Finance Assistant inWarrington inWarrington PUBLISHED TUE 17 DEC 2024

The Finance Assistantwill be a key member of the Quay Management Team, accountable to the Chief Executive Assistant (CEO).

The Finance Assistant will assist with overseeing the finances of the CIC. The Assistant will support the invoicing, monitoring, reconciliation across the primary care sector. This does NOT include day to day practice finances, which will be undertaken by individual practice managers.

The post holder will provide comprehensive financial management support and advice to Board Directors.

The post holder will be responsible for the maintenance of the general ledger and budgetary control system which are used in the production of monthly financial statements.

The post-holder will be expected to work independently and use their own initiative within their own sphere of work. Guidance will be available when required from the Chief Executive/Board Members.

The post-holder will be responsible for ensuring compliance with all finance policies and procedures. The post-holder will be expected to become involved in financial matters relating to the whole CIC as and when required and contribute to the continuous improvement of finance procedures.

• Have responsibility for supporting partnership work and will support the local monitoring of contracts, budgets and payments between the ICS, CCG, NHSE for Primary Care Networks.
• Prepare management accounts and budgets for the CEO of the CIC.
• Will lead on the PCN financial payments to practices within PCNs and chase payments overdue.
• Will work with PCN Managers to improve and maintain robust financial processes.
• Understand all payments and send remittances accordingly.
• Liaise with PCN Accountants.
• The post holder will support the CEO in financial modelling for new services.
• Produce accurate, timely and appropriate monthly financial and performance management information for the PCN and CIC Team. This will involve the collection, collation, and processing of complex data from a variety of sources into appropriate information to allow input into the computerised ledger.
• Calculate accruals, prepayments, and adjustments to be reflected in the monthly management accounts and maintain a clear audit trail.
• Produce year-end financial projections to assist in the management of Income.
• Produce monthly variance reports and graphs to explain the in-month and year-to-date financial variances.
• Ensure that monthly financial performance information is communicated to PCNs and that any issues raised are addressed in an appropriate and timely manner.
• Assist with the production of the statutory annual accounts including the provision of information and conducting various end-of-year tasks.

About us

Management and Leadership Responsibilities

Assist with the Contract and Financial Management for Quay CIC commissioned services.

To support the CEO/CDs inunderstanding potential new services and business opportunities, presenting findings to the board where appropriate.

To work with colleagues to ensure retention of services and contract extensions.

To maintain, improve and further develop relationships with Warrington PCNs and ensure Quay CIC understands their service and workforce needs.

Assist in the negotiation of SLAs with external organisations for services provided by and received by the CIC Team to ensure that income is maximised and best value for money is achieved, respectively.

Ensure that financial arrangements contained within Service Level Agreements with external organisations for services provided by or received by the Research Teams are implemented to ensure that income is received, and expenditure is appropriately authorised, respectively.

Ensure that there are appropriate internal controls in place within the CIC to manage expenditure appropriately and reduce the risk of fraud and other losses.

Assist with the implementation of national policies across the CIC e.g. national tariffs and pay scale changes and implement these.

Assist with negotiation with PCNs/external organisations over cost/service issues, effectively resolving disputes to facilitate payment and improve cash-flow.

Analytical and Judgement Skills

Interpret financial data in order to inform service delivery and support the development of option appraisals where appropriate.

To analyse and interpret financial information and to report accordingly.

Assist with the annual budget setting process for PCNs and CIC team. Prepare a budget summary for the PCN giving a detailed breakdown of the calculation of each budget. Obtain the signed agreement of each PCN budget holder within the teams to the proposed budget. Ensure that the combined budget reconciles to the control total set as part of the annual financial planning process.

Assist with Identifying threats to the financial stability of the CIC Team and agree rectification measures with the relevant clinical or non-clinical managers. These plans will require monitoring thereafter to ensure that overall financial viability is being maintained.

Assist with the production of business cases to present to the CIC Team, explaining the reasoning behind calculations and recommendations.

Planning and Organising

To assist with the formulation of service budgets and accounts for Quay CIC involving partners where necessary.

To support the development of financial plans as a basis for monitoring performance against objectives.

To assist with detailed financial and contractual reviews on service areas within Quay CIC and PCNs.

To ensure an effective financial transaction process is in place across the PCN and CIC.

Participate in the development of new ways of working.

Quality Assurance

To help ensure that the process of financial management provides complete, accurate, timely and consistent information, in line with recognised best practice.

Review and update financial procedures and processes that may impact on the CIC and implement required changes to ensure compliance.

The post holder will undertake other duties as may be required to achieve Quays objectives, commensurate with the grading of the post.

Policy and Service Development

To assist with the development of a range of initiatives and strategic service developments for Quay CIC that facilitate improved care.

To assist with the development of Service plans which are informed by analysis of activity, performance information and evidence of good practice.

Assist the Head of Clinical Services in the implementation and development of a range of policies for Quay CIC.

To assist with the development, implementation and monitoring of service frameworks.

General Responsibilities

Allemployees should understand that it is their personal responsibility to comply with all organisational and statutory requirements (e.g. health and safety, equal treatment and diversity, confidentiality and clinical governance).

Codes of Conduct

All clinical staff must comply with their respective Code of Professional Conduct set by their registration body.

Conflict of Interest

Quay Primary Healthcare CIC is responsible for ensuring that the services for patients in its care meet the highest standards. Equally, it is responsible for ensuring that staff do not abuse their official position, to gain or benefit themselves, their family or friends.

Equality and Diversity

Quay Primary Healthcare CIC is committed to eliminating unlawful discrimination and promoting equality of opportunity. All staff have a personal responsibility to contribute towards an inclusive and supportive environment for patients, carers, visitors and other colleagues from all the equality strands (race, gender, age, sexual orientation, religion, disability). Staff have a personal responsibility to:

Ensure their behaviour is not discriminatory

Does not cause offence

Challenge the inappropriate behaviours of others

Adhere to the Warrington Primary Cares values.

Vunerable Groups

All staff must:

Carry out responsibilities in such a way as to minimize risk of harm to children, young people and vulnerable adults and to promote their welfare in accordance with the Children Act 2004, Working Together to Safeguard Children (2006) and No Secrets guidance (DH 2000).

Demonstrate an understanding of and adhere to the organisations child protection and adult protection policies.

Quay Primary Healthcare CIC is committed to safeguarding and promoting the welfare of all children, young people and vulnerable adults, and as such expects all staff to share this commitment.

Health & Safety

Under the provisions contained in the Health and Safety at Work Act 1974, it is the duty of every employee to:

Take reasonable care of themselves and for others at work

To co-operate with Quay Primary Healthcare CIC as far as is necessary to enable them to carry out their legal duty

Not to intentionally or recklessly interfere with anything provided including personal protective equipment for Health and Safety or welfare at work.

Management is responsible for the implementation of suitable arrangements to ensure the health, safety and welfare of all employees at work and the health and safety of other persons who may be affected by their activities. Where health and safety matters cannot be resolved the Chief Executive must be notified.

Managers are responsible for the health and safety management of all activities, areas and staff under their control. This includes responsibility for ensuring risk assessments are completed and implementation of suitable and sufficient control measures put in place. Health and safety issues are dealt with at the lowest level of management practicable. Where health and safety matters cannot be resolved at a particular management level the appropriate Senior Manager must be notified.

Everyone has a responsibility for contributing to the reduction of infections.

Smoking Policy

Quay CIC implements a No Smoking Policy, which applies to all staff. Staff contravening this policy will be subject to disciplinary procedures.

Quality and Clinical Governance

Quality in Health Care delivery has three core dimensions: Patient Safety, Patient Experience and Clinical Effectiveness.

Clinical Governance is about the systems, processes and behaviours to ensure that high quality services are provided to patients. Every member of staff has a role to play in striving for excellence: it is important that everyone is aware of and follows policies and procedures that govern their work; and if something goes wrong, everyone has an obligation to report it so lessons can be learned from mistakes, incidents and complaints.

If any member of staff has concerns on any clinical governance matters, they should raise them with their line manager, professional adviser, or a more senior member of management.

Information Governance

It is the responsibility of all staff to respect the confidentiality of patients and staff, as specified in the Caldicott Principles, Data Protection Act and the Human Rights Act. It is the duty of every employee to:

Only access person identifiable information as required in the execution of their duties.

Only disclose information appropriately, in line with the Data Protection Act 1998.

To ensure good quality data by recording, promptly and accurately, clinical and nonclinical information within agreed timescales to PAS, the health record or the appropriate clinical or non-clinical information system

Maintain the confidentiality of their password / username and if in possession of a Smartcard abiding by the terms and conditions of its use.