Job responsibilities
1. Ensuring monthly cash flow report is produced
in time for review by the Lead Finance Partner and Practice Manager at the
Business Meetings and ad hoc as required.
2. Transfer
of monies between bank accounts. Using initiative,
advise the Practice Manager and Senior
Partner of the accounts position and any need for action.
3. Liaison
with the Practice Accountants and the Practice Manager regarding year-end and taxation issues as well as any in year
queries.
4. Liaising with the Accounts colleague,
calculations for the quarterly VAT returns which are then forwarded to the
Practice Accountants for processing. Figures are then entered on the Inland
Revenue website.
5. Data entry administer and reconcile all
practice income and expenditure. Input all petty cash transactions onto the
SAGE accounts package.
6. Sales
ledger - raise invoices/credit notes as and when required. Ensure charges are equitable to all surgery customers (following guidance from
BMA, GPC and the Partners). By way of credit
control, produce monthly statements of all outstanding invoices and follow-up
with a phone call to chase payments.
Maintain the sales ledger on the accounts system.Monitor debtors and
ensure these are kept to a minimum.
7. Purchase
ledger - raise invoices/credit notes when received. Maintain the Purchase Ledger on the accounts system, ensuring that all creditors
are paid on time. Raise cheques for
signature by the Practice Manager and the Partners. Take advantage of any discounts offered by suppliers.
8. Nominal
ledger - maintain the Nominal Ledger on the accounts system. Ensure that all transactions are correctly recorded in the nominal coding
system.
9. Journals - wages, pre-payments and annual
accruals. Bank loan interest journals on
quarterly basis.
10. Enter
all Health Authority/ICB payments into Sage.
11. Monitoring
and controlling outgoing petty cash, ensuring all transactions are evidenced
(e.g. receipts) and signed
for. Balance petty cash weekly and
ensure petty cash always has sufficient
funds. Ensure that the petty cash tin is
secure and safe both in and outside of working
hours.
12. Balancing the dispensary till weekly and
identifying and dealing with any discrepancies found during this process. Ensure that the till has an appropriate float
and additional change if required. Discuss
dispensary cash arrangements with dispensary staff and the Practice Manager as
required.
13. Reconcile
credit and debit card payments against the bank statement weekly.
14. Banking - ensure all cheques, credit card
payments and cash received are logged and put with their relevant invoice. If needed, accept cash payments from patients
and issue receipts. Bank all monies 3-4
weekly or as required.
15. Deputise for Partners' monthly drawings and
expenses submission payments via HSBC internet
banking, including payments for any of the GPs outside appointments.
16. Work with Accounts Assistant to calculate
annual and study leave entitlements.
Produce and maintain all staff holiday cards and record booked holidays
on Intradoc. Monitor holidays taken by staff and report any concerns to
the Practice Manager.
17. To participate in the staff appraisal with support of the Practice Matron or member of management team.
18. To co-ordinate
purchase of necessary groceries and kitchen supplies for the surgery, e.g. tea, coffee.To monitor supplies of milk and bottled
water and cancel/order extra as required.
19. Together
with the HCAs/Treatment Room Team, monitor clinical and domestic waste
collections liaising with appropriate agencies as required.
20. Any other duty as required by the Practice
Manager or any of the Partners.