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Job description

AT THIS TIME WE ARE ONLY ACCEPTING APPLICATIONS FROM UK BASED APPLICANTS. IF YOU ARE NOT UK BASED YOUR APPLICATION WILL BE REJECTED

Highfield Surgery

Job Title: Finance Assistant

Responsible to: Practice Manager/Practice Partners

Rate of pay: starting £25k (Full time equivalent) but pay is dependant on experience

Hours per week: Part time 16-20 hours per week

Job summary

To support the Practice Manager in the management and coordination of all aspects of practice finances, optimising efficiency and financial performance, ensuring the practice achieves its long-term strategic objectives.

Primary responsibilities

Finance

• Act as the primary point of contact for all finance related matters within the practice
• General bookkeeping, including all financial ledgers and reconciling bank statements
• Support GP Partners and Business Manager with financial forecasting and analysis
• Financial audits when required
• Managing expenses
• Understand and brief the partners on financial implications of contact and legislation changes
• Review all income and expenditure statements, identifying any inaccuracies and rectifying such issues
• Coordinating year end processes
• Raising, uploading and ensuring any invoice are paid within the given time frame
• Raise purchase orders when required within a timely manner
• Directly contribute to financial improvement by exploring areas for increasing income and reducing costs
• To provide finance updates as standard at Partners meetings
• Compliance with cash handling and banking duties
• Ensure all income and expenditure due to or made by the practice is or recorded in the accounts package
• Liaising with the CCG and payment agencies regarding queries with payments relating to the contract e.g., Enhanced services

Payroll

• Providing payroll duties, processing time sheets including administration to ensure all our employees are paid accurately and on time
• Performing all activities necessary to process the payroll, including maintaining related records, preparing accounting spreadsheets and documents and preparing reports for management.
• Manage any payroll deductions, attachment of earnings and CSA
• Inputting new starts onto payroll software and processing leavers
• Apply tax code notifications from ‘Employees’ and ‘HMRC’
• Process statutory claims i.e., SMP, SSP and SPP ensuring that advance funding from HMRC is requested
• Dealing with pension contributions and holiday calculations
• Investigating and resolving payroll queries in a timely manner
• Assisting on ad hoc duties when required

Secondary responsibilities

In addition to the primary responsibilities, the Finance Assistant may be requested to:

• Act as the primary point of contact for finance-related matters with NHS(E), the CCG and the practice accountant
• Partake in audit as requested by the audit lead
• Attend and actively participate in practice management meetings
• Attend any external meetings pertinent to the role of Finance Assistant

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 carer’s, 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, to 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
• Reporting potential risks identified.

Safeguarding

• The care and protection of children, young people and vulnerable adults who have contact with the Practice is the responsibility of all members of staff, irrespective of individual roles. All Highfield Surgery members of staff share the responsibility for safeguarding and promoting the welfare of children, young people and vulnerable adults.
• To this end all members of staff are to ensure that they have completed, at least annually, safeguarding, domestic violence and prevent training. They are responsible for familiarising themselves of the Safeguarding Policies (which can be found on the practice intranet) and also responsible for understanding the line of reporting within the practice and their responsibility for reporting concerns

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 recognizes the importance of people’s 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 which 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, 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 team’s performance
• Work effectively with individuals in other agencies to meet patients’ needs
• Effectively manage own time, workload and resources.

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise people’s 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
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate.

Flexibility

This job description is not intended to be an exhaustive description of every duty performed, but rather a guide to the type and nature of the duties. In a small business such as Highfield Surgery flexibility in the duties undertaken and the hours worked are essential to achieve the objectives of a smooth-running practice.

Person Specification – Accounts Assistant

Qualifications Essential Desirable

Excellent standard of education with excellent literacy and numeracy skills

AAT Accounting Qualification

Desirable Qualifications

Educated to degree level in healthcare or business

Essential Experience
Experience of working with the general public

Experience of maintaining financial information systems

Experience of data analysis and the production of reports

Experience of financial planning and forecasting

Desirable Experience

Experience of working in a healthcare setting

Experience of using the IRIS financial system

Experience of primary care / running costs for NHS organisations

Experience of working with NHS Pensions

Skills Essential
Ability to exploit and negotiate opportunities to enhance service delivery

Excellent communication skills (written, oral and presenting)

Strong IT skills

Strategic thinker and negotiator

Ability to prioritise and work to tight deadlines in a fast-paced environment

Effective time management (planning and organising)

Ability to network and build relationships

Proven problem-solving and analytical skills

Desirable Skills

EMIS user skills

Essential Personal qualities
Polite and confident

Flexible and cooperative

Excellent interpersonal skills

Motivated and proactive

Ability to use initiative and judgement

Forward thinker with a solutions-focused approach

High levels of integrity and loyalty

Sensitive and empathetic in distressing situations

Ability to work under pressure

Confident, assertive and resilient

Ability to use initiative and make relevant recommendations to line manager

Other Essential requirements
Flexibility to work outside core office hours

Disclosure Barring Service (DBS) check

Maintains confidentiality at all times

Full UK driving licence

This document may be amended following consultation with the post holder, to facilitate the development of the role, the practice and the individual. All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the practice.

Job Types: Part-time, Permanent
Part-time hours: 16/20 per week

Salary: From £24,000.00 per year

Benefits:

• Company pension
• Employee discount
• On-site parking
• Sick pay

Schedule:

• Monday to Friday

COVID-19 considerations:
Patients are required to wear masks upon entering the building and staff must wear masks when around the practice

Application question(s):

• Please do not apply if you are not resident in the UK

Experience:

• Payroll: 2 years (required)
• accounts: 2 years (required)

Work authorisation:

• United Kingdom (required)

Work Location: One location