday leave and sick leave are recorded and transmitted to relevant agencies. When they leave, ensure they are archived on our clinical system and other I.T. access (eg: GP Access, ICE & Smartcard position at Ruddington) is removed.

 

12) Practice Premises:

Liaise with the Practice Manager regarding all aspects of building maintenance and improvement. Together with the Practice manager, source appropriate tradespeople to effect repairs or improvements. Source new and replacement equipment, ensuring best value for money is obtained. Organise visits from the gardener and the window cleaner as appropriate.

 

13) Training:

• Maintain staff training records on Teamnet, sending timely reminders to staff to undertake overdue training.
• Complete all mandatory practice led training (Life Support, Information Governance etc).
• Attend all training course deemed appropriate for the above position to ensure up to date knowledge of legislative changes to pay and pensions. Attend update courses on aspects of electronic claiming.

 

14) GP Partner Holidays:

Maintain GP session spreadsheet, recording holiday/study leave taken and remaining, ensure leave is recorded on SystmOne & on holiday boards in PM Room.

 

15) Any other delegated duties considered appropriate to the post.

 

Special Requirements of the Post1) In order to maintain the service to our patients, there will be times when you will be required to work outside the hours given, particularly when covering absence. This may mean that your distribution or number of working hours could change either during a given week, or from week to week. You therefore need to be very flexible and available during normal surgery opening times.

2) An understanding, acceptance and adherence to the policy for strict confidentiality.

3) An ability to use own judgement, resourcefulness, common sense and local knowledge, to respond to patients enquiries and requests.

4) Excellent communication skills.

Other Information

This is a description of the job as it is at present constituted. It is the practice of the surgery periodically to examine employees job descriptions and to update them to ensure that they relate to the job as then being performed, or to incorporate whatever changes are being proposed. This procedure is jointly conducted by the principal in conjunction with the job holder. You will therefore be expected to participate fully in such discussions. It is our aim to reach agreement but if this is not possible the principal reserves the right to insist on changes to your job description after consultation with you.

 

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.