Job summary
This role will require a motivated, adaptable, and well-organised person to work in our group of GP Practices based in Newham, London.
We pride ourselves on delivering accessible, high-quality healthcare. The person appointed will provide Finance Assistance to our Senior Management Team.
Working in a busy practice environment can be very pressured for which you will need excellent communication, interpersonal, and time management skills. You will need to be motivated and assertive, enjoy multi-tasking, and be able to work to frequent, tight deadlines. Experience in IT problem-solving is essential.
Your ideal background will be in Business Finance which requires confident, autonomous working, forward-planning, and a proactive attitude.
The Assistant will work closely with the Partners, Senior Managers & Medical Directors to shape and deliver the Finance Support to the Finance Team within our GP Practices.
Main duties of the job
The Finance Assistant will support the Senior Leadership and Finance Teams in maintaining accurate financial systems across multiple GP practices.
Key duties include processing and reconciling invoices, credit notes, remittances, cheques, petty cash, and card receipts. The postholder will manage financial data entry on systems such as QuickBooks, Xero, and NHS portals (PCSE, CQRS, Open Exeter), ensuring accuracy, compliance, and timely reporting. Responsibilities also include managing income claims (QOF, ARRS, SNS), tracking payments, analysing banking and expenditure data, and assisting with payroll and pension submissions.
The role supports budget reviews, financial reporting, and audit preparation while ensuring all documentation is accurately filed and retained. The Finance Assistant will liaise with suppliers, staff, and external bodies, follow up on outstanding payments or discrepancies, and support financial meetings through minute-taking and reporting.
Additional duties include maintaining workforce data, supporting system updates, and contributing to continuous improvement, training, and development within the finance function.
About us
The First 4 Health Group is an innovative and forward-thinking GP partnership dedicated to delivering exceptional patient care across our network of London practices. We pride ourselves on being at the forefront of primary care transformation, combining clinical excellence with a strong focus on teamwork, efficiency, and continuous improvement. Our multidisciplinary teams work collaboratively in a supportive, inclusive, and fast-paced environment where every members contribution is valued.
We foster a culture of respect, learning, and development encouraging staff to take initiative, grow professionally, and make a real difference in the communities we serve. Our leadership team is approachable, empowering, and committed to creating a positive workplace that balances high standards with compassion and wellbeing.
As part of The First 4 Health Group, youll benefit from structured training, ongoing professional development, flexible working options, and opportunities to engage in quality improvement projects. We offer a friendly, dynamic atmosphere where innovation and collaboration drive success - making our organisation a great place to build a rewarding and impactful career in primary care.
Job description
Job responsibilities
Supporting the Senior Leadership Team:
Invoice Processing and Data Entry
Collect invoices from relevant sites (e.g. dockets, bills to pay folder).
Verify whether the invoice has already been entered on the Expenditure spreadsheet to avoid duplicates.
Input essential details including invoice date, payment status, company name, invoice number, account number, price, payment method, and reference number. Ensure accurate bank details (including account name and type).
Write the reference number on the invoice, scan it, and update the system.
Ensure invoices for medical equipment, stationary, and vaccines are signed and dated by the responsible person.
Organise paid invoices into the Expenditure folder by reference number.
Raise invoices for practice target based claims such as SNS
Update and approve any systems relating to the above mentioned claims - for example, QOF & CQRS
Credit Notes
Credit Note Processing:
Verify Credit Note: Match to the original invoice and ensure approval.
Update Records: Adjust the invoice in financial systems and spreadsheets.
Documentation: Link or staple credit note to the invoice and store properly.
Supplier Communication: Confirm receipt of the credit and keep records.
Reconcile Payments: Apply credit to outstanding invoices or process refunds.
Reporting: Update financial reports and monitor for duplicate payments.
Internal Communication: Inform relevant teams of adjustments.
Compliance: Follow NHS guidelines and tax rules.
Retention: Keep all documents for required periods.
Petty Cash and Card Receipts
Petty Cash Receipts:
Ensure that the Assistant Practice Managers are correctly scanning petty cash receipts, ensuring the reference number is marked. File receipts in monthly order.
Ensure that the linked receipts to the petty cash response spreadsheet correspond correctly.
Card Receipts:
PCSE and Other Financial Statements
PCSE Statements:
Download GP Pensions and Payments statements, input the data into the relevant spreadsheets and analyse the data
Ensure the alignment of data between multiple spreadsheets and track variances.
Update variance and pension summaries and ensure totals are accurate.
Check that payments that have been received are correct and where appropriate that the relevant payee is contacted and information is corrected.
Check any missing Pension contributions and keep raising with PCSE until corrected
When a new GP joins, and wishes to opt into the NHS Pension scheme, submit relevant information onto the PCSE portal after checking that the performers list has been updated by the HR Team
Remittances and Cheques
Remittance Handling:
Enter remittance details into the Income spreadsheet and scan and file remittances in the designated folders.
Check payments are correct - any discrepancies should be reported and relevant action taken.
Cheque Processing:
Enter and scan cheques from secretaries, following our standard file naming conventions.
Track cheques until cashed and update payment details. Store cheque stubs as directed.
Banking and Financial Analysis
Banking Analysis:
Categorise each transaction accurately in the banking analysis tab and seek assistance if unsure of categorisation.
Support the Finance Partner or other members of the Finance Team to ensure data accuracy before sending for approval.
Reach a level of accuracy and competence such that the SLT can trust you to work autonomously.
Regularly participate in and support work around practice budget analysis and reviews
Systems and Tools Management
Staff Data Management
Payments and Invoice Follow-ups
Payroll & Staff Leave Management
Payroll and Staff Hours:
Ensure staff hours are logged correctly, including any additional hours or leave records.
Process payroll queries, including opt-in/opt-out pension options and discrepancies.
Other Administrative Duties
ARRS & Other PCN Income Claims
Maintain ARRS staff details (name, role, start/end dates, hours, salary).
Training and Other
Attend any relevant training relevant to this position and any new systems which are introduced to ensure that the Finances are managed accurately and in line with organisation guidelines
When unsure about the purpose of a document, query it with the Finance Team in person or via Teams or if they are not available then scan and send it to them and obtain clarification before taking action. i.e HMRC, NEST or pensions letters.
Training on all practice clinical and finance systems, so that you can support the various reception admin and digital teams if required, but mainly so that you develop a deep understanding of how our clinical systems work, and we generate the income required in order to maintain financial viability.
Meetings
Attending and supporting finance meetings ensuring minutes and actions are recorded.
Ensuring Meeting Minutes are shared and accessible on appropriate platforms
Chairing / Minute taking of meetings as and when required
Discuss, plan, and allocate work to ensure effective delivery of any financial requirements or targets
Attend & contribute to practice management, education, and external meetings appropriate to this role.
.
Professional development
Adhere to all organisational policies and procedures, including (but not limited to) confidentiality, safeguarding, lone working, information governance, and health and safety.
Work with your line managers to access regular supervision as appropriate, to enable you to deal effectively with any difficult issues that arise during the course of your work
Participate in your own (and others) supervision and appraisal feedback, as required from time to time.
Key Skills
Strong project management skills with the ability to handle multiple tasks simultaneously and meet deadlines.
Excellent analytical and problem-solving abilities.
Exceptional communication and interpersonal skills, with the ability to collaborate effectively with diverse teams.
Ability to handle constructive feedback in a proactive and professional manner.
Detail-oriented with a focus on quality and continuous improvement.
Familiarity with regulatory requirements and standards related to finance systems is preferred.
Proficiency in using EMIS, CQRS, PCSE and other NHS Portals, QuickBooks, Sage, Xero and any other finance tools and software that is adopted from time to time.
Ability to adapt to a fast-paced, dynamic environment and work well under pressure.
Miscellaneous
Job description
Job responsibilities
Supporting the Senior Leadership Team:
Invoice Processing and Data Entry
Collect invoices from relevant sites (e.g. dockets, bills to pay folder).
Verify whether the invoice has already been entered on the Expenditure spreadsheet to avoid duplicates.
Input essential details including invoice date, payment status, company name, invoice number, account number, price, payment method, and reference number. Ensure accurate bank details (including account name and type).
Write the reference number on the invoice, scan it, and update the system.
Ensure invoices for medical equipment, stationary, and vaccines are signed and dated by the responsible person.
Organise paid invoices into the Expenditure folder by reference number.
Raise invoices for practice target based claims such as SNS
Update and approve any systems relating to the above mentioned claims - for example, QOF & CQRS
Credit Notes
Credit Note Processing:
Verify Credit Note: Match to the original invoice and ensure approval.
Update Records: Adjust the invoice in financial systems and spreadsheets.
Documentation: Link or staple credit note to the invoice and store properly.
Supplier Communication: Confirm receipt of the credit and keep records.
Reconcile Payments: Apply credit to outstanding invoices or process refunds.
Reporting: Update financial reports and monitor for duplicate payments.
Internal Communication: Inform relevant teams of adjustments.
Compliance: Follow NHS guidelines and tax rules.
Retention: Keep all documents for required periods.
Petty Cash and Card Receipts
Petty Cash Receipts:
Ensure that the Assistant Practice Managers are correctly scanning petty cash receipts, ensuring the reference number is marked. File receipts in monthly order.
Ensure that the linked receipts to the petty cash response spreadsheet correspond correctly.
Card Receipts:
PCSE and Other Financial Statements
PCSE Statements:
Download GP Pensions and Payments statements, input the data into the relevant spreadsheets and analyse the data
Ensure the alignment of data between multiple spreadsheets and track variances.
Update variance and pension summaries and ensure totals are accurate.
Check that payments that have been received are correct and where appropriate that the relevant payee is contacted and information is corrected.
Check any missing Pension contributions and keep raising with PCSE until corrected
When a new GP joins, and wishes to opt into the NHS Pension scheme, submit relevant information onto the PCSE portal after checking that the performers list has been updated by the HR Team
Remittances and Cheques
Remittance Handling:
Enter remittance details into the Income spreadsheet and scan and file remittances in the designated folders.
Check payments are correct - any discrepancies should be reported and relevant action taken.
Cheque Processing:
Enter and scan cheques from secretaries, following our standard file naming conventions.
Track cheques until cashed and update payment details. Store cheque stubs as directed.
Banking and Financial Analysis
Banking Analysis:
Categorise each transaction accurately in the banking analysis tab and seek assistance if unsure of categorisation.
Support the Finance Partner or other members of the Finance Team to ensure data accuracy before sending for approval.
Reach a level of accuracy and competence such that the SLT can trust you to work autonomously.
Regularly participate in and support work around practice budget analysis and reviews
Systems and Tools Management
Staff Data Management
Payments and Invoice Follow-ups
Payroll & Staff Leave Management
Payroll and Staff Hours:
Ensure staff hours are logged correctly, including any additional hours or leave records.
Process payroll queries, including opt-in/opt-out pension options and discrepancies.
Other Administrative Duties
ARRS & Other PCN Income Claims
Maintain ARRS staff details (name, role, start/end dates, hours, salary).
Training and Other
Attend any relevant training relevant to this position and any new systems which are introduced to ensure that the Finances are managed accurately and in line with organisation guidelines
When unsure about the purpose of a document, query it with the Finance Team in person or via Teams or if they are not available then scan and send it to them and obtain clarification before taking action. i.e HMRC, NEST or pensions letters.
Training on all practice clinical and finance systems, so that you can support the various reception admin and digital teams if required, but mainly so that you develop a deep understanding of how our clinical systems work, and we generate the income required in order to maintain financial viability.
Meetings
Attending and supporting finance meetings ensuring minutes and actions are recorded.
Ensuring Meeting Minutes are shared and accessible on appropriate platforms
Chairing / Minute taking of meetings as and when required
Discuss, plan, and allocate work to ensure effective delivery of any financial requirements or targets
Attend & contribute to practice management, education, and external meetings appropriate to this role.
.
Professional development
Adhere to all organisational policies and procedures, including (but not limited to) confidentiality, safeguarding, lone working, information governance, and health and safety.
Work with your line managers to access regular supervision as appropriate, to enable you to deal effectively with any difficult issues that arise during the course of your work
Participate in your own (and others) supervision and appraisal feedback, as required from time to time.
Key Skills
Strong project management skills with the ability to handle multiple tasks simultaneously and meet deadlines.
Excellent analytical and problem-solving abilities.
Exceptional communication and interpersonal skills, with the ability to collaborate effectively with diverse teams.
Ability to handle constructive feedback in a proactive and professional manner.
Detail-oriented with a focus on quality and continuous improvement.
Familiarity with regulatory requirements and standards related to finance systems is preferred.
Proficiency in using EMIS, CQRS, PCSE and other NHS Portals, QuickBooks, Sage, Xero and any other finance tools and software that is adopted from time to time.
Ability to adapt to a fast-paced, dynamic environment and work well under pressure.
Miscellaneous
Person Specification
Skills
Essential
- Excellent communication and interpersonal skills.
- Strong IT skills including Google systems, including Google Docs and Google Sheets, Microsoft 365 suite of programmes including Word, Excel, Powerpoint and Outlook.
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously.
- Problem solving & analytical skills.
- Ability to follow policies and procedures.
Qualifications
Essential
- Educated to GCSE level or equivalent.
- GCSE Mathematics & English (C or above).
- Finance Degree / Qualification
Experience
Essential
- IT data/technical experience.
- Data entry experience.
- Experience in processing sensitive and confidential data.
Desirable
- Experience of working with the general public.
- Experience of working in a health care setting.
- Experience of working within a Finance Department or with Finance Teams to deliver on finance focused objectives.
Person Specification
Skills
Essential
- Excellent communication and interpersonal skills.
- Strong IT skills including Google systems, including Google Docs and Google Sheets, Microsoft 365 suite of programmes including Word, Excel, Powerpoint and Outlook.
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously.
- Problem solving & analytical skills.
- Ability to follow policies and procedures.
Qualifications
Essential
- Educated to GCSE level or equivalent.
- GCSE Mathematics & English (C or above).
- Finance Degree / Qualification
Experience
Essential
- IT data/technical experience.
- Data entry experience.
- Experience in processing sensitive and confidential data.
Desirable
- Experience of working with the general public.
- Experience of working in a health care setting.
- Experience of working within a Finance Department or with Finance Teams to deliver on finance focused objectives.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
