Job summary
Reporting to the Business Support Manager, the Finance Assistant will assist the team with the day-to-day financial operations of Phoenix Psychology and provide support to the wider team as required.
As
a member of the Finance Team, you will be providing accounting support to enable the entry
of all monthly accounting activity to deadline.
You will be an essential part of the
office support team in a busy psychological practice underpinned with trauma
informed principles. You will be
providing a compassionate, professional service that is instrumental in the
quality of care our clients, customers and commissioners receive.
You will be responsible
for finance tasks which facilitate the smooth functioning of the practice including
clients, staff, associate, supplier and customer enquiries; including being the
first point of contact on all matters relating to the finance function.
We are looking for someone who is open, warm and welcoming and happy to help when queries arise. Our admin team is small and friendly but you would also be working with our lovely clinical team too in a rural setting in Warwickshire.
You will be working for up to 22.5 flexible working hours a week on site at our offices on Holly Farm Business Park. If you are self-employed and could offer this
service flexibly across the month then please feel free to apply.
Please send your CV & covering letter to helen.morris@phoenixpsychology.com to apply
Main duties of the job
- Responding to incoming telephone calls, emails and postal communications in relation to the finance function.
- Assisting all staff and associates with any financial queries or tasks as appropriate.
- Working as part of the team, ensuring the smooth running of all finance support functions.
About us
Phoenix Psychology is a well-established independent
practice with two bases in the Midlands. We provide therapeutic services,
assessments, consultancy, supervision, and training, specialising in working
with complex trauma presentations across the lifespan whether that be looked
after and adopted children (LAAC) and families with complex difficulties who
are supported by their local authorities, young people at risk of exploitation and/or
offending, or adults who have experienced complex trauma through their
employment, early life, military experiences or as a result of more recent
significant events.
We value relationships, a guiding
principle which underpins every aspect of our practice. We believe that
relationships facilitate psychological well-being when they are built on connection, compassion, integrity, honesty, respect, and trust and have the aim of encouraging and supporting
mutual development and growth. Whether it is within our 1-1 relationships, our peer connections or our dealings with organisations we
invest energy in the embodiment of these values with a view of enhancing the
capacity for all to thrive.
We can offer you our commitment to
promoting equality & valuing diversity and recognise the importance of a
work life balance, respecting the need for flexible and balanced working
practices. All employees
are entitled to our Employee Assistance Programme, Income Protection Plan and pension scheme.
Job description
Job responsibilities
Specific Duties:
- Use and develop existing systems to collect data regarding fee earning work.
- Responsibility for the sales ledger including raising invoices as required on Quickbooks.
- Process any finance related enquiries.
- Ensure sales invoices are paid on time
- Maintain good relationships with customers and keep a record of current contacts updating as required on QuickBooks.
- Work with Assistant Psychologists / clinicians to create quarterly reports / annual reports as required.
- Manage petty cash and staff expenses.
- Process supplier and associate invoices as required.
- Make payments as instructed by the Director.
- Act as primary liaison with Bookkeeper and Accountants.
- Attend set up and / or review meetings alongside clinicians with customers / commissioners as required.
- Assist on matters relating to proposals, contract set up, contract compliance and monitoring.
WORKING ENVIRONMENT
You will be based alternatively at Unit C11, Holly Farm Business Park, Honiley and Unit C12, Holly Farm Business Park, Honiley to cover the reception at the clinic as required.
Information Management
To input and maintain, appropriate computer and manual information systems, complying with all organisational, data protection and information management requirements.
General
To be noted:
This is not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the manager.
This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.
The post holder is expected to comply with all relevant organisational policies, procedures and guidelines, including those relating to Equal Opportunities, Health and Safety and Confidentiality of Information.
Job description
Job responsibilities
Specific Duties:
- Use and develop existing systems to collect data regarding fee earning work.
- Responsibility for the sales ledger including raising invoices as required on Quickbooks.
- Process any finance related enquiries.
- Ensure sales invoices are paid on time
- Maintain good relationships with customers and keep a record of current contacts updating as required on QuickBooks.
- Work with Assistant Psychologists / clinicians to create quarterly reports / annual reports as required.
- Manage petty cash and staff expenses.
- Process supplier and associate invoices as required.
- Make payments as instructed by the Director.
- Act as primary liaison with Bookkeeper and Accountants.
- Attend set up and / or review meetings alongside clinicians with customers / commissioners as required.
- Assist on matters relating to proposals, contract set up, contract compliance and monitoring.
WORKING ENVIRONMENT
You will be based alternatively at Unit C11, Holly Farm Business Park, Honiley and Unit C12, Holly Farm Business Park, Honiley to cover the reception at the clinic as required.
Information Management
To input and maintain, appropriate computer and manual information systems, complying with all organisational, data protection and information management requirements.
General
To be noted:
This is not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the manager.
This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.
The post holder is expected to comply with all relevant organisational policies, procedures and guidelines, including those relating to Equal Opportunities, Health and Safety and Confidentiality of Information.
Person Specification
Qualifications
Essential
- 3 A Levels grade A-C or equivalent qualification.
- 8 GCSEs grade A-C including mathematics and English.
- BTEC Level 3 National Diploma in Business
- Minimum AAT Level 3 Diploma in Accounting
Desirable
- Training in Quickbooks online
Experience
Essential
- Not less than 3 years of accounting experience.
- Experience using QuickBooks online - our ideal candidate would have experience using QuickBooks online, but this is not essential.
- A keen eye for detail and quality - we and our clients set very high standards and we expect you to too.
- Good oral and listening skills - our business is all about doing business in person, so you will need to be a good speaker who can clearly express ideas.
- Strong teamwork skills - we are a strong team and the ability to work effectively with others is essential for anyone who joins us.
- Self-motivation - you must be able to use your own initiative and manage your own workload.
- Excellent time keeping - we are sticklers for promptness and our clients are too.
- Sound IT skills - applicants should be comfortable dealing with all major Microsoft Office programmes.
- The ideal candidate would like to grow and develop their skills within the business.
- Ability to work in an open plan office.
- Must have own transport.
- An understanding of the necessity for confidentiality when handling sensitive financial information.
Desirable
- Experience of working in a mental health setting
Person Specification
Qualifications
Essential
- 3 A Levels grade A-C or equivalent qualification.
- 8 GCSEs grade A-C including mathematics and English.
- BTEC Level 3 National Diploma in Business
- Minimum AAT Level 3 Diploma in Accounting
Desirable
- Training in Quickbooks online
Experience
Essential
- Not less than 3 years of accounting experience.
- Experience using QuickBooks online - our ideal candidate would have experience using QuickBooks online, but this is not essential.
- A keen eye for detail and quality - we and our clients set very high standards and we expect you to too.
- Good oral and listening skills - our business is all about doing business in person, so you will need to be a good speaker who can clearly express ideas.
- Strong teamwork skills - we are a strong team and the ability to work effectively with others is essential for anyone who joins us.
- Self-motivation - you must be able to use your own initiative and manage your own workload.
- Excellent time keeping - we are sticklers for promptness and our clients are too.
- Sound IT skills - applicants should be comfortable dealing with all major Microsoft Office programmes.
- The ideal candidate would like to grow and develop their skills within the business.
- Ability to work in an open plan office.
- Must have own transport.
- An understanding of the necessity for confidentiality when handling sensitive financial information.
Desirable
- Experience of working in a mental health setting
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.
