Job Summary
Litchdon Medical Centre is seeking a dynamic, motivated, and experienced individual to lead the finance department within our busy GP practice. This role will work closely with the Practice Manager and GP Partners and will also provide line management to the Deputy Finance Manager and Finance Administrative Assistant.
This is a vital position within the organisation, requiring a confident and capable individual who can take ownership of the practice's financial responsibilities. The successful candidate will work collaboratively with the management team and external accountant to ensure the effective financial management of the practice.
An AAT Accounting Qualification, or minimum of 5 years' accounting experience at Assistant level or above (or equivalent experience), is essential, together with experience in managing account or financial processes. Experience in line management or team leadership would be advantageous.
The post holder will need to be confident, proactive and able to make decision and work independently while also contributing as part of the wider management team. Strong communication skills are essential, along with good IT skills and the ability to effectively use and quickly learn the practice's financial systems and wider IT processes.
Main duties of the job
The main duties will include working as an integral part of the Management Team to ensure the Practice operates in a profitable and sustainable manner and be able to provide accurate financial and timely information when requested by the Partners or Accountants.
You will be responsible for finance movement between budgets and co-ordinate annual budget settings and on-going in year maintenance and reconciliation for the Practice. The role will cover compilation of information for the final production of accounts bi-annually in conjunction with the Practice's accountants and identify improvement of cost and/or performance and to monitor the outcomes of new practices put in place to achieve this.
Manage and ensure systems are in place and followed for invoicing and claims, as well as compile and submit VAT electronic returns.
You will work closely with the other Heads of Department in the Practice and answer queries relating to financial, pay and pension issues.
You will provide day to day line management for your team and monitor staff sickness, annual leave and recruiting for new staff within the team.
Hours - Between 16 - 20 hours a week available, to be discussed further at interview.
Salary - Between £17.00 - £20.00 depending on qualifications and experience.
Closing date - 23rd June with interviews planned for 6th July (pm). If you have not heard back by 3rd July you have been unsuccessful on this occasion.
About us
Litchdon Medical Centre is a friendly and busy GP surgery based in North Devon, serving over 16,700 patients. We are committed to delivering high-quality healthcare by valuing both our patients and staff within a supportive and sustainable environment.
Litchdon Medical Centre is also part of the Barnstaple Alliance Primary Care Network - a collaboration of local GP Practices working together to share resources and services, and to improve care for the wider Barnstaple community.
Job Description
Job Title: Finance Manager
Reports to: Practice Manager
Responsible for: Deputy Finance Manager and Finance Administrative Assistant
Job Summary
· Work as an integral part of the Management Team to ensure that the Practice operates in a profitable and cost-effective manner in keeping with the financial aspirations of the Practice.
· Support the Management Team in the provision of timely and accurate financial information and advice.
· Be responsible for the analysis of the adverse, favourable and significant movements between budgets and actual income/expenditure as part of the performance management process.
· Coordinate and oversee the annual budget setting process and on-going in year budget maintenance & reconciliation for the Practice.
· Maintenance of financial systems to aid the provision and compilation of information for the final production of Accounts bi-annually in conjunction with the Practice’s accountants.
· Assist in identifying potential areas of cost and/or performance improvement and the on-going monitoring of these areas particularly when decisions have been implemented.
· Provide ongoing financial advice and support and answer queries arising from the financial reports and to produce ad hoc reports and analysis as required by the Partners.
· Provide information as requested by members of the Heads of Department Team for the department where there is a direct responsibility.
· Line management responsibilities for the Deputy Finance Manager and Finance Administrative Assistant.
Duties & Responsibilities of the Post
Organisation Responsibilities
· Monitoring income streams – analysing and reporting on significant variances.
· Understanding of the Financial Implications of Contract Changes and Legislation.
· Ensure all income streams are capitalised on and work with the Practice Manager to maximise them.
· Work with the Practice Manager to ensure expenditure is minimised where appropriate.
· Successfully communicate varying levels of financial information in a timely manner.
· To maintain and interpret the monthly Income and Expenditure position and raise concerns with members of the Heads of Department Team and/or the Practice Manager if appropriate.
Operational Responsibilities
· Record-keeping
· Cash-flow monitoring and forecasting
· Prepare forecasts and reports as requested to the Management Team/Partners.
· Purchase and Sales Ledger processing
· Prepare and maintain quarterly budget reports
· Manage and monitor all aspects of the payroll function for Practice staff and maintain appropriate
records, in conjunction with our outsourced payroll agent
· Pensions Management in conjunction with outsourced payroll agents & NHSPA
· Manage Partners drawings and equity releases in strictest confidence
· Manage and reconcile bank accounts and liaise with the Practice Bankers
· Manage Practice accounts; submit half / full year-end figures promptly and liaise with the Practice
accountant
· Compile and submit a monthly VAT return electronically including partial exemption adjustments.
· Ensure systems are in place and followed for invoicing/claiming for private services and building
occupancy
· Ensure effective systems are in place to minimise and pursue bad debts
· Manage and reconcile the business credit card account and liaise with card holders and/or the Practice
Bankers where appropriate
· Manage appropriate systems for handling and recording of cash/cheques and petty cash
· Analyse and pay locum fees, enabling individual responsibilities at the end of each year.
· To ensure timely and accurate information for and attendance at (if required) Practice meetings
Line Management Responsibilities
- Provide day-to-day line management and support to the members of the Finance Team.
- Conduct annual appraisals and probationary reviews, setting objectives and supporting ongoing staff development.
- Monitor staff attendance, including sickness absence, and carry out return-to-work interviews in line with practice policies.
- Approve and manage annual leave requests to ensure appropriate staffing levels and continuity within the finance department.
- Lead on the recruitment and induction of new finance team members, ensuring they are effectively onboarded into their roles.
- Support a positive and collaborative team environment, promoting high standards of performance and staff wellbeing.
General Responsibilities
· Any other duties commensurate with the role and as requested by the Practice Manager/ GP Partners
· To carry out all duties in a professional and confidential manner and adhere to all Litchdon Medical Centre Practice protocols, policies and guidelines at all times
· To assist in ensuring management team objectives are met
· Actively take part in mandatory and internal\external training as requested
· Adhere to and follow all policies and protocols as listed in the Staff Handbook and contract
Underpinning Policies
Confidentiality:
- Adhere to the General Data Protection Regulations (GDPR) 2018.
- 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 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 practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice Health & Safety policy, to include:
- 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
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Reporting potential risks identified
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 recognizes the importance of people’s 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 which 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 the practice, and will:
- Alert other team members to issues of quality and risk and contribute to the practice risk register as needed
- 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 team’s performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
Communication:
The post-holder should recognise the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize people’s needs for alternative methods of communication and respond accordingly
Contribution to the Implementation of Services:
The post-holder will:
- Apply practice 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
This job description may be subject to change from time to time to reflect the changing needs of the Practice, but it is a correct reflection of the type of duties that need to be undertaken.
Litchdon Mission Statement
Providing quality healthcare by valuing both patients and staff in a supportive and sustainable environment.
Litchdon Values
- Compassionate Care – We treat staff, patients, carers, and relatives with kindness, respect, and dignity, fostering a culture of mutual empathy.
- Holistic wellbeing – We prioritise the physical, mental, and emotional wellbeing of our staff which then enables them to deliver person centred care.
- Positive reliable teams – We cultivate professional, approachable, and cohesive teams built on loyalty, trust, and mutual respect, enabling them to deliver safe and effective care to patients.
- Family focussed – We support the work-life balance of our staff and recognise the importance of family for patients and colleagues alike.
- Innovation and Growth – We embrace change, prioritise sustainability, and nurture professional development across the workforce to improve processes and patient care.
- Environmental Responsibility – We are mindful and committed to be as eco-friendly as possible by ensuring we consider the impact of our practice on both the community and the planet.
PERSON SPECIFICATION – FINANCE MANAGER
Essential Qualifications
· AAT Accounting Qualification or 5+ years accounting experience at Assistant level or above (QBE)
· Excellent standard of education with proven literacy and numeracy skills
Desirable Qualifications
· Professional qualification or part qualified ACCA/CIMA
Essential Experience
· Significant experience in all aspects of managing accounts.
· Proven experience in financial reporting, planning and control.
· Preparation of regular management accounts including variance analyses.
· Proven experience in working to deadlines.
· Competent in using accounting software packages
· Experience of budget setting and monitoring
· Experience in implementing and managing projects.
· Experience in collation and submission of VAT returns.
Desirable Experience
· NHS/Primary Care general practice finance experience.
· Xero Accounting Software.
Pay: £17.00-£20.00 per hour
Benefits:
Work Location: In person
