Controller Grade: Department: Responsible To: Accountable To: Band 8c Finance Associate Director of Finance Director of Finance Job Summary To deputise for the Associate Director of Finance ( Services) in leading, managing and developing the activities of the Accounting and Processing functions including Capital, Treasury, Working Capital/Balance Sheet, Cash and Banking, Accounts Receivable/Credit Control, Accounts Payable, Payroll, VAT and Finance system management, in order to ensure that these functions are effectively delivered, the use of resources is optimised, and that the activities of the sections are completed in a professional manner and within an agreed timetable. Provide expert theoretical and practical knowledge of accepted accounting practices and NHS Finance, manage several teams and produce complex financial information to a high standard within the required timescales. In conjunction with the Associate Director of Finance ( Services), lead the preparation of the Trust s Annual Accounts in accordance with IFRS and Monitor s Annual Reporting Manual. ORGANISATIONAL CHART Associate Director of Finance Services Controller Systems Team (x3) Head of Accounts & Transactions Manager - AR Transactions Manager - AP Senior Capital Trust Pensions Advisor Senior Senior Credit Controller (x3) AP / Data Input Supervisor (x3) Capital Senior Cashier Senior Payroll Liaison Credit Controller (x2) Accounts Payable Clerk (x2) Assistant Payroll AR Data Input (x2) Accounts Payable/Data Input Clerk (x11) Capital Accounts Assistant Cashier (x3) Payroll Clerk
Duties and Responsibilities Accounts Annual Accounts and Returns In conjunction with the Associate Director of Finance ( Services), prepare a Draft set of Annual Accounts in accordance with Monitor s Reporting Manual, DoH guidelines and general accounting standards for review by the Chief Finance Officer and Director of Finance. Interpret guidance from Monitor, DoH and general accounting standards in order to update Finance and Processing staff on changes which may affect their year-end close down and in order to complete the statutory annual accounts in accordance with guidance issued by the Department of Health and Monitor. Prepare the Trust s Annual Accounts timetable and co-ordinate the financial year end closure process with Management Accounts Department, Business Managers and Procurement Department in order to ensure Monitors submission deadlines are met. To liaise with and provide documentation and audit working papers for External Auditors to support the information contained in the Annual Accounts and notes drafted in accordance with Monitor s Annual Reporting Manual and DoH guidance and accounting standards. Capital Develop, implement and maintain Capital policies and procedures within Finance and Trustwide to ensure Capital records are properly maintained for purchases, disposals, revaluations and depreciation. Provide support to Divisions for the preparation and analysis of complex business cases relating to capital purchases or leases. Ensuring capital budgets are in line with the capital plan and follow up on any variances from planned budgets with the Estates and Medical Engineering and Physics Departments Treasury Management and Cashiers Responsible for overseeing the day-to-day management of the treasury function and reviewing treasury transactions and comprehensive cash flow and variance reports prepared by the Accounts Department in order to prevent or detect any errors which could occur on the ledgers or bank accounts. Approve and authorise investments setup by the Accounts Manager, in order to maximise interest receivable on surplus funds and allow withdrawal of funds from investment accounts when required. In conjunction with the Processing Manager review weekly payments to be made to creditors and weekly income received from debtors to ensure efficient use of available resources. Responsible for ensuring the practical implementation and adherence to the Trust s Treasury Management Policy and reviewing the monthly Treasury Management Report prepared by by The Accounts Manager. Develop, implement and monitor new strategies and policies for treasury management and internal controls to ensure Treasury Management Information is relevant and accurate. Review key internal controls maintained by the Accounts Manager such as authorised signatories, security of manual and printed cheques, adherence to payment and authorising limits and security of and access to IT banking systems and information. Responsibility to ensure an effective cashier function is provided to the Trust, including responsibility for patients valuables, compliance with the Hospital Travel Scheme and reimbursement of petty cash.
Payroll Overall responsibility for the management of the payroll liaison, including recruitment and retention, appraisal, discipline, training, and delegation and the management of the payroll services budget, allocating and authorising expenditure and ensuring tight financial controls. On-going evaluation and analysis of the contracted out payroll function, ensuring good value for money, and quality service is achieved. Review and monitor contract progression, in preparation for the re-tendering exercises when due. To implement new NHS initiatives within the Trust such as Agenda for Change, the ESR project, the NHS Pension Scheme review and other projects a required. Working with other KCH colleagues and external bodies to ensure successful and timely implementation. To be responsible for the planning, development and implementation of sound policy and procedures for the payroll functions, some of which will have Trust wide effects. In conjunction with the Payroll Pensions Specialist, complete and return the end of year Income Tax returns relating to Benefits and expenses, and to ensure compliance by the contractors in relation to other end of year payroll returns. To investigate and resolve queries relating to these returns, liaising with the Inland Revenue where appropriate. To support the Accounts Manager in investigating and resolving more complex payroll enquires not able to be resolved by the contractors, and to investigate and resolve verbal and written complaints regarding the service provision form both the Trust management and individual employees To support the Accounts Manager in providing advice and guidance in respect of Salary Sacrifice and childcare tax savings schemes, developing new strategies as legislation changes occur. To support the Accounts Manager to deal with third party legal claims, providing information and statistical detail as required. To support the Accounts Manager to deal with DSS fraud cases, in conjunction with the Counter Fraud service, providing information and statistical details as requested. Accounting and Reporting To provide advice and guidance on the VAT applicable in the NHS both within finance and Trustwide. To liaise with the Trust s VAT advisors on more complex VAT issues. Review completed statutory returns e.g. VAT, NIC and pensions and ensure they are completed on time and in accordance with regulations in order to avoid penalties. Responsible for reviewing and interpreting DoH and Monitor guidance and accounting standards, and providing key technical advice and support to the finance department and to provide support, advice and guidance to other departments of the Trust on all financial accounting matters. Process the payment of PDC dividends as required by the NHS Executive and to ensure the dividend is appropriately accrued into the ledger throughout the financial year. Ensure processes exist so that the financial accounts of the Trust (General Ledger) accurately reflect the current financial position at each month end. Maintain a monthly close-down process to review the results and establish their accuracy. Review the monthly Finance Committee report including Monitor Risk Ratings, Balance Sheet, Cash flow, Capital report, Debtor and Creditor analyses and Income and Expenditure reports prepared by the Accounts Manager and for presentation to the Associate Director of Finance ( Services) and the Director of Finance for circulation to the Finance and Performance Committee meeting.
Processing Review reports produced by Processing Manager to ensure all debtor and creditor information is being accurately recorded on the financial accounting system, enabling resolution of account and audit queries, generation of management information for decision making and preparation of statutory information. In conjunction with the Processing Manager; initiate, update and review control procedures relating to the input, processing and reconciliation of customer and supplier accounts to ensure accurate and reliable information is entered on the ledgers and authorisation controls are maintained. Review control procedures for VAT coding of all Accounts Payable and Accounts Receivable invoices and ensure that processing staff are adequately trained on NHS VAT. In conjunction with the Procurement Department, initiate, update and review procedures to ensure the most efficient and effective procedures are in place for order processing and matching of AP invoices to Purchase Orders. Overview NHS Balances reconciliation exercise and completed FTC forms to ensure adherence with Monitor s Annual Reporting Manual and issued guidance and the Department of Health s guidelines and timetable. External and Internal Reporting In conjunction with the Accounts Manager, prepare and review the monthly Finance Committee report including Monitor Risk Ratings, Balance Sheet, Cash flow, Capital report, Debtor and Creditor analyses and Income and Expenditure reports for presentation to the Associate Director of Finance ( Services) and the Director of Finance and for circulation to the Finance and Performance Committee meeting. Review the monthly Treasury Management Report prepared by the Accounts Manager for presentation to the Associate Director of Finance ( Services) and the Finance and Performance Committee meeting. Ensure that the Trust s quarterly returns are completed and submitted to Monitor by set deadlines. Reviewing and reporting on monthly Capital Expenditure to the Associate Director of Finance ( Services) and Director of Finance, noting variances against budget and any anticipated delays and/or overspends on specific projects, and reporting any requests for further capital budget, if available, and if these have been approved or require approval. Systems and Information Resources Maintain the General Ledger and the integrity of the coding structure for the balance sheet, and resolve any system or report management queries in conjunction with the Finance IT Department. Responsible for the implementation, adapting and improvement of the Fixed Asset Register and other Accounts or Processing systems. Provide input to other IT projects that require finance input, for example, the e-commerce system.
Staff Management and Supervision To manage recruitment and selection of staff within the Accounts and Processing Departments in accordance with Trust policies and procedures. Maintain an effective system of staff performance appraisals and objective setting to ensure staff development and training is encouraged, and set up Personal Development Plans for each staff member. To develop the skills and competencies of staff through training and development, ensuring constant progress and that future needs are identified and actioned. Responsible for conflict resolution and arbitration of staff conflicts as well as the resolution of staff disciplinary matters. Monitor, Review and amend staff workloads, as necessary, and to delegate and prioritise work. To manage sickness and absences and be responsible for ensuring adequate cover is provided. Ensure staff understand and are able to adhere to month end and year end processes and procedures. Overall Responsibilities To be responsible for reviewing, monitoring and implementing policies and procedures for the Trust in relation to all aspects of the job. Review and authorise cheques, BACS, Chaps, RFT and Standing order payments weekly. A key contact with External and Internal Auditors in respect to the Annual Accounts and agreeing internal control recommendations and ensuring all recommendations are implemented. Responsible for monitoring the budget of the Accounts and Processing departments and authorise spend against this. Responsible for developing and monitoring budget for trust wide capital charges, interest receivable and payable and dividends, authorising expenditure against these budgets and providing financial advice on these areas. To represent the Finance Directorate on committees and working parties as required. To comply with the requirements of the Data Protection Act with regard to the confidentiality of personal information and patient confidentiality. Deputise for the Associate Director of Finance ( Services) as required Provide cover for the Accounts Manager and the Processing Manager as required To undertake any other duties as required, which are consistent with the grade and nature of the post. Communications and Working Relationships Communications will involve highly complex or contentious information where negotiating and persuasive skills are required and will be: Face to face and by telephone Within formal and informal meetings Written, letters, memorandum, e-mail, and reports Through presentations Staff Groups will include: Finance staff All staff across the Trust including Non-Executive and Executive Directors. Technical Accounting groups Shared Services Union and staff representatives
External External and Internal Auditors Monitor Department of Health and other NHS bodies Consultants Customs and Excise and Inland revenue District Valuer Suppliers and contractors General Trust Organisational Expectations The post holder will contribute to The successful overall performance of the Trust. Act as an advocate for the Trust and its contribution to the Health Service arena through creating and maintaining effective partnerships and relationships with internal and external stakeholders. Develop and support the Trust culture of collaborative, flexible cross-team working and commitment to delivering quality services and outcomes, which maintain the Government s policies on public health. Work with sensitivity and an understanding of the issues facing those working to deliver health services to the UK population. Comply with corporate governance structure in keeping with the principles and standards set out by the Trust. The development of effective ways of working and the creation of strong partnerships and relationships with all stakeholders to support the implementation of the Government s policies on Health. Shared Core Functions Manage Trust resources in the most efficient and effective manner so as to successfully deliver Trust s products and services to ensure the Trust makes a substantial, positive difference to the quality of health services delivered. Provide internal leadership to Trust staff, particularly those who are contributing to your deliverables through communicating Trust strategy, coaching and mentoring staff and visibly supporting Trust and Corporate policies and systems. Contribute to the strategic direction of the Trust through providing representative team input and your understanding and knowledge of the health service arena; including current and future focus. Support Trust Directors and CEO to make the Trust s contribution and performance visible to key internal and external stakeholders and gain their support. Develop an annual business plan, forecast and budget for the Trust area you manage and deliver agreed targets within these parameters. Contribute to the development of the Trust knowledge and skill base through helping to identify the development of current staff, the early identification of necessary skills and knowledge and supporting staff to develop in line with these needs. Work closely with other managers to ensure an integrated approach to Trust service provision.
Health and Safety The job holder has a general duty of care for the health, safety and well-being of work colleagues, visitors and patients within the hospital, in addition to any specific risk management or clinical governance accountabilities associated with this post. No Smoking The hospital has a No Smoking Policy, which means that smoking is not allowed inside the hospital or anywhere within the hospital grounds. Smoking is only permitted within specially designated smokers cabins. This applies to all patients, visitors and staff. Confidentiality To safeguard at all times confidentiality of information relating to patients and staff Data Protection Data must be processed fairly and lawfully, processed for limited purposes. Must be accurate and up to date and held for no longer than necessary. Data must only be disclosed to authorised persons or organisations as instructed. Equal Opprtunities This Trust has an Equal Opportunities Policy which aims to ensure that all applicants for posts receive equal treatment irrespective of their gender, disability, or ethnic origin. Person Specification Qualifications CCAB qualified accountant (current member) Evidence of continuing CPD Experience Extensive post qualification experience in a large and complex organisation at a senior management level with significant autonomy Up to date knowledge of Accounting Standards, NHS Manual for Accounts, Charity Commission requirements and VAT legislation Extensive theoretical and practical knowledge of the NHS Foundation Trust regime, NHS accounting and reporting issues and their application within the Trust. Staff management experience, motivating and developing a team to achieve desired objectives. Significant involvement with year-end accounts preparation, planning, forecasting and scenario analysis and the production of robust financial information, including complex financial modelling. Skills and Knowledge The following are considered to be Essential for the post: Excellent communication skills, both written and oral Strong relationship development and management skills with senior management, peers and direct reports Excellent analytical skills of complex financial and performance data allowing appropriate conclusions to be drawn.
Developed an in-depth understanding and ability to apply concepts and techniques relating to budgeting, forecasting and business planning. Able to gather and interpret information from various sources, internally and externally, to identify possible implications for the department and the Trust. Highly developed skills in analysing complex financial data and information to produce concise and recommendations in an understandable format to a non-technical audience. Advanced computer skills including database and spreadsheet techniques. ECDL qualified including advanced spreadsheet skills to macro level. Staff Management and development. An ability to lead and motivate staff by setting objectives, undertaking performance appraisals, monitoring and coaching staff. Conflict resolution and arbitration skills between staff and departmental conflicts, as well as dealing with staff disciplinary matters. Able to set departmental policies and procedures and advise on Trust policies relating to the relevant financial areas (e.g. patients monies and property) Manage and develop information resources (e.g. computerized fixed asset register, confidential information relating to patient travel claims) Strategy development for the department and its systems Personal Qualities Highly developed inter-personal skills and ability to develop good working relationships at all levels within the organization and externally. Proactive, takes own initiative in problem solving and is self-motivated. Take ownership and responsibility for implementation of policies and objectives and to lead on strategic issues of the department. Politically sensitive and aware Flexible, responsive approach to work with the ability to plan, prioritise and organize a number of projects simultaneously whilst co-coordinating with others to meet deadlines in a changing and stressful environment. Able to work under pressure to meet deadlines and to plan and co-ordinate the work of their team and other departments by negotiating and agreeing timetables and standard of work to be produced.