Job summary
Finance Assistant, Part-time 18-20 hours per week. Permanent Position.*Interviews will be held 4th and 5th June 2025*
About the Role:
We are excited to recruit a Practice Finance Assistant, a new role
created following a restructure to improve practice finance, performance and
operational efficiency.
This role will suit someone highly organised with excellent
attention to detail, who can support the day-to-day financial management of the
practice and contribute to its long-term success. You'll work closely with the
Operations Manager, Accountants, and Partners to ensure that financial
processes run smoothly and effectively; helping us maximise income, control
costs, and maintain high standards of financial compliance.
Your work will make a real impact on the success and
stability of the practice.
Main duties of the job
Key Responsibilities include:
- Managing and processing financial claims and income streams (QOF, enhanced services, insurance reports, etc.)
- Monitoring outstanding payments and debtors
- Verifying and coordinating supplier invoices and expenses
- Supporting cost-saving initiatives and financial planning
- Maintaining accurate financial records and liaising with the practice accountants
- Overseeing pensions, HMRC returns, and financial compliance
- Supporting student and trainee placement inductions and timetabling
- Co-ordinating the practices long term conditions recall system to improve income
- Providing occasional support to the wider practice team, e.g., processing urgent referrals
About us
Kirkgate Surgery is a thriving, friendly GP practice with a growing patient list of 3,500 patients. We are well-regarded locally and proud to offer a positive, supportive, and patient-focused service to our community. This is an exciting time to join us, as general practice is evolving with greater investment and opportunities through government initiatives to deliver more care in the community. We currently have a team of 13 dedicated staff members who work closely together with a strong sense of teamwork and adaptability.
Being a small team, we foster a strong team ethos with a can-do attitude, adaptability, and a culture that values staff wellbeing, work-life balance, and investment in our staff. We want our team to enjoy coming to work and feel supported to grow.
What We Offer:
- A welcoming, supportive team environment
- Regular team-building and wellbeing events held during practice protected time
- NHS Pension Scheme membership
- Annual leave entitlement plus public holidays (pro-rata)
- Contractual sick pay (after qualifying period)
- Medical appointments leave and dependents leave (pro-rata)
- Flexibility to support work-life balance
- Career development and training opportunities
- Being part of a practice where you feel valued and can make a difference
Job description
Job responsibilities
Job Purpose:
To provide high-level administrative and financial support to ensure the smooth and efficient financial operation of the practice. This role is key to securing income, managing expenditure, supporting financial compliance, and assisting in cost-saving initiatives. You will work closely in collaboration with the Accountants who will provide bookkeeping and finance support, the Operations Manager and wider team.
Key Responsibilities:
Income Management:
- Run regular searches and claims via SystmOne and other clinical systems to ensure all income streams are captured and claimed promptly.
- Maintain a debtors ledger to track claims and outstanding payments, maximising revenue, including QOF and enhanced services, insurance reports etc
- Verify all incoming invoices for accuracy before processing.
- Support and contribute to high QOF achievement.
Expenditure & Payments:
- Ensure timely and organised payment of practice expenses to external parties, including locum invoices and supplier bills.
- Maintain a robust system for coordinating payments with the Financial Partner.
- Review and assess practice expenses in collaboration with the operations manager to secure value for money and support cost-saving efforts.
Finance support:
- Have an effective and organised system for all financial information related to the practice
- Liaise with the practices accountants to ensure accurate and timely submission of invoices and expenses for the accountants to upload to Xero. Bookkeeping responsibility sits with the accountants
- Oversee the practices pension responsibilities, ensuring timely returns to HMRC and the NHS Superannuation Scheme.
- Respond to finance related queries from colleagues and external parties
- Ensure confidentiality of practice finances at all times. Ensure financial information is Password protected or locked away and is only accessible by the operations manager and the partners.
- Run and oversee the recall system for long term conditions to ensure high QOF achievement
- Manages specific patient lists that require administrative input from QOF as directed by the operations manager
- Any other finance related tasks requested to perform.
Strategic & Operational Support:
- Work closely with the Accountants, Operations Manager, and Partners on financial planning related to service changes and practice developments.
- Work with the accountants and partners to review budgets and contribute to cost-efficiency strategies.
- Support income generation through management of 24-hour BP and NHS Health Check recall lists
- Attend PCN meetings if required and keep a detailed log of financial information, cost savings or initiatives that could improve the practices finances.
- Actively seek out changes in the financial landscape and disseminate to the Partnership and Operations Manager.
Student and Trainee Placement Management
Provide students and FY2 doctors with timetables and induction timetables
General Practice support & team work:
Provide emergency, ad-hoc cover for reception/secretarial if required to support the smooth running of the practice. Such as processing fast track referrals.
Runs reports to manage DNA letters/texts.
Job description
Job responsibilities
Job Purpose:
To provide high-level administrative and financial support to ensure the smooth and efficient financial operation of the practice. This role is key to securing income, managing expenditure, supporting financial compliance, and assisting in cost-saving initiatives. You will work closely in collaboration with the Accountants who will provide bookkeeping and finance support, the Operations Manager and wider team.
Key Responsibilities:
Income Management:
- Run regular searches and claims via SystmOne and other clinical systems to ensure all income streams are captured and claimed promptly.
- Maintain a debtors ledger to track claims and outstanding payments, maximising revenue, including QOF and enhanced services, insurance reports etc
- Verify all incoming invoices for accuracy before processing.
- Support and contribute to high QOF achievement.
Expenditure & Payments:
- Ensure timely and organised payment of practice expenses to external parties, including locum invoices and supplier bills.
- Maintain a robust system for coordinating payments with the Financial Partner.
- Review and assess practice expenses in collaboration with the operations manager to secure value for money and support cost-saving efforts.
Finance support:
- Have an effective and organised system for all financial information related to the practice
- Liaise with the practices accountants to ensure accurate and timely submission of invoices and expenses for the accountants to upload to Xero. Bookkeeping responsibility sits with the accountants
- Oversee the practices pension responsibilities, ensuring timely returns to HMRC and the NHS Superannuation Scheme.
- Respond to finance related queries from colleagues and external parties
- Ensure confidentiality of practice finances at all times. Ensure financial information is Password protected or locked away and is only accessible by the operations manager and the partners.
- Run and oversee the recall system for long term conditions to ensure high QOF achievement
- Manages specific patient lists that require administrative input from QOF as directed by the operations manager
- Any other finance related tasks requested to perform.
Strategic & Operational Support:
- Work closely with the Accountants, Operations Manager, and Partners on financial planning related to service changes and practice developments.
- Work with the accountants and partners to review budgets and contribute to cost-efficiency strategies.
- Support income generation through management of 24-hour BP and NHS Health Check recall lists
- Attend PCN meetings if required and keep a detailed log of financial information, cost savings or initiatives that could improve the practices finances.
- Actively seek out changes in the financial landscape and disseminate to the Partnership and Operations Manager.
Student and Trainee Placement Management
Provide students and FY2 doctors with timetables and induction timetables
General Practice support & team work:
Provide emergency, ad-hoc cover for reception/secretarial if required to support the smooth running of the practice. Such as processing fast track referrals.
Runs reports to manage DNA letters/texts.
Person Specification
Experience
Essential
- Experience or understanding of the financial assistant role
- Exceptional attention to detail and strong organisational skills
- Effective communication and teamwork skills
- Able to use Microsoft Office - Excel
- Is proactive and reliable
- Comfortable managing confidential information
Desirable
- Experience using SystmOne.
- Experience within a General Practice setting and familiarity with NHS claims processes (e.g., QOF, enhanced services).
- Understanding of NHS pension schemes and HMRC reporting.
- Experience contributing to cost-saving or financial planning activities
- Familiarity with Xero
Qualifications
Essential
- 5 GCSEs including Maths and English at Grade 4 or above (or equivalent such as Grade C or above)
Person Specification
Experience
Essential
- Experience or understanding of the financial assistant role
- Exceptional attention to detail and strong organisational skills
- Effective communication and teamwork skills
- Able to use Microsoft Office - Excel
- Is proactive and reliable
- Comfortable managing confidential information
Desirable
- Experience using SystmOne.
- Experience within a General Practice setting and familiarity with NHS claims processes (e.g., QOF, enhanced services).
- Understanding of NHS pension schemes and HMRC reporting.
- Experience contributing to cost-saving or financial planning activities
- Familiarity with Xero
Qualifications
Essential
- 5 GCSEs including Maths and English at Grade 4 or above (or equivalent such as Grade C or above)
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.