Job responsibilities
DUTIES &
RESPONSIBILITIES
The post holder
is responsible for the following:
Accounting
System: using the practice accounting
system XERO to reconcile accounts regularly and ensuring the accuracy and
completeness of the data in Xero to enable monthly reports to be extracted and
provide relevant reports for financial considerations and financial forecasting
as required. Raising invoices and
uploading bills as required.
Paying
bills: checking that bills entered
onto XERO by the Business Assistant are accurate and having access to the
practices bank accounts to pay the bills in a timely manner.
Claims: check claims that have been submitted
on CQRS by Data Quality Department and declare in a timely manner. Check data and invoices have been submitted
by Business Assistant for monthly claims.
Prepare and process paperwork for any ad hoc claims such as fellowship,
incentive etc.
PCSE: accessing the portal (GP Pensions and
Payments) on a monthly basis to download and review statements of monies
received from ICB and NHS England.
Supplying GP pension information on PCSE as required.
Payroll: preparation and submission of staff
payroll, gathering absence information and communicating with department heads
to ensure all claims are accounted for.
Pensions: adding new staff to the NHS Pension
Scheme and processing leavers and end of year pension contributions
(SD55s). Managing monthly contributions
on the NEST pension portal once payroll has been completed. Providing staff with any updates in regard to
pensions and processing of AW8 forms for staff who wish to retire from the NHS
Pension Scheme.
New
Recruits: ensuring information is
gathered and recorded for entering new staff member onto payroll and pension
portals. Arrange insurance if needed for
role.
Insurance: responsible for organisation,
annual renewal and general update of insurance for the business (property,
contents and public liability), Medical Indemnity for Clinical staff and Locum
Insurance ensuring the correct level of cover is in place and liaising with the
Business Manager as appropriate.
NHS
Property Services: receiving
annual budget schedules and quarterly bills.
Liasing with the Business Manager for any queries and ensuring bills are
paid in a timely manner.
Reimbursements:
claiming reimbursements from
the ICB when bills are received for water rates, business rates and CQC fees.
Tax
payments: setting up
payments for Partners tax at end of January and July when figures are received
from Accountants.
End of
Year Accounts: preparing
accurate information for the year end accounts and liaising with the
Accountants and ensuring Stock-Take is undertaken in a timely manner for the
end of the financial year (31st March) by the Supplies &
Facilities Officer.
Mobile
Phones: arranging contracts and
reviewing as required in conjunction with the Business Manager.
The above
list is not exhaustive and other elements may be added to the role as required
by the Business Manager and Board of Partners.
Skills
and attributes required are:
Highly
organised
Meticulous
attention to detail
Trustworthy
and transparent
Driven
and effective
Efficient
and responsive
Effective
prioritisation
IT
including spreadsheets and accounting systems
GDPR:
GDPR compliance as appropriate and keeping updated with the legislation
relevant to this role.
COMMUNICATION SKILLS
The post
holder will be effective in communicating any financial concerns or business
risks to the Business Manager as required and relevant to the level of risk.
They will be expected to keep abreast of all relevant business and financial
developments in liaison with the Management
Team and Accountants. They will have a close working liaison with the Accountants and the Business Manager.
POLICY & SERVICE
RESPONSIBILITY
The post
holder will be expected to have an active role in the review of policies and procedures
relevant to this role in conjunction with the Business Manager.
ADMINISTRATIVE /
MANAGERIAL RESPONSIBILITIES
The Business
Administrator does not have managerial responsibilities across the practice,
however they will be required to support the Business Assistant and will be
responsible in ensuring regular supervision is in place.
QUALIFICATIONS/EXPERIENCE
High
standard of IT skills
Experience
and understanding of Excel spreadsheets
Knowledge
of accounting systems and accounting skills
Knowledge
of payroll and pensions
Knowledge
of primary care contracts
KPIs
Information
inputted correctly for account preparation, ensuring Accountants are satisfied
and audits are passed
Manage
cash flow, demonstrating a clear process
Ensure
that data entry is accurate, complete and timely so that the Board is fully
aware of the financial on-going situation
Excellent
staff & Partner relations, demonstrated through 360-degree appraisal
Contribute
to the maintenance of a staff budget and financial forecasts working closely
with all departments in the Management Team
Deal
with financial matters relating to NHS Property Services and ensure that payments
and reimbursements are tracked, proportionate and accurate.
Organise
insurance cover of various types or other supplier contracts in discussion with
the Management Team
Administration
of purchasing in line with the procurement policy where relevant
Liaise
with NHS England, the ICB and PCSE on partnership and superannuation matters
Adapt
to business and contract changes as they occur year to year under the GMS
contract under guidance from the Business Manager
