Job Description

The post-holder will;

· Assist the Business Manager in ensuring that the Practice operates in a profitable and cost-effective manner, in keeping with the financial aspirations of the Partners.

· Be responsible for the day-to-day financial and administrative processes and procedures, and ensure all financial functions and claims administration of the admin team are carried out in accordance within agreed procedures, protocols and time-scales.

· Assist the Business Manager to maintain standards under Care Quality Commission to optimize Practice performance.

Organizational responsibilities

Maintain and increase sources of income – analyzing and reporting on threats and opportunities.

• Understand the financial implications of contract changes and legislation.
• Maximize income.
• Minimize expenditure.
• To undertake a variety of financial and administrative duties to assist in the smooth running of the Practice.

Operational responsibilities

Finance

• Manage Practice accounts, work closely with the Business Manager to seek to maximise income.
• Invoicing.
• Maintain appropriate systems for the payment of invoices by BACS or cheques.
• Undertake the Practice banking.
• Record-keeping.
• Processing of income and expenditure information.
• Ensure costs related to the upkeep of the building and equipment are agreed and accounted for, liaising with the Business Manager as required.
• Cash-flow monitoring and report updates regularly to the Business Manager.
• Manage the budget to maximize revenue and identify potential areas of cost savings.
• Check time sheets, run the monthly payroll and maintain appropriate records.
• Pensions administration.
• Take responsibility for the operation of the Petty cash system, including withdrawing cash, reimbursing staff and achieving balanced accounts.
• Calculating Quality Reporting Service (CQRS) administration.
• Claims administration and reconciliation.
• Reconciliation of bank account information.
• Purchase and sales ledger processing.
• Enhanced services and incentive schemes administration.
• QOF administration.
• Writing of applications and reports for funding streams.
• Procurement administration.
• Data collection and submissions.
• Liaising with the practice accountant.
• Liaising with the practice bankers.
• Ensure the negotiation of initial service contracts and renewals with potential contractors ensuring that the Practice obtains the most effective service at the optimum price, delegating to the Office Coordinator for every day Premises matters and liaising with the Business Manager as appropriate.

Human Resources

• Be involved in staff induction, training and development opportunities for the admin team, liaising with the Business Manager to ensure staff are appropriately trained to fulfil their roles and to maximize opportunities for motivating staff to fulfil their potential.
• Liaise closely with the Business Manager to ensure tasks associated with finance and admin (including Quality and Outcomes Framework QOF and Enhanced Services) are appropriately delegated to those with the skills, abilities and time to undertake them.
• Work closely with the Business Manager and others to ensure adequate staffing levels and training requirements associated with the admin team.
• Work closely with the Business Manager to involve staff as appropriate in the introduction of change.
• Liaise closely with the Business Manager and Partner responsible for staff in matters relating to capability, grievance and discipline.
• Assist the Business Manager in ensuring all policies and procedures are up to date, particularly as they relate to finance and ensure all relevant staff have read and signed updates.
• Work under the direction of the Business Manager and others as appropriate in the handling of patient complaints, particularly where the complaint relates to finance.

Clinical Commissioning Group (CCG)

• Supervise the collation of CCG data relating to performance, statistics, patient feedback and activity and producing summary management reports as required.
• Supervise working with the CCG to validate patient information, performing regular checks and quality audits, delegating as appropriate.
• Provide regular reports on the incentive and prescribing schemes to the Business Manager and ensure appropriate and timely claims are submitted.
• Ensure all CCG (and other) financial returns, records and queries are handled in a timely and efficient manner, liaising with the Business Manager as appropriate.

Quality and Outcomes Framework (QOF) and Enhanced Services

• Supervise the production of claims related to Enhanced, National or Local Services, remaining familiar with processes to ensure claims can be submitted in the event of staff absence.
• Ensure specifications for new Enhanced, National and Local Services are received and circulated to appropriate staff and arrange training as required, delegating as appropriate.
• Co-ordinate the submission of sign-up sheets as agreed.
• Maintain own knowledge of national, local and Practice quality standards for chronic disease management and ensure the admin team are made aware of changes in a timely manner.
• Support staff in correctly identifying and targeting patients for assessment and treatment
• To facilitate effective communication between suppliers, members of the primary health care team, the CCG and all other external agencies.
• To recognize the importance of effective communication within the team and strive to communicate effectively with other team members, patients and careers.
• To recognize people’s needs for alternative methods of communication and respond accordingly.
• Provide support and training for current and new staff ensuring that data quality guidelines are understood and adhered to, delegating as appropriate.

Patient Services

• Assist the Business Manager to implement improvements in line with the CQC, Quality and Outcome Framework (QOF), Enhanced services and ensure that quality is maintained.

Communication

• Actively participate in staff and external meetings as required, preparing agendas as required, disseminating information and ensuring the distribution of minutes as necessary.

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 careers, Practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organization. All such information from any source is to be regarded as strictly confidential
• Information relating to patients, careers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorized persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Required Knowledge, Skills, and Abilities