Tracey Lambert

Job Title: Finance Assistant

Band: Band 5

Responsible to: Head of Finance – Primary Care Other

Accountable to: Chief Finance Officer

Responsible for: Assisting in the provision of an effective, high quality and professional Financial Management service to Frimley ICB. Assisting the key interface with ICB colleagues and others on financial management, productivity and efficiency.

1. Job Summary

The post holder will be responsible for providing financial management support across a range of budget areas. The main purpose of this role is to provide high quality project, service, and administrative support including information and analysis. The post holder will undertake reporting and analysis of information to support delivery. As well as providing high quality and in-depth support to meet the needs of the ICB.

This will include assisting in ensuring the accurate and timely production of the monthly financial management reports for the ICB and assisting in the creation of year end accounts that comply with latest guidance and timescales.

The post holder will be a key member of the team whose overarching goal is to enable, promote and support the effective use of data, information, knowledge and technology to improve, inform and support a portfolio of services, and initiatives. Including providing support and advice to ICB managers and colleagues to assist them in developing their understanding of the NHS financial regime and ICB financial systems.

It will also include ensuring all relevant financial procedures and guidelines are adhered to and that all income and expenditure is accurately reported within the financial ledger. As well as investigating and resolving complex financial queries as required.

The post holder will play a key role in ensuring that payments are being made efficiently and effectively in accordance with the Better Payments Practice Code, Standing Orders and Standing Financial Instructions.

The financial information produced by the post holder is processed in accordance with procedures, through the completion of their own work and through the co-ordination of the work of others where required.

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

2. Key Working Relationships

The post holder will:

· Work effectively across the two health economies of Hampshire and Surrey with a variety of external bodies as required.

· Operate effectively in a flexible and demanding environment and proactively engage with ICB staff and management, SCW CSU and providers in the local health economy.

· Commit to working and engaging constructively with internal and external stakeholders.

· Nurture key relationships and maintain networks internally and externally.

· Maintain good working relationships with External and Internal Audit and with finance staff from other organisations within the health economy.

· Communicate information and issues, including reports, to job manager, strategic lead/ strategic manager as appropriate.

3. Functional Responsibilities

3.1 Communication and Relationship Skills

· To assist in the process of training for non-finance staff and managers where required.

· To liaise and support Commissioning Support Unit (CSU) and Shared Business Services (SBS) to allocate cash received to the correct outstanding debtors or invoice.

· To assist senior members of the Finance Team by performing ad-hoc duties as required.

· To support and build relationships with CSU teams in order to ensure good financial controls are maintained and developed.

· To work closely with other members of the Finance team to deliver integrated short/medium/long term plans.

· To work effectively and collaboratively across the Frimley system to support various workstreams.

· To participate in relevant internal and external working groups/projects to provide information and support for effective use by the team.

3.2 Financial Management and Reporting

· To act as a finance and information expert within the areas of ICB responsibility.

· To extract, manipulate and analyse data for the ICB from a wide range of sources and utilise that data in monthly reporting.

· To provide information as and when required for statutory and non-statutory financial returns.

· To provide support to the management accountants in providing financial information on a periodic basis to budget holders, in accordance with agreed timescales, including attending meetings as required.

· To analyse, investigate and resolve financial queries and discrepancies for specific areas of assigned responsibility. Making required expenditure adjustments in accordance with established procedures.

· To be responsible for producing reconciliations each month and ensure these are fully documented to reflect the current financial position across a range of expenditure within scope.

· To ensure that internal budget reports and nominal rolls are produced in an accurate and timely manner and in accordance with the monthly reporting timetable.

· To be responsible for coding and allocating invoices within the financial ledger to appropriate authorised signatories and assisting in the cash management process.

· To prepare payment files, when necessary, for inclusion on ICB payment runs to suppliers and providers in line with agreed processes and timescales, and where appropriate, to reconcile invoices to ICB schedules to ensure values are correct.

· To raise debtors, credit notes in accordance with the Standing Financial Instructions (SFI’s).

· To maintain the purchase ledger to include creating and updating supplier accounts.

· To assist in the routine maintenance of the general ledger with regards reconciliation and ad hoc requirements.

· To support and inform the requirement and targeting of resources, with monitoring and evaluating financial recovery/savings plans by providing high quality information and analysis for the team.

· To contribute to the financial delivery of the agreed portfolio ensuring it is delivered on time.

3.3 Personal Requirements / Management

· To work to deadlines and complete tasks without supervision.

· To prioritise own workload with the assistance of the Senior Management Accountant.

· To be able to work with a ‘problem solving approach’ in order to identify solutions to issues arising.

· To attend relevant training courses and complete an annual Personal Development Plan, which will identify the individuals training and development needs.

· To ensure all Statutory and Mandatory training is up to date and adhered to.

· To maintain focus and concentration throughout the workday, on day-to-day activities, as well as ad-hoc projects, meetings and urgent programs of work.

· To support training and induction of new and existing colleagues.

· To provide training, advice and support on own area of responsibility.

3.4 Analysis & Data / Information Management.

· To ensure the maintenance of record keeping, filing systems and audit trails for financial transactions undertaken.

· To support the Head of Finance and Senior Management Accountant as required from time to time for ad hoc projects.

· To ensure the financial integrity of the finance reporting system for corporate reporting.

· To be responsible for the administration of the procurement payables service, including the maintenance of records, reconciliation of balances, raising and receipting of orders etc.

· To be responsible for safeguarding the confidentiality of all information to which the post holder has access.

· To develop and maintain databases required by job.

· To maintain administrative and information resources.

· To analyse and report on data and monitor the processing of data and information. If required, identify and resolve any anomalies or discrepancies within the data.

· To contribute to effective information management within the team.

· To carry out timely and accurate information analysis and reporting on agreed areas of portfolio and present findings in an agreed manner.

· To make required expenditure adjustments in accordance with established procedures.

3.5 Research and Development:

· To manage the implementation of internal and external audit recommendations relating to area of responsibility.

· To undertake reviews of projects finances, as well as supporting new initiatives relevant to the role.

· To carry out web-based research and stay up to date on new guidance and information related to the role.

· To actively support and contribute to the development of key performance indicators for the successful assessment of performance.

4. Operational Responsibilities

4.1 Planning and Organisation:

· To support the implementation of improvements in business planning processes and information systems.

· To use own initiative to manage competing demands to deliver work within deadlines.

· To assist in the monthly cycle for the timely release of finance information data to Management Accountants.

· To ensure that all financial flows reflect ICB policy and that staff members understand and adhere to relevant Standing Financial Instructions.

· To ensure that desk top working procedure notes are maintained for the post holders own area of responsibility.

· To take individual responsibility for any Health, Safety and Risk issues and obligations under the Health and Safety at Work Act. Also to be aware of, and comply with, other relevant legislation and policies, e.g. Fire Regulations.

· To deliver against agreed objectives, achieving quality outcomes.

· To organise meetings or events and assist in the diary management requirements of individuals in connection with portfolio of work.

4.2 Policy and Service Development:

· To propose changes to own portfolio / service, initiative work, informing policy and making recommendations for more effective delivery.

· To contribute to the review and development of existing project information management systems and contribute to the development of an integrated approach towards financial policies and procedures.

5. General Requirements

5.1 - This job description seeks to outline the key duties and responsibilities of the post; it is not a definitive document and does not form part of the main statement of Terms and Conditions. The job description will be reviewed during the annual appraisal process.

5.2 - The post holder may, with their agreement, which should not reasonably be withheld, be required to undertake other duties as required, which fall within the grading of this post, to meet the needs of this developing service.

• Coding of Invoices
• Raising Sales Orders
• Raising of Credit Memos
• Raising and receipting of Purchase Orders
• Liaising with various teams across the ICB and supporting and training on the above and where needed.
• Looking into where invoices are and replying to suppliers who are chasing for payment and any teams that ask.
• Raising of IPF files (Invoice payment Files).
• Previously saving down Bacs and RFT payments, once saved on the drive (Converting into EXCEL format for the team to use).

• Verified accuracy of figures through careful review of manual computations against digital records.
• Coordinated with other departments for accurate computation and processing of employee expenses.
• Conducted regular audits of financial procedures, ensuring company compliance with regulations.
• Facilitated smooth office operations through meticulous record keeping and data management.

Managed a team of 30-40 Staff, engaged in packing travel money orders for high street customers.

Organised daily workloads for the team.

Ensured Contractual SLA deadlines.

Motivated and coached the team to achieve individual development goals.

Implemented major new customer contract in operations, culminating in being lead member of the team.