JOB DESCRIPTION. Deputy Business Planning Manager Performance Analyst

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1 JOB DESCRIPTION 1. JOB DETAILS Job Title: Band: Base Department / Portfolio Reports to: Accountable for Business Planning and Income Manager Band 8b Royal Surrey County Hospital Finance Head of Planning and Performance Finance Manager Income Deputy Business Planning Manager Performance Analyst 2. JOB PURPOSE Leading the financial planning, performance management and income team to deliver a high quality customer focussed service. An effective communicator you will develop excellent working relationships with Directors of Operations, Portfolio Finance Managers, Clinicians & Managers in particular focusing on driving improvements to our annual planning and income reporting/billing processes. You will enjoy playing a highly visible role concurrent with the growing influence and reputation of the Finance department. A capable negotiator, you will work with our contracts team to liaise with partners across the NHS in regard to both performance and income reporting. Leading on the activity and clinical income input to strategic planning for the Trust you will also lead the development of long term income plans across all directorates and assess their impact and interdependencies. Underpinning our need for timely and accurate data, you will ensure that all financial control processes and procedures in relation to Trust income support the efficient and effective delivery of the corporate objectives. 2.1 JOB SUMMARY Provide expert financial advice to the Trust, where it relates to patient related income, including the provision of finance reports on the Trusts performance against phased income plans and against service level agreements (SLAs), including forecast information. Provide financial advice with regards to CCG negotiation and the monthly reconciliation process for SLAs To lead the Trusts Business Planning cycle, providing detailed forecast information for consolidation into Trust annual budgeting process and Monitor 5 year plan. 1

2 Responsible for the production of the Trusts Performance Reporting system. Analyse performance measures both financial and non-financial to provide management information leading to improved performance. 3. KEY RESULT AREAS/MAIN DUTIES AND RESPONSIBILITIES: Finance & Planning 1. Lead the development of a 5 year integrated income, expenditure, workforce, activity and capacity plan. This will include planning for Financial Risk Ratings, Key Performance Indicators as prescribed within the Compliance Framework. 2. Ensure that datasets required for the production of the 5 year plan are uploaded accurately within the Trusts financial planning system. 3. Prepare detailed bridging statements reconciling year on year performance and validating key movements. 4. Work closely with the Human Resources department to ensure establishments and organisational structures are aligned with wte plans within the 5 year financial plan, ensuring that strategic workforce changes are reflected 5. Identify risks and produce a downside financial plan and identify mitigations 6. Develop the timetable for the Trusts Annual Business Planning cycle. Maintain the Trusts Business Planning database 7. Participate in the negotiation of SLAs with CCGs and NHS England, providing expert financial advice on impacts of PbR guidance to the Trust 8. Work with the Contracts department to develop activity proposals for CCGs/NHS England as part of the Business Planning Cycle Reporting 9. Coordinate and supervise the work of the performance team in ensuring that the performance management reporting system is appropriate for Trustwide and individual departmental performance measurement, developing and enhancing the metrics measured where required. This will involve resolving highly complex problems where data streams must be identified and there are conflicting opinions about the way forward. 10. To supervise the production of Trust Performance report for circulation to Executive Directors and Senior Managers on a monthly basis. Provide additional analysis of reporting data as required 11. To supervise the production of trust performance management reports at Trustwide, Strategic Business Unit, and department level on a monthly basis, ensuring timetable for collection and production of data are met. 12. To supervise the maintenance and development of the Trusts Performance Reporting system by the Performance Team 13. Ensure that the Trustwide metrics are fit for purpose in measuring Trust strategic performance. This will involve keeping up to date with guidance from Monitor and DoH 2

3 14. Work with the Information team to maintain and develop a suite of Qlikview business intelligence applications to support the Trust in detailed analysis and discovery of business issues Expert Advice & Training 15. Provide expert advice to the Trust on any change in PbR guidance or other local or external policy, legislative changes or opportunities and risks that may have an impact on the Trust s financial performance 16. Research and network effectively to ensure the post holders knowledge and awareness of the impact of local and external policy changes and opportunities and risks is maximised 17. Provide a comprehensive training programme to other members of the Finance team and wider Trust relating to Monitor Compliance Framework, and PbrR guidance impacts on Trust business activities Decision Support 18. Ensure an evidence based approach to all decisions relating to Income and expenditure planning including SLA negotiation within the Trust 19. Provide analysis to enable informed decision making relating to Income and expenditure long term planning Patient Related Income. 20. Provide expert advice to the Trust relating to maximising income opportunities through PbR changes in guidance, coding, minimising loss of income through contract penalties and ratios 21. Provide effective monitoring of income against the Trust internal plan by producing monthly management information to the Finance and Investment Committee (FIC). 22. Lead the development of procedures and information systems associated with the Trust s patient related income reporting and invoicing process 23. Supervise the Finance Manager Income in reconciling SLA income to the ledger and investigation of variances, and developing appropriate reports for billing CCGs for both SLAs and non-contract activity (NCAs). Provide effective monitoring of SLAs against SLA plans by producing monthly management reports for CCG performance meetings. Performance Review 24. Attend SBU pre-meets and review meetings when required. 25. To work with the other members of the Finance team to develop and improve regular reporting processes and systems. This will involve proposing changes to services or policies which will impact trustwide. 26. Supervise analysis of Trustwide/SBU performance to Senior Managers, Budget Holders, and Finance team as required. Judgement will be required about the level of detail required in making comparisons of performance across different areas of the Trust. 3

4 27. Provision of information for internal and external purposes such as reports to the Board and executive team, national reference costs submissions and others as required. 4. KEY WORKING RELATIONSHIPS AND COMMUNICATION Internal to the Trust Deputy Directors of Operations Clinical Directors Executive Directors Service Managers Head of Planning & Performance Head of Corporate Consolidation Director of Finance & Information Other Finance & Information staff Contracts Team External to the Trust Other NHS Trusts Finance Team 5. DEPARTMENT CHART OR REPORTING STRUCTURE OF THE POST: See Appendix A 6. OTHER RESPONSIBILITIES To take full management responsibility of the Planning and Income Team, providing leadership, recognising and developing the teams, mentoring, coaching and training them to utilise the strengths to enhance the departments performance and build organisational capability. Assessing staff performance against agreed performance standards/objectives and/or competencies at least annually and develop meaningful and achievable personal development plans and objectives To be responsible for the self- development of skills and competencies through participation in learning and development activities, and to maintain up to date technical and professional knowledge relevant to the post To deputise, as necessary, for the Head of Planning and Performance for the Business Planning aspects of the Head s role. Finance You are required to comply with the Trust Standard of Business Conduct policy and the NHS Codes of Conduct and Standards of Business Conduct for NHS Staff and you are required to declare all situations where you (or a close relative or associate) have a controlling interest in a business (such as a private company, public organisation, other NHS organisation or voluntary organisation) or in any other activity which may compete for an NHS contract to supply goods or service to the Trust. 4

5 To be an authorised signatory on cheques (less than 1k individually, from 1k to 10k with another equivalent signatory, from 10k to 100k with a Director) and on intra-account bank balances up to 1m. Confidentiality All employees must respect and protect the confidentiality of matters relating to patients or other members of staff and must comply with the requirements of the Data Protection Act (1998). Further details are available from the Trust s Data Protection Act Designated Officer. Password security is of vital importance in protecting data held on computer. Any member of staff who divulges their personal password will be subject to disciplinary action and may be dismissed. Equal Opportunities The Trust is aiming to promote equal opportunities. A copy of Equality and Diversity Policy and our Single Equality and Diversity Scheme are available from the Human Resource department or on the internet/intranet. Members of staff must ensure that they treat members of staff, patients and visitors with dignity and respect at all times and report any breaches of this to the appropriate manager. Corporate Governance The Trust, as a public organisation, is committed to acting with honesty, with integrity and in an open way. The Trust Board of Directors is responsible for ensuring that Trust services are managed in this way. We are working together to achieve the highest levels of compliance with the risk management standards promoted through the NHS Executive s Controls Assurance programme and the Clinical Negligence Scheme for Trust (CNST). All of us are expected to become familiar with these standards as they relate to our work and further details are available from your manager. One of controls assurance standards relates to Health & Safety. Under the Health & Safety as Work Act 1974, all of us have a duty. To take reasonable care of ourselves and others at work To co-operate in meeting the requirements of the law Further details are available from the Trust s Health & Safety Advisors. Safeguarding The Royal Surrey County Hospital NHS Foundation Trust has a safeguarding policy for both adults and children and is committed to the protection of children, young people and adults. The Trust acknowledges that, due to the nature of hospitals, many people who would not normally be considered vulnerable can be in a position where they lack capacity or have reduced control. It also recognises that abuse of vulnerable adults/children can occur within domestic, institutional and public settings, and as such we have a responsibility to protect patients and associated dependents within our care. All employees have a responsibility to meet the statutory requirements to safeguard and promote the welfare of both children and adults to ensure that they come to no harm and to raise any concerns 5

6 regarding safeguarding. All employees would be fully supported in raising any safeguarding concerns. All employees must be aware of Trust policies in relation to safeguarding and must adhere to them at all times. Trust values and behaviours The Values and Behaviours that are both displayed and aspired to at the Royal Surrey are: We work together to serve our community by: Delivering safe and excellent clinical care Treating others with compassion and respect Driving improvement and efficiency The behaviours are defined below as: Delivering safe and excellent clinical care I share information openly and effectively with patients, staff and relatives I consider safety in my everyday actions and seek to minimise patient and staff harm I work to prevent and control infection I strive to deliver excellent outcomes Treating others with compassion and respect I treat others as I would like to be treated I am compassionate and empathetic I treat other people with dignity and respect I am courteous and polite I anticipate the needs of the people I serve I strive to make time Driving improvement and efficiency I provide support and challenge I continuously seek to improve service quality and share best practice I listen and act on suggestions for change I work resourcefully to deliver improved outcomes I use resources wisely 7. RIDER CLAUSE This is an outline of duties and responsibilities. It is not intended as an exhaustive list and may change from time to time in order to meet the changing needs of the Trust and Division. Signed (Employee): Date: Signed (Manager): Date: The Royal Surrey Hospital NHS Foundation Trust aims to ensure that no job applicant or employee is unfairly disadvantaged on the grounds of race, colour, nationality, ethnic origin, age, disability, sex, sexual orientation, marital status/civil partnership, religion/belief or trade union status. PERSON SPECIFICATION POST: Business Planning and Income Manager 6

7 BAND: Band 8b *Assessment will take place with reference to the following information A=Application form I=Interview T=Test C=Certificate Area Essential Desirable Assessment Values and Behaviours ESSENTIAL CRITERIA FOR ALL POSTS Demonstrable commitment to and focus on quality, promotes high standards to consistently improve patient outcomes Demonstrable skill to work together to serve our community through delivering safe and excellent clinical care Value diversity and difference, operates with integrity and openness Treating others with compassion, empathy and respect and Share information openly and effectively with patients, staff and relatives Works across boundaries, looks for collective success, listens, involves, respects and learns from the contribution of others Uses evidence to make improvements, increase efficiencies and seeks out innovation Actively develops themselves and others Educated to degree standard or equivalent Qualifications A CCAB qualified (Consultative Committee of Accountancy Bodies) Knowledge and Experience Substantial professional finance experience since qualification at CCAB level or equivalent Experience of operating at a strategic or corporate level in a complex organisational environment Experience of leading, managing and developing staff Experience of advising and working in tandem with senior non-financial staff directors in a large and complex organisation 7

8 Expert knowledge of the NHS Finance regime Registered and active Continued Professional Development Evidence of continuous formal management development Knowledge of Payment by Results and NHS Contracting Expert knowledge of performance reporting and performance management Knowledge of service line reporting and NHS Reference costs Expert knowledge of financial and accounting procedures and legislation Experience of presenting complex technical information to large groups of non-finance professionals and multidisciplinary teams Significant experience of working in a devolved management structure Experience of working with Executive teams and Boards NHS Experience Experience of computer ledger systems A Skills and Capabilities Able to analyse and interpret complex financial and non financial data, able to present this in a clear and intelligent way Ability to negotiate on difficult and controversial issues including performance and change. Example - Analytical Skills Problem solving skills and ability to respond to sudden unexpected demands Ability to make decisions autonomously, when required, on difficult issues, working to tight and often changing timescales An ability to anticipate and resolve problems before they arise Able to develop several options to resolve highly complex problems where there is no obvious answer Able to deal appropriately with highly sensitive and 8

9 contentious information whilst retaining the objectivity required by the finance professional Must be able to prioritise own work effectively and be able to direct activities of others. Experience of managing and motivating a team and reviewing performance of the individuals Researches best practice and guidance to develop models where no precedent exists Example -IT Skills, Working knowledge of Microsoft Office with intermediate keyboard skills OR/AND any other relevant It systems applicable to the applicant Example - Equality and Diversity Needs to have a thorough understanding of and commitment to equality of opportunity and good working relationships both in terms of day-to-day working practices, but also in relation to management systems PERSONAL ATTRIBUTIONS Able to prioritise tasks in a complex project environment Adaptability, flexibility and ability to cope with uncertainty Willing to engage with and learn from peers, other professionals and colleagues in the desire to provide or support the most appropriate interventions Professional calm and efficient manner I Able to manage competing priorities Able to demonstrate team working abilities Demonstrates a strong desire to improve performance and make a difference by focusing on goals Able to plan and lead complex managerial processes Highly motivated with ability to influence and inspire others Ability to manage complex issues and lead change 9

10 Appendix A Org Chart Deputy Director of Finance Band 9 Head of Planning & Performance Band 8d Portfolio Finance Head of Corporate Consolidation Manager -A,S&M (plus Hr, Ops and Strategic Development) Portfolio Finance Manager - S&O (plus Nursing, Med Dir, Finance&Info) Business Planning and Income Manager Band 8b Band 8b Band 8b Band 8b Business Finance Business Finance Finance Manager Manager Manager Income Band 8a Band 8a Band 8a Deputy Finance Deputy Finance Finance Manager - Deputy Finance Deputy Finance Deputy Finance Manager - R&D Manager - PP CRN Manager Manager Manager Band 7 Band 7 Band 7 (TBC) Band 7 Band 7 Band 7 Senior Senior Senior Senior Senior Senior Band 6 Band 6 Band 6 Band 6 Band 6 Band 6 Finance Graduate Band 5 Band 5 Assistant Band 3/4 (TBC) Assistant Band 3/4 (TBC) 10

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