Payroll and Finance Administrator

Job description

Job responsibilities

Payroll member practice services

To ensure prompt processing of contracted member practice payroll per the service agreement and in line with the data processing agreement, to include the completion of the annual SD55 pension submission.

To be responsible for accurate calculation, processing and input of payroll data to Sage Payroll.

To be responsible for the secure and confidential treatment of all payments, records and personal information, ensuring correct authorisation is obtained before the release of sensitive and confidential information.

To input all new employee data and records and maintain those records. When an employee is terminated or leaves voluntarily, the post holder will liaise with the Practice Manager to resolve any payroll adjustments or issues.

To receive check and action changes to employees contract information given to us by the relevant managers.

To be responsible for the maintenance and updating of all employee records to ensure accurate payment.

To respond to any payroll-related questions or concerns employees might have and liaise with the Finance Officer or Federation Managing Director as necessary.

Finance

To input invoices onto Sage Accounts and allocating these to the relevant department and nominal codes.

To complete supplier statement reconciliations, at least on a monthly basis.

To raise sales invoices and following up on any late payment of invoices where necessary.

To raise internal invoices on behalf of Board Directors and Clinical Directors for Primary Care Networks and Integrated Care Board work undertaken per any agreed contract.

To undertake, at least on a monthly basis, bank reconciliations for the various accounts held by the organisation.

To submit monthly Additional Roles Reimbursement Scheme (ARRS) claims via the NHS Portal and to follow up on known missing invoices with the relevant organisation in a timely manner.

To reconcile The Centre Surgery petty cash, at least on a monthly basis.

To check the Finance email inbox on a daily basis.

To support the Finance Officer with completion of work listed in the Finance Tracker and the year-end reconciliations.

To process authorised travel and business expenses, ensuring correct rates are paid and the HMRC requirements are met.

To formulate letters and spreadsheets using Microsoft Word and Excel either as an original document or using a standard format template to ensure accurate information is documented, calculated and communicated.

To provide all necessary information required by the Federation Accountant to determine the departmental allocation of staff costs and carry out the monthly reconciliation of staff payroll.

To undertake any other duties the Finance Officer or Managing Director may allocate.

Confidentiality

• In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to 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 and should be managed in line with GDPR and Data Protection legislation and guidance.
• 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 implement and lead on the full range of promotion and management of 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 (but will not be limited to):

• Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
• Maintaining an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines, and ensure implementation of these across the business
• 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 across the business
• Making effective use of training to update knowledge and skills, and initiate and manage the training of others
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed
• Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers
• Undertaking periodic infection control training (minimum annually)
• Routine management of own team / team areas, and maintenance of work space standards
• Demonstrate due regard for safeguarding and promoting the welfare of children.

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths

Experience

Essential

• Payroll experience is required

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

Hinckley And Bosworth Medical Alliance Ltd

Address

Willow View

Field Farm Business Centre

Hinckley Road

Sapcote

LE9 4LH

Employer's website

http://hbma-gpfederation.co.uk/ (Opens in a new tab)