Job Description

The Operations and Finance co-ordinator will be responsible for tasks in relation to finance, accounting and administrative tasks arising from the business activities for both South Sefton Primary Care Network and South Sefton Primary Healthcare Ltd.



The post holder will be required to communicate with all staff groups across the PCN, and our member practices, including Practice Managers and GP Partners..



The role will also demand communication/negotiation and effective working relationships with staff from all disciplines, providing and receiving confidential management and financial information.



Plan own workload to ensure deadlines are met.



The post holder will be responsible for co-ordinating the production of information relating to finance and the operation of the PCN more generally.



Work within a customer focused culture with a particular emphasis on providing clear and timely information to staff working within South Sefton Primary Care Network, South Sefton Primary Healthcare Ltd, GP Practices within South Sefton Primary Care Neatwork and suppliers/customers of South Sefton Primary Care Network, South Sefton Primary Healthcare Ltd.



The post holder must be able to use own initiative as well as work as part of a team, with minimal supervision.



The post will demand a significant amount of time to be spent at a VDU using keyboard skills; speed and accuracy is required to enable deadlines to be met whilst maintaining the quality of the information provided. The ability to concentrate on complex information/problems is imperative.



South Sefton Primary Care Network (PCN) is a large Primary Care Network, covering four localities in South Sefton with a population of around 160k.



PCNs are groups of GP practices working with a wide range of partners to improve the health of their population. Key to this purpose is strengthening general practice provision through working together, where it makes sense to do so and working as part of integrated care teams which work collaboratively for and with local people in each locality.



Sefton Primary Healthcare is a GP Federation made up of practices in South Sefton. A GP Federation is a group of general practices that work together to share resources, expertise and services to deliver high quality, patient focussed services for its communities.



As a federation we work together to offer additional and improved services to meet the needs of our residents. We work together to provide support for our practices through the sharing of resources and services, for example with recruitment and training. We hold regular member practice meetings to come together and raise issues and review our priorities and progress. We work closely with South Sefton Primary Care Network to improve the local health and care offer for our residents.



The two organisations have recently joined together in a single legal entity and it is envisaged that this role will work across both PCN and Federation priorities as we bring these together.



South Sefton Primary Care Network



Accounts Payable



Receive and record creditor invoices.



Seek approval/authorisation to pay invoices and liaise with suppliers to resolve disputes.



Prepare online payments of invoices received.



Liaise with suppliers to advise of payments to resolve queries/disputes.



Accounts Receivable



Raise and record invoices as requested.

Monitor debtors.

Liaise with customers to resolve queries/disputes.



Processing and monitoring of ARRS claim submissions.

Update ARRS spreadsheet reconciliation

Chase invoices not received to allow ARRS claims to be submitted in a timely manner.

Complete ARRS return.

Update workforce portal



Other Finance Tasks



Reconcile monthly bank statements.

Analyse monthly / quarterly statements from commissioners and reconcile statements every month.

Regularly monitor of bank accounts and expected income and expenditure and report any issues that arise to the Finance & Transformation Manager.

Update PCN's financial reports to an agreed point.

Maintain petty cash floats.



Any additional tasks as requested by Finance & Transformation Manager.

Any other ad hoc duties as required.



Operations



Provide senior administrative support to the Executive Management Team

Provide co-ordination of planning and participate in relevant internal and external working groups to provide high quality project support and administrative support

Organise diary commitments including the scheduling of formal meetings and take notes at meetings as required;



Support communication of key information across PCN Members, including updates for information and decision making



Supporting communication of key contract requirements and ensuring appropriate actions are understood and completed by member practices



Supporting communication with commissioners, members and patients via social media, updating the PCN website, writing newsletters and reports as required.



South Sefton Primary Healthcare Ltd



Payroll Administration



Receive and process timesheets from staff for ad hoc hours worked. Update Payroll spreadsheet to instigate monthly payroll processing. Submit payroll file to Accountants to enable payroll to be processed in accordance with agreed timetable. Act as point of contact with staff/managers/Accountants to resolve payroll queries.

Accounts Payable



Receive and record creditor invoices.

Seek approval/authorisation to pay invoices and liaise with suppliers to resolve disputes.

Prepare online payments of invoices received.

Liaise with suppliers to advise of payments to resolve queries/disputes.



Accounts Receivable



Raise and record invoices as requested.

Monitor debtors.

Liaise with customers to resolve queries/disputes.



Other Finance Tasks



Reconcile monthly bank statements.

Analyse monthly / quarterly statements from commissioners and reconcile statements every month.

Regularly monitor of bank accounts and expected income and expenditure and report any issues that arise to the Finance & Transformation Manager.

Maintain petty cash floats.



Any additional tasks as requested by Finance & Transformation Manager.

Any other ad hoc duties as required.



Key Relationships



South Sefton Primary Care Network, South Sefton Primary Healthcare Ltd manager's and staff.

GPs and Practice Managers

iMerseyside

Cheshire & Merseyside ICB



Team working principles



There is a commitment to working to shared principles in our work with each other; it's important that those joining our team's can make the same commitment:



1. Regularly review objectives and adapt them when we need to



2. Prioritise attendance at team meetings



3. Support each other to provide the best service we can



4. We accept that we make mistakes and want to share the learning that follows



5. We will speak positively about each other



6. Celebrate success



7. Check-in with each other regularly and create opportunities for more chat and catch up



8. Keep each other informed if something changes that affects our workload

9. Ensure each other's psychological safety:

questions are welcome and will support our learning



10. Stay focussed on patients, quality and safety



11. Respect each other - and avoid creating unnecessary pressure.



Collective responsibilities

Everyone is expected to commit to:

1. Equality, diversity and inclusion



1.1. Ensuring we create an environment where we can all achieve our full potential, through having a good attitude and taking positive action



1.2. Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and staff with dignity and respect.



1.3. Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued, and equality of opportunity is promoted. Staff will not be discriminated against on grounds of any protected characteristic. Staff have a responsibility to ensure that they treat our patients and their colleagues with dignity and respect.



2. Safety, Health, Environment and Fire (SHEF)



2.1. There is a commitment to supporting and promoting opportunities for staff to maintain their health, wellbeing and safety.



2.2. The post holder is to manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients and monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines.



2.3. All personnel have a duty to take reasonable care of health and safety at work for themselves, their team and others and to cooperate with employers to ensure compliance with health and safety requirements.



2.4. All personnel are to comply with health and safety policy which also sets out current health and safety legislation:



3. Confidentiality



3.1. There is a committment to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality. It is essential that, if the legal requirements are to be met and the trust of our patients is to be retained, all staff must protect patient information and provide a confidential service.



4. Quality and Continuous Improvement



4.1. We all have a responsibility to look for opportunities to improve quality and share good practice and discuss, highlight and work with the team to create opportunities to improve patient care.



4.2. We continually strive to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where everyone counts, and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.



4.3. All staff are to contribute to relevant investigations and significant event analyses.



5. Learning and development



5.1. The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake in, and complete mandatory training.



5.2. The post holder will undertake mentorship for team members and disseminate learning and information gained to other team members to share good practice and inform others about current and future developments (e.g., courses and conferences).



6. Collaborative working



6.1. All staff are to recognise the significance of collaborative working and understand their own role and scope and identify how this may develop over time. Staff are to prioritise their own workload and ensure effective time-management strategies are embedded within the culture of the team.



6.2. Teamwork is essential in multidisciplinary environments and the post holder is to work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working and work effectively with others to clearly define values, direction and policies impacting upon care delivery



6.3. Effective communication is essential, and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.



6.4. All staff should delegate clearly and appropriately, adopting the principles of safe practice and assessment of competence.



6.5. Plans and outcomes by which to measure success should be agreed.