Responsibilities for financial and physical resources

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This factor measures the responsibilities of the job for financial resources (including cash, vouchers, cheques, debits and credits, invoice payment, budgets, revenues, income generation); and physical assets (including clinical, office and other equipment; tools and instruments; vehicles, plant and machinery; premises, fittings and fixtures; personal possessions of patients/clients or others; goods, produce, stocks and supplies).

It takes account of the nature of the responsibility (e.g. careful use, security, maintenance, budgetary and ordering responsibilities); the frequency with which it is exercised; the value of the resources; and the degree to which the responsibility is shared with others.

Level 1:    Observes personal duty of care in relation to equipment and resources used in course of work.
Level 2: (a) Regularly handles or processes cash, cheques, patients’ valuables, or
(b) responsible for the safe use of equipment other than equipment which they personally use, or
(c) responsible for maintaining stock control and/or security of stock, or
(d) Authorised signatory for small cash/financial payments, or
(e) responsible for the safe use of expensive or highly complex equipment.
Level 3: (a) Authorised signatory for cash/financial payments, or
(b) responsible for the purchase of some physical assets or supplies, or
(c) monitors or contributes to the drawing up of department/service budgets or financial initiatives, or
(d) holds a delegated budget from a budget for a department/service, or
(e) responsible for the installation or repair and maintenance of physical assets.
Level 4: (a) Budget holder for a department/services, or
(b) responsible for budget setting for a department/service, or
(c) responsible for the procurement or maintenance of all physical assets or supplies for a department/service.
Level 5: (a) Responsible for the budget for several services, or
(b) responsible for budget setting for several services, or
(c) responsible for physical assets for several services.
Level 6: Corporate responsibility for the financial resources and physical
assets of an organisation.

Definitions and notes:

General point on double counting

There is a risk of double-counting clinical technical services jobs under the Finance and Physical Assets factor, where part of the job role is about calibrating and repairing complex medical equipment. If the principal purpose of the job is providing a clinical technical service, these jobs will score for this under the Patient/Client Care factor and not again under the Finance and Physical Assets factor.

Personal duty of care in relation to equipment and resources (level 1) refers to careful use of communal equipment and facilities and/or ordering supplies for personal use.

Regularly (level 2a) means at least once a week on average.

Safe use of equipment (level 2b) includes dismantling and assembling equipment for use by other staff or patients/clients. It also includes overall responsibility e.g. for office machinery or cleaning equipment for a location or area of activity.

Maintaining stock control (level 2c) is appropriate for jobs which include responsibility for re-ordering goods/stock from an agreed point/supplier on a regular basis.

Security of stock (level 2c) is appropriate for jobs where the responsibility is a significant feature of the job e.g. responsible for the security of a substantial amount/volume of drugs/materials. It also includes being a departmental key holder but holding the food store or drugs cupboard key for the shift is not sufficient to be assessed at this level.

Authorised signatory for small cash/financial payments (level 2d) includes e.g. ‘signing off’ travel expenses, overtime payments, agency/bank staff time sheets totalling less than around £1,000 per month. It also includes responsibility for the financial verification of documents/information such as expense sheets or purchase documents up to this amount, where it is a significant and on-going job responsibility. This role would normally be carried out within the finance department.

Safe use of expensive equipment (level 2e) refers to the personal use of individual pieces of equipment valued at £30,000 or more.

Highly complex equipment (level 2e) refers to the personal use of individual pieces of equipment which are complicated, intricate and difficult to use, for example radiography equipment.

Authorised signatory (level 3a) includes for example, “signing off” travel expenses or overtime payments agency/bank staff time sheets totalling around £1,000 or more per month. It also includes responsibility for the financial verification of documents/information such as expense sheets or purchase documents up to this amount, where it is a significant and ongoing job responsibility. This role would normally be carried out within the finance department.

Responsible for the purchase of some physical assets or supplies (level 3b) covers responsibility for the purchase or signing off orders valued at around £5,000 per year or greater. This level is appropriate for jobs where there is discretion to select suppliers taking into account cost, quality, reliability etc.

Monitors (level 3c) is applicable to situations where a jobholder is required to regularly review a set of financial information/accounts to ensure that they are consistent with guidelines and within pre-determined budgetary limits, as an ongoing job responsibility.

Financial initiatives (level 3c) includes income generation and cost improvement programmes.

Delegated budget (level 3d) refers to jobs which have responsibility for a sub-division of a departmental or service budget. This level also applies to jobs involved in committing substantial financial expenditures from a budget held elsewhere without formally holding a delegated budget e.g. commissioning care packages for social services clients.

Responsible for the installation or repair and maintenance (level 3e) refers to jobs which have a responsibility for carrying out repairs and maintenance on equipment, machinery or the fabric of the building. It also includes overall responsibility for security of a site.

Department/service* (levels 4a, b and c) is appropriate where there is full responsibility for budget/physical assets over a department or service. Where it involves large and multi-stranded financial/physical services, this should be treated as the equivalent of ‘several services’. (i.e. Levels 5abc).

Budget holder (level 4a) refers to responsibility for authorising expenditure and accountable for expenditure within an allocated budget.

Budget setting (levels 4b and 5b) refers to an accounting activity with responsibility for overseeing the financial position.

Responsible for procurement (level 4c) refers to responsibility for selecting suppliers or authorising purchases, taking into account cost, quality, delivery time and reliability.

Several services* (levels 5a, b and c) is appropriate where there is significant responsibility over different departments and/or services and where the responsibility covers large and/or multi stranded financial/physical services.

Corporate responsibility (level 6) refers to accountability for financial governance across the organisation(s).

Commissioning of patient services should be assessed under the Responsibilities for Financial and Physical Resources factor, as a form or purchase of procurement of assets and supplies. The relevant level definitions are 3 (b), 4(c), 5(c) and, where there is corporate responsibility for the commissioning of patient services, 6.

It will be necessary to determine on an equivalence basis which of these is the appropriate definition to cover the job in question.

*The assessment should take into account the range and scope of the responsibility and the degree of control that is required. It is also helpful to consider whether the jobholder has full control of the budget(s)/physical assets or whether it is a delegated responsibility.

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