HR and Finance Officer in Stoke-on-Trent

Job Purpose

To support the Federations Quality and Governance Manager and wider Federation with Finance and HR support.

• Principle Duties
• 1. To manage the shared inbox for the Federation, ensuring all emails are allocated to the correct member of the team.
• 2. To maintain systems for receiving, checking and logging invoices and payments to ensure our Accountants and Finance Officer have all the relevant information.
• 3.

To ensure prompt delivery of all income generating invoices, working alongside the Associate Director of Operational Services and the Financial Services Manager, for all Federation services including host employment charges for Primary Care workforce.

Using the internal accounting system to raise invoices and submit via multiple online platforms.

• 4.

Chase payment of outstanding invoices with customers and monitor credit control functions on the internal accounting system.

Ensuring overdue invoices are chased for payment and escalated to the Quality and Governance Manager where necessary.

• 5. Maintain accuracy of transactional coding, ensuring payments and receipts are aligned to the correct accounts and projects.
• 6.

Processing monthly claims to Staffordshire and Stoke-on-Trent ICB on behalf of NHS Primary Care Networks via the NHS workforce portal.

Ensuring invoices relating to these claims are raised in the correct Xero account promptly.

• 7.

Chase supplier invoices relating to workforce claims, including NHS Trusts, locum agencies and GP Practices to ensure claims are submitted accurately and promptly for the respective month.

• 8. Liaising and building relationships with partnership organisations including the North Staffordshire member practices and Primary Care Networks.
• 9.

To provide a HR administration function including overseeing the completion of pre-employment checks, assisting with recruitment and selection, contracts and offer letters, maintaining personnel files and supporting the submission of monthly payroll.

• 10.

Maintain the sickness database, monitoring absence patterns and notifying the Quality and Governance Manager of any absence management issues.

Assist the Quality and Governance Manager in attending absence review meetings, taking minutes and preparation of relevant documentation.

• 11.

Supporting the induction process for Federation employees, not including locums, alongside the clinical Nurse Lead ensuring all HR processes including annual leave and expenses are discussed.

• 12.

Attend PCN meetings, including but not limited to, PCN Business Managers and PCN Clinical Directors to take accurate notes of the discussion and to document key action points.

Ensure prompt delivery of all minutes.

• 13. To work closely with the Senior Governance and Compliance Office to provide holiday / sickness cover for the Quality and Governance Manager where appropriate.
• 14. Any other duties appropriate to the post that are requested of you on occasion.
• 15. Supporting Federation projects and initiatives including and not limited to workforce programmes.
• 16. Providing an administrative function to The Alliance, assisting with meetings, minute taking, organisation of events and project support.
• Maintaining Stock & Supplies
• 1. To order stationary and supplies for the Federation upon request and in line with a budgetary allocation and ensure appropriate systems are in place to avoid over ordering.
• Planning & Organisational Skills
• 1. Manage own time effectively, prioritising own workload to meet competing demands.
• 2. Deal with queries and issues, understanding the limitations of the role and know when to elevate to a manager.
• Communication and Working Relationships
• 1. Deal with enquiries via phone, face to face or email from clinicians and other staff and ensure that these are addressed or signposted to the appropriate person.
• 2. Use own initiative.
• 3. Demonstrate a professional approach in handling sensitive and confidential information.
• Personal and People Development
• 1. Take responsibility for own role and identify any knowledge or skills gaps where additional support or training is required.
• 2. Actively participate in the Federations annual appraisal process providing evidence to meet the requirements of the post.
• 3. Ensure you work in accordance with our Health and Safety policies at all times and maintain a healthy and safe working environment for self, other staff and patients.
• 4. Attend and keep up to date with all statutory and mandatory training requirements commensurate with the role.
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