Finance Officer Part Time 20/24 hours per week

Job description

Job responsibilities

The Finance Officer is responsible for the continuing effective delivery of financial and administrative support and services to the Leadership Team. The post holder will be responsible for the management of all various incoming and outgoing funding streams and is the main finance point of contact for staff and external organisations.

The post holder will keep accurate books of account reflecting the financial affairs of the Practice, and will support and be responsible to the Practice Manager by:

• supporting the financial management of the running of the practice

providing financial administrative support and services to all members of the practice team

supporting the effective delivery of all financial matters

There will; on occasion, be a need to be prepared to deal with the unscripted and the unexpected.

Job Responsibilities:

Operational Delivery

Support the Practice Manager in the day-to-day financial management of the Practice

Manage payment of all supplier invoices in a timely manner

Ensure all supplier and customer details remain up-to-date on the accounting system

• Review and raise BACS payments for all supplier invoices, ready for checking and approval

Raise necessary invoices for relevant income streams and post onto the accounting system

• Reconcile income received against claims submitted for all money-related activities, in coordination with the Leadership Team

Maintain a knowledge of the income streams of the Practice under the GMS contract and ensure that the Practice receives all income due to it

Enter onto the accounts all income into the Practice this is to include the Monthly Statement of Income from all income sources as received

Reconciliation of all bank accounts (main account, savings account, credit card account) and petty cash account

Enter all cash and cheques received into the Practice accounting system and make sure all the cash and cheques are banked weekly/monthly including monies collected by the reception team

Manage aged receivables

Monitor practice expenditure on consumables

Check and process ad hoc locum payments and timesheets for verification and approval

Reconcile COVID Vaccinator invoices with relevant timesheets and pay vaccinators weekly

Link with the PCN finance team and ascertain accurate accounts and incoming money streams

Ensure the indemnity tracker is kept up-to-date with all indemnity payments and ensure reimbursements are processed in a timely manner

Ensure practice-related PCSE information is accurate and updated for GPs where required

Liaise with the Primary Care Commissioning & Contracting Team, local Public Health teams and NHS England/Improvement central finance teams to ensure that all queries/discrepancies relating to the income and expenditure of the practice are resolved

Track all private work carried out by GPs and reimburse accordingly

Manage bank accounts, cash flow, and optimise the investment of surplus funds

• Participate in the planning, development and implementation of new services where there is a financial bearing
• Implement new financial control measures as required

Assist and support in the preparation of the Year End accounts; ensuring that the year-end drug stock is completed on time

• Undertake any other reasonable duties as required of the post

Payroll and Pensions

• Complete all new starter/leaver details relating to payroll and submit to IRIS Bureau

Responsible for the day-to-day management of payroll, to include collating monthly payroll information for processing by the external payroll provider (IRIS Bureau) with the monthly spreadsheet for the staff payroll to include a record of all overtime and sickness information

• Liaise regularly with the Practice Manager in respect of any changes for payroll
• Review the monthly payroll ready for sign off by the Practice Manager

Support the Practice Manager with the payment of staff wages

Maintain an up-to-date, good working knowledge of statutory payments, such as SMP, SPP and SSP

• Ensure that all payroll deductions are paid over on a monthly basis and in a timely manner Pension Contributions, PAYE
• Work with the Leadership Team to produce and distribute annual salary correspondence to all staff
• Assist staff with any payroll queries
• Administer and manage all staff pension schemes
• Assess, auto-enrol new members to the pension scheme. Ensure compliance with auto enrolment and recording opt out requests and forms. Ensure that re-enrolment is individually assessed and processed every thee years.
• Support staff with NHS pension queries
• To administer and assist staff with other staff benefits as required

Financial Management, Audit and Reporting

Production and analysis of monthly financial reports using the ledger system and report writing packages in particular, a Profit & loss report and a Balance Sheet

Monitor the financial performance of the Practice and where needed, investigate variances and provide analysis on financial data

Produce financial forecasts (where needed liaise with the practices accountants) and feedback to the Leadership Team on a regular basis

Provide financial management support to the Leadership Team

Report to the Leadership Team on the financial affairs of the Practice

Maintain a close working relationship with the practices accountants

Contracts/Purchasing

Supporting the Practice Manager to:

• Manage the contracting process in accordance with current best practice
• Maintain the contracts register to include: contract details; fees; termination dates; notice required; terms & conditions
• Ensure that all contracts are competed for, to establish value for money (VfM)
• Regularly review and audit all contracts
• Ensure that best Value for Money (VfM) is at the heart of all purchasing decisions
• Assist the Leadership Team in pursuing new business opportunities within the public and private sector

Services/Other Ad Hoc Tasks

Support the Practice Manager in liaising with the practices insurers at annual renewal and in the event of any practice claims

Maintain routine, effective communication with the Leadership Team

Develop and assist in the development of protocols, standard procedures and performance standards relating to best financial practices and ensure that these are implemented and followed

General

Deal with general administrative issues related to finance

Attend regular and ad hoc staff meetings as required

Undertake other relevant duties assigned by Leadership Team from time to time, in order to ensure the smooth running of the practice

Person Specification

Qualifications

Essential

• Grade A* to C GCSE in English & Maths

Desirable

• Undergraduate degree or equivalent
• Relevant diploma or other qualification in Finance/Financial Management
• Current professional member of AAT

Experience

Essential

• Bookkeeping, ledgering and invoice control
• Accounting
• Invoicing
• Adept at working alone and as part of a team, as required
• Able to work quickly, flexibly and in line with deadlines and priorities
• Experience of and commitment to personal development and CPD

Desirable

• Experience of managing payroll
• Ability to use Xero accounting system
• Experience of working in a primary care environment
• Development & review of policies and procedures

Skills

Essential

• Excellent written/oral communication skills
• High numeracy and strong IT skills
• Competent in the use of Office and Outlook
• Effective time management (Planning & Organising)
• Excellent interpersonal skills and ability to maintain effective
• Professional working relationships with people at all levels
• Accuracy & strong attention to detail and an investigative nature
• Problem-solving & analytical skills
• Manages & prioritises workload without supervision

Personal Qualities

Essential

• Professional and personable presentation and demeanor
• Polite and confident
• Smart and well-presented
• Flexible and cooperative
• Discreet and able to maintain confidentiality
• Problem solver with the ability to process information accurately and effectively, interpreting data as required
• High levels of integrity
• Highly motivated & innovative self-starter
• Ability to work under pressure / in stressful situations and deliver to specific deadlines
• Punctual and committed to supporting the team effort

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.

Employer details

Employer name

Morris House Group Practice

Address

239 Lordship Lane

London

N17 6AA

Employer's website

https://www.mhgp.co.uk (Opens in a new tab)