Job responsibilities
Job Purpose
The Finance Administrator will be highly organised, numerically driven, and detail-oriented, with a background in finance. They will play a crucial role in managing financial records, ensuring accurate data entry, and supporting the financial processes of the practice. The post holder will be proficient in accounting software such as QuickBooks and have a strong understanding of financial process.
Key Duties/Responsibilities:
Maintain and update financial records using QuickBooks accounting software.
Perform accurate data entry of financial transactions.
Manage and maintain the QuickBooks account package.
Manage accounts receivable and payable, ensuring timely processing and proactively chasing unpaid invoices.
Maintain detailed records of invoices, tax payments, and the practices liabilities.
Submit VAT returns
Make claim to PCN, ICB, GP Federation, and other stakeholders.
Reconcile bank statements and manage banking transactions.
Administer payroll, including PAYE and pension payments, SD55 terminations, and annual updates.
Identify and address account discrepancies.
Review and process reimbursements.
Liaise with the accountant and assist in preparing annual year-end accounts and audit documentation.
Create and update spreadsheets tracking daily transactions, financial metrics, and projections (e.g., liquidity and cash flow)
Provide administrative support in relation to all aspects of financial services for the Surgery, in line with agreed policies and procedures.
Assist in the paying & processing of invoices for payment to suppliers. Download and reconcile bank statements.
Raise invoices, monitor income received, reconcile petty cash, and process weekly banking
Ensure all information entered into accounting systems is accurate, reliable, and timely.
Administering and maintaining relevant paperwork, for example, filing, scanning, shredding, archiving, audit records,
Communicate effectively with finance colleagues from partner organisations,
Carry out any other associated finance and accounting tasks as required.
The job description and person specification are an outline of the main tasks, responsibilities, and requirements of the role. The post holder will carry out any other duties as may reasonably be required by their line manager. The job description and person specification may be reviewed on an on-going basis in accordance with the changing needs of Hamstreet Surgery.
Changes to Duties
The Partners reserve the right to distribute duties and functions amongst the members of staff from time to time. Staff are expected to take on additional duties, with training, and to relinquish existing duties in order to maintain the effective running of the Practice. Any such changes will always be made in consultation with the post holde
Confidentiality
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & safety
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:
- Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Actively reporting of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
- Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/professional development
The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality
The post-holder will strive to maintain quality within the practice, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
Communication
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize peoples needs for alternative methods of communication and respond accordingly
Contribution to the implementation of services
The post-holder will
- Apply practice policies, standards and guidance
- Participate in audit where appropriate
Training
Training requirements will be monitored by yearly appraisal. Personal development will be encouraged and supported by the Practice. It is the responsibility of the post holder to remain up to date with recent developments relating to their responsibilities.