Finance Assistant

Dyddiad hysbysebu:	16 Hydref 2025
Cyflog:	£31,200.00 bob blwyddyn
Gwybodaeth ychwanegol am y cyflog:	£31200.00 a year
Oriau:	Llawn Amser
Dyddiad cau:	31 Hydref 2025
Lleoliad:	Stratford, E15 4BZ
Cwmni:	NHS Jobs
Math o swydd:	Parhaol
Cyfeirnod swydd:	A3480-25-0011

Crynodeb

Supporting the Senior Leadership Team: To maintain the practice financial information systems and to upload accurate data on to relevant NHS and other accounting portals in order to ensure the financial viability of each of the group practices. Invoice Processing and Data Entry Entering and Scanning F4HG Invoices: Collect invoices from relevant sites (e.g. dockets, bills to pay folder). Verify whether the invoice has already been entered on the Expenditure spreadsheet to avoid duplicates. Input essential details including invoice date, payment status, company name, invoice number, account number, price, payment method, and reference number. Ensure accurate bank details (including account name and type). Write the reference number on the invoice, scan it, and update the system. Ensure invoices for medical equipment, stationary, and vaccines are signed and dated by the responsible person. Organise paid invoices into the Expenditure folder by reference number. Raise invoices for practice target based claims such as SNS Update and approve any systems relating to the above mentioned claims - for example, QOF & CQRS Credit Notes Credit Note Processing: Verify Credit Note: Match to the original invoice and ensure approval. Update Records: Adjust the invoice in financial systems and spreadsheets. Documentation: Link or staple credit note to the invoice and store properly. Supplier Communication: Confirm receipt of the credit and keep records. Reconcile Payments: Apply credit to outstanding invoices or process refunds. Reporting: Update financial reports and monitor for duplicate payments. Internal Communication: Inform relevant teams of adjustments. Compliance: Follow NHS guidelines and tax rules. Retention: Keep all documents for required periods. Petty Cash and Card Receipts Petty Cash Receipts: Ensure that the Assistant Practice Managers are correctly scanning petty cash receipts, ensuring the reference number is marked. File receipts in monthly order. Ensure that the linked receipts to the petty cash response spreadsheet correspond correctly. Card Receipts: Enter and scan card receipts, marking them appropriately. File receipts in monthly order and link to the relevant spreadsheet. PCSE and Other Financial Statements PCSE Statements: Download GP Pensions and Payments statements, input the data into the relevant spreadsheets and analyse the data Ensure the alignment of data between multiple spreadsheets and track variances. Update variance and pension summaries and ensure totals are accurate. Check that payments that have been received are correct and where appropriate that the relevant payee is contacted and information is corrected. Check any missing Pension contributions and keep raising with PCSE until corrected When a new GP joins, and wishes to opt into the NHS Pension scheme, submit relevant information onto the PCSE portal after checking that the performers list has been updated by the HR Team Remittances and Cheques Remittance Handling: Enter remittance details into the Income spreadsheet and scan and file remittances in the designated folders. Check payments are correct - any discrepancies should be reported and relevant action taken. Cheque Processing: Enter and scan cheques from secretaries, following our standard file naming conventions. Track cheques until cashed and update payment details. Store cheque stubs as directed. Banking and Financial Analysis Banking Analysis: Categorise each transaction accurately in the banking analysis tab and seek assistance if unsure of categorisation. Support the Finance Partner or other members of the Finance Team to ensure data accuracy before sending for approval. Reach a level of accuracy and competence such that the SLT can trust you to work autonomously. Regularly participate in and support work around practice budget analysis and reviews Systems and Tools Management QuickBooks, Xero and Sage Accounting Software Management: Regularly update accounting data on to QuickBooks, Xero and other cloud and non cloud based accounting software (such as GP Kashflow Payroll), liaising with the finance team and accountants as appropriate in order to ensure data accuracy. Upload receipts onto QuickBooks Update any income recieved, raising invoices accordingly Chase any outstanding income owed to the practice Upload financial documents into QuickBooks, categorising them in line with our chart of accounts and standard General Practice accounting methods. Staff Data Management Workforce Minimum Data: Upload extraction of staff data / working hours and any other information required to report to the workforce minimum data system monthly, ensuring accuracy. Reporting on the NWRS (National Workforce Reporting System) Open Exeter Account Management: Manage access and setup for Open Exeter accounts for multiple sites, ensuring staff are added or removed as necessary. Payments and Invoice Follow-ups Invoice Payment Monitoring: Regularly check the Expenditure spreadsheet and follow up with the Finance Partner to ensure invoices are paid on time. Handle overdue statements and invoices, escalating issues to the relevant parties if necessary. Payroll & Staff Leave Management Payroll and Staff Hours: Ensure staff hours are logged correctly, including any additional hours or leave records. Process payroll queries, including opt-in/opt-out pension options and discrepancies. Other Administrative Duties Document Handling and Labelling: Correctly label all receipts, invoices, emails, and other documents per the companys document naming convention. Support and Training: Assist the Finance Partner and other members of the Finance Team and departments with various financial tasks. Attend relevant training to stay up to date with financial systems and processes. ARRS & Other PCN Income Claims Employee Information: Maintain ARRS staff details (name, role, start/end dates, hours, salary). ARRS Eligibility: Confirm roles align with ARRS criteria and ensure required documents (e.g., contracts) are updated. Reimbursement Claims: Process claims by gathering invoices/timesheets and tracking outstanding claims. Role Delivery: Collect activity reports or feedback to confirm services provided for reimbursement. Coordination: Collaborate with the PCN Manager to ensure timely claims submission.Training and Other Training and Other Attend any relevant training relevant to this position and any new systems which are introduced to ensure that the Finances are managed accurately and in line with organisation guidelines When unsure about the purpose of a document, query it with the Finance Team in person or via Teams or if they are not available then scan and send it to them and obtain clarification before taking action. i.e HMRC, NEST or pensions letters. Training on all practice clinical and finance systems, so that you can support the various reception admin and digital teams if required, but mainly so that you develop a deep understanding of how our clinical systems work, and we generate the income required in order to maintain financial viability. Meetings Attending and supporting finance meetings ensuring minutes and actions are recorded. Ensuring Meeting Minutes are shared and accessible on appropriate platforms Chairing / Minute taking of meetings as and when required Discuss, plan, and allocate work to ensure effective delivery of any financial requirements or targets Attend & contribute to practice management, education, and external meetings appropriate to this role. . Professional development Work with your line manager(s) to undertake continual personal and professional development, taking an active part in reviewing and developing this role and your responsibilities. Adhere to all organisational policies and procedures, including (but not limited to) confidentiality, safeguarding, lone working, information governance, and health and safety. Work with your line managers to access regular supervision as appropriate, to enable you to deal effectively with any difficult issues that arise during the course of your work Participate in your own (and others) supervision and appraisal feedback, as required from time to time. Key Skills Strong project management skills with the ability to handle multiple tasks simultaneously and meet deadlines. Excellent analytical and problem-solving abilities. Exceptional communication and interpersonal skills, with the ability to collaborate effectively with diverse teams. Ability to handle constructive feedback in a proactive and professional manner. Detail-oriented with a focus on quality and continuous improvement. Familiarity with regulatory requirements and standards related to finance systems is preferred. Proficiency in using EMIS, CQRS, PCSE and other NHS Portals, QuickBooks, Sage, Xero and any other finance tools and software that is adopted from time to time. Ability to adapt to a fast-paced, dynamic environment and work well under pressure. Miscellaneous Work as part of the team to seek feedback, continually improve the service and contribute to business planning. Undertake any tasks consistent with the level of this post and the scope of the role, ensuring that work is delivered in a timely and effective manner. Duties may vary from time to time, without changing the general character of the post or the level of responsibility.