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MAIN DUTIES AND RESPONSIBILITIES

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Statutory Accounts and External Monitoring

• Lead responsibility for production and presentation of high standard statutory financial accounts and supporting information, complying with all statutory and NHS guidance and deadlines. Responsible for ensuring that the statements and accounts provide a true and fair view of the Trust’s financial position and are supported by adequate working papers.

• Lead the interface with external audit and ensure timely resolution and/or escalation of technical issues. 

• Ensure that the accounts and supporting documentation is presented and approved by the Audit Committee and Trust Board

• Provide expert advice to the Board and senior management on the implications of statutory guidance and accounting standards and how they affect the reported financial position and plans of the Trust.

• Manage and supervise the financial accounting process leading to ledger close down and the validation of the financial position on a monthly basis.

• Lead monthly, quarterly and annual reporting procedures both within and external to the Trust, including monthly monitoring actual/forecast returns to NHSI and review of the financial position with the Finance Director, analysis of financial performance and preparation of monthly finance reports. Interact with NHSI and other external agencies as appropriate.

 

Charitable Funds

• Oversight of all aspects of accounting and reporting of Charitable Funds expenditure and investments; including preparation of reports to the Charitable Funds Committee and preparation and approval of Annual Accounts and submission of returns to the Charity Commission.

• Lead the interface with external audit and ensure timely resolution and/or escalation of technical issues.

• Provide comprehensive reports of transactions and balances to fundholders.

• Provide guidance and advice to fundholders and the Charitable Funds Committee on the provisions and requirements of the Charities Act and other relevant guidance/legislation.

 

Treasury Management/Working Capital

• Monitor, report and advise on the borrowing, investment and cash requirements of the Trust.

• Manage the Trust’s cash flow position on both a daily and long-term basis; maintaining effective and accurate records of inflows and outflows. Produce regular cash flow plans, forecasts and reports and monitor performance against them. Ensure that the Trust’s management and use of cash is consistent with the requirements of its external financing limit and meets the requirements of the Department of Health.

• Manage and oversee the Trust’s banking arrangements including timely and regular bank account reconciliations.

• Ensure that invoices are raised promptly and there is a credit control facility which maximises the collection of cash from debtors.  Lead the recovery of outstanding invoice payments including liaison with debtors and agreement of processes and action plans to minimise payment delays including improving business processes both within the wider finance department, in other departments and in debtor organisations themselves.

• Produce regular debtor reports identifying aged debts and trends.  Report on key changes and advise the Finance Director of debts that should be written off.  Review internal systems to ensure the write off of debts are kept to a minimum.

• Ensure VAT is managed effectively and liaise with Trust VAT advisors to ensure that VAT is recovered efficiently and that claims are submitted to HMRC within their deadlines. 

• Develop and implement strategic working capital plans to achieve targets set by the Department of Health and the Trust as part of the aim to maximise the Trust’s financial risk rating. Advise the Finance Director on opportunities and constraints relating to the overall working capital position and how these can be exploited or overcome.

• Produce business cases and other supporting information to support applications for additional funding from DH and work with NHSI and DH to ensure effective approvals process.

 

Accounts Payable

• Ensure that creditors are paid promptly and correctly and within the constraints of Trust’s policies, procedures, available cash and accepted standards.

• Ensure that a full audit trail is maintained of all creditor related transactions; ensuring that payments are suitably authorised and sufficient funds are available.

 

Payroll

• Ensure systems are in place to pay staff and statutory authorities accurately and on time and sufficient funds are available.

• Ensure that the Trust complies with all relevant statutory legislation and produce returns as required.

 

Financial Systems

• Take overall responsibility for ensuring the completeness and integrity of financial information systems on which monthly and annual financial reports are based.

• Lead the development, implementation and maintenance of such information systems, whether financial or otherwise, which are required to support the financial and associated reporting and management processes of the Trust.

• Liaise with potential and actual users of financial information or information systems throughout and outside the Trust to ensure that outputs meet the specifications of users.

• Negotiate and liaise with potential and actual suppliers of information systems to ensure that the needs of the Trust are met in the most cost effective manner.

 

Capital Accounting

• Support the development, and lead the reporting, of long-term capital expenditure plans and management of capital funding streams. Establish capital project budgets and monitor expenditure against both individual budgets and the overall plan. Report on the capital programme performance as part of the Trust’s Finance Report and advise on action necessary to achieve plans and targets including the Capital Resource Limit.

• Provide a key point of contact between the Trust and any valuers employed to undertake periodic valuations of the Trust’s estate; ensuring that any information requirements are met.  Ensure that the outcome of any valuation exercises are reflected on a timely and accurate basis in both the asset register and ledger.

• Produce the Trust’s capital charges estimates each year for submission to NHSI as part of Trust’s annual budget process and annual plan submission.

• Contribute to and advise on the preparation of business cases for future capital expenditure and undertake financial evaluation of projects to determine value for money and priority for schemes.  Ensure correct presentation of cash flow and financial funding transactions.

• Liaise with NHSI as necessary on all matters relating to the Trust’s capital programme.

• Develop, and implement the Trust’s Capital Investment Policy.

 

Governance

• Lead responsibility for the integrity and correct accounting treatment of all transactions recorded in the Trust’s financial ledger systems.

• Ensure all reconciliations are undertaken regularly, including monitoring and reporting of losses, compensations and special payments and taking action where reconciliations indicate incorrect or irregular transactions.

• Lead responsibility for liaison with Auditors and other external bodies as appropriate; including planning, provision of necessary information and review of findings. Ensure that all recommendations are implemented in a timely way.

• Manage and liaise with counter-fraud specialists as appropriate, including supporting investigations through the provision of advice and information.

• Ensure effective probity in respect of patient’s monies.

 

Management

• Be responsible for the overall management of the Financial Services teams, including motivating staff to meet deadlines and targets, recruitment, training, appraisal, implementation of HR policies and dealing with disciplinary/performance issues.

• Be responsible for the personal development of the Financial Services teams and ensure that every member of staff is regularly appraised and has a Personal Development Plan.

 

Communication

• This post requires a high level of direct communication and negotiation with senior managers in the Trust, NHS, public and private sector organisations. As such, the post holder will require excellent interpersonal and communication skills.

• The post holder will be required to present highly complex and highly sensitive financial information to large audiences of varying experience, disciplines and seniority. This will require highly developed presentation and influencing skills.

• The post holder will require highly developed negotiation and persuasion skills when communicating contentious information to staff and directorates where there may be significant barriers to acceptance.

• Attend committee and board meetings, as required by the Finance Director providing responses both written and verbal on financial performance issues. This will often include complex issues, which are open to interpretation and will require multi layered communication and influencing skills.

 

Policy and Service Development

• Maintain an up to date, in depth specialist knowledge – theory and experience – of financial and accounting procedures, financial aspects of NHS legislation and NHS financial policies.

• The post holder will also be responsible for the management and further development of financial governance within the organisation.

• Manage and develop financial procedures and responsible for updating, enforcing and reporting compliance to the Standing Orders/Standing Financial Instructions and other financial procedures.

• Leads continuous process review and improvement for the Financial Services Department, to ensure that:

  • Processes and procedures are up-to-date, relevant and efficient, minimising manual transactions, and delivering standardisation.

  • Reporting solutions are cutting edge and effective

  • Financial systems are appropriate, efficient and effectively used.

  • Services are provided in the most cost effective manner and achieve best practice.

• Contributes to and influences process improvement and transformation throughout the trust to ensure financial requirements are appropriately met and financial governance is maintained.

 

Personal and Professional Development

• Commitment to improve skill levels and knowledge by participation in appropriate training and learning opportunities.

• Attend mandatory and statutory training as required.

• Attend relevant education, training and study days as required.

• Devise and implement a personal development plan and participate in relevant study days.

• Responsible for maintaining own professional development including being aware of new developments within the sphere of the role.

 

Other Role-Specific Duties

• As a member of the finance senior management team, provides financial advice (as required) on all aspects of the activities and financial governance of the organisation.

• As a very senior member of staff, the post holder will be expected to work closely with the Finance Director, and work flexibly at a high level to respond to any new projects or challenges which occur. The post holder will be able to represent the Trust and their department professionally and command respect through their knowledge and expertise.

• Contribute to the development of the Trust’s medium and long term financial model and in particular take the lead role in respect of asset management, capital investment and working capital management issues.

• Carry out any other reasonable duties commensurate with the role and delegated or requested by the manager or supervisor, as the needs of the service require.

• The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Department and the Trust.

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FLEXIBILITY STATEMENT

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This job description is not inflexible but is an outline and account of the main duties.  Any changes will be discussed fully with the post holder in advance.  This job description will be reviewed periodically to take into account changes and developments in service requirements.

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COMPETENCE

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The post holder is required to participate in the Trust appraisal process and work towards meeting identified development needs.

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The post holder is required to demonstrate on-going continuous professional development.

 

At no time should clinical staff work outside their defined level of competence.  If the post holder has concerns regarding this they should immediately discuss this with their Manager, Supervisor or Consultant.  The post holder has the responsibility to inform those supervising their duties if they are not competent to perform a duty.

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PROFESSIONAL REGISTRATION

 

All staff who are members of a professional body have a responsibility to ensure they are both familiar with and adhere to standards of professional practice and conduct.  Members of Staff are responsible for ensuring the continuity of their professional registration and providing renewal details promptly to their line manager.

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EQUALITY AND DIVERSITY

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All staff members have a responsibility to treat all colleagues, patients and clients with respect, and to ensure that the work environment is secure, mutually supportive and free from harassment and discrimination on any grounds, notably around: age, disability, gender, gender identity, marriage and civil partnership, pregnancy and maternity, race, religion and belief and sexual orientation.  All staff members have a duty to report any incident which contravenes this to their line manager.

 

 

INFECTION CONTROL

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All post holders have a personal obligation to act to reduce Healthcare Associated Infections (HCAIs) and must attend mandatory training in infection prevention and control.  Post holders must comply with the Trust’s Infection Control Policies as they apply to their duties, including the Hand Decontamination Policy, Dress Code and Personal Protective Equipment Policy. 

 

 

SAFEGUARDING CHILDREN AND VULNERABLE ADULTS

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Post holders have both a general responsibility for safeguarding children and vulnerable adults in the course of their daily duties and for ensuring that they are aware of the specific duties relating to their role.

 

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SMOKING POLICY

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It is the Trust’s policy to promote health.  Smoking is therefore prohibited within the Trust’s grounds, buildings and vehicles.

 

 

RISK MANAGEMENT/HEALTH & SAFETY

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The post holder has a responsibility to themselves and others in relation to managing risk, health and safety and will be required to work within the policies and procedures laid down by the Trust.   All staff have a responsibility to access occupational health or other staff support services in times of need and advice.

 

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COMMUNICATION

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Employees must adhere to the Trust’s Policy and Procedure for Raising Issues of Concern regarding patient matters, health and safety, corruption and negligence.

 

 

CONFIDENTIALITY

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As an employee of this Trust you may gain privileged knowledge of a confidential nature relating to diagnosis and treatment of patients, personal matters concerning staff or patients, commercial confidences of third parties, and the Trust’s business affairs.  Such information should not be divulged or passed to any unauthorised persons. All staff must abide by the requirements of the Trust’s Code of Conduct for Employees in Respect of Confidentiality. Failure to comply with this requirement may constitute gross misconduct under the Trust’s Disciplinary Policy which may lead to summary dismissal.

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