Business Administrator

Beccles Medical Centre; Beccles; On-site; GBP 25,000 - 35,000; Full time

Job summary

A healthcare provider in Beccles is looking for a Business Administrator. The role involves managing the accounting system, overseeing payroll, and ensuring accurate financial reporting. Ideal candidates will have strong IT skills, experience in payroll and pensions administration, and excellent communication abilities. This position is critical to maintaining financial accuracy and supporting daily operations.

Qualifications

• Experience of hourly paid, weekly payrolls.
• Strong numerical and analytical skills.
• Ability to manage and organise own workload.

Responsibilities

• Manage the accounting system using Xero.
• Prepare and submit staff payroll and pensions.
• Ensure accuracy in financial data and reporting.

Skills

Highly organised

Trustworthy

Driven

Efficient

IT skills

Excellent communication skills

Education

Experience with payroll and pensions

Knowledge of accounting systems

Experience with Excel spreadsheets

Tools

Xero accounting software

Excel

Microsoft Word

Outlook

Job description

The purposeof the Business Administrator is to administer and manage all day-to-day businessmatters taking responsibility for the accounting system, paying bills, overseeingclaims, arranging insurance, preparation and submission of staff payroll and pensionadministration. They must be meticulous in tracking finances and managingday-to-day accounts and are expected to be proactive in developing and usingrobust, intuitive spreadsheets as needed, alongside handling Xero accounting,pensions administration, HMRC reporting, NHS payments, and PCSE administration.

Main duties of the job

• Managing the accounting system
• Paying bills
• Preparing and submitting claims
• Payroll administration
• Pensions administration
• Insurance administration

About us

Beccles Medical Centre is an established GP surgery, in the Suffolk market-town of Beccles. The Practice has a list size of approximately 20,000 patients. We have 4 Partners, and just over 100 additional staff. We are a GP Training practice and also host other students studying at the nearby University of East Anglia. We work very closely with our PCN. Our mission is to provide high quality healthcare with respect and compassion, ensuring that the patients are at the heart of everything we do

Job responsibilities

DUTIES &RESPONSIBILITIES

The post holderis responsible for the following:

AccountingSystem: using the practice accountingsystem XERO to reconcile accounts regularly and ensuring the accuracy andcompleteness of the data in Xero to enable monthly reports to be extracted andprovide relevant reports for financial considerations and financial forecastingas required. Raising invoices anduploading bills as required.

Payingbills: checking that bills enteredonto XERO by the Business Assistant are accurate and having access to thepractices bank accounts to pay the bills in a timely manner.

Claims: check claims that have been submittedon CQRS by Data Quality Department and declare in a timely manner. Check data and invoices have been submittedby Business Assistant for monthly claims.Prepare and process paperwork for any ad hoc claims such as fellowship,incentive etc.

PCSE: accessing the portal (GP Pensions andPayments) on a monthly basis to download and review statements of moniesreceived from ICB and NHS England.Supplying GP pension information on PCSE as required.

Payroll: preparation and submission of staffpayroll, gathering absence information and communicating with department headsto ensure all claims are accounted for.

Pensions: adding new staff to the NHS PensionScheme and processing leavers and end of year pension contributions(SD55s). Managing monthly contributionson the NEST pension portal once payroll has been completed. Providing staff with any updates in regard topensions and processing of AW8 forms for staff who wish to retire from the NHSPension Scheme.

NewRecruits: ensuring information isgathered and recorded for entering new staff member onto payroll and pensionportals. Arrange insurance if needed forrole.

Insurance: responsible for organisation,annual renewal and general update of insurance for the business (property,contents and public liability), Medical Indemnity for Clinical staff and LocumInsurance ensuring the correct level of cover is in place and liaising with theBusiness Manager as appropriate.

NHSProperty Services: receivingannual budget schedules and quarterly bills.Liasing with the Business Manager for any queries and ensuring bills arepaid in a timely manner.

Reimbursements:claiming reimbursements fromthe ICB when bills are received for water rates, business rates and CQC fees.

Taxpayments: setting uppayments for Partners tax at end of January and July when figures are receivedfrom Accountants.

End ofYear Accounts: preparingaccurate information for the year end accounts and liaising with theAccountants and ensuring Stock-Take is undertaken in a timely manner for theend of the financial year (31st March) by the Supplies &Facilities Officer.

MobilePhones: arranging contracts andreviewing as required in conjunction with the Business Manager.

The abovelist is not exhaustive and other elements may be added to the role as requiredby the Business Manager and Board of Partners.

Skillsand attributes required are:

Highlyorganised

Trustworthyand transparent

Drivenand effective

Efficientand responsive

ITincluding spreadsheets and accounting systems

GDPR:

GDPR compliance as appropriate and keeping updated with the legislationrelevant to this role.

COMMUNICATION SKILLS

The postholder will be effective in communicating any financial concerns or businessrisks to the Business Manager as required and relevant to the level of risk.They will be expected to keep abreast of all relevant business and financialdevelopments in liaison with the ManagementTeam and Accountants. They will have a close working liaison with the Accountants and the Business Manager.

POLICY & SERVICERESPONSIBILITY

The postholder will be expected to have an active role in the review of policies and proceduresrelevant to this role in conjunction with the Business Manager.

ADMINISTRATIVE /MANAGERIAL RESPONSIBILITIES

The BusinessAdministrator does not have managerial responsibilities across the practice,however they will be required to support the Business Assistant and will beresponsible in ensuring regular supervision is in place.

QUALIFICATIONS/EXPERIENCE

Highstandard of IT skills

Experienceand understanding of Excel spreadsheets

Knowledgeof accounting systems and accounting skills

Knowledgeof payroll and pensions

Knowledgeof primary care contracts

KPIs

Informationinputted correctly for account preparation, ensuring Accountants are satisfiedand audits are passed

Managecash flow, demonstrating a clear process

Ensurethat data entry is accurate, complete and timely so that the Board is fullyaware of the financial on-going situation

Excellentstaff & Partner relations, demonstrated through 360-degree appraisal

Contributeto the maintenance of a staff budget and financial forecasts working closelywith all departments in the Management Team

Dealwith financial matters relating to NHS Property Services and ensure that paymentsand reimbursements are tracked, proportionate and accurate.

Organiseinsurance cover of various types or other supplier contracts in discussion withthe Management Team

Administrationof purchasing in line with the procurement policy where relevant

Liaisewith NHS England, the ICB and PCSE on partnership and superannuation matters

Adaptto business and contract changes as they occur year to year under the GMScontract under guidance from the Business Manager

Person Specification

Qualifications

• Experience of hourly paid, weekly payrolls.
• Working knowledge with current absence leave regulations.
• Knowledge of PAYE, pension and statutory obligations including P60s.
• Experience in dealing with payroll bureau,
• Excellent numerical and analytical skills
• Ability to use own initiative to solve everyday issues.
• Ability to manage time and work to deadline pressures.
• Ability to manage and organise own workload in line with departmental priorities.
• Strong verbal and written communication skills. Confident talking on the telephone
• Strong Interpersonal skills with the ability to communicate professionally with non-finance team members
• Competent in the use of Excel as well as and Word, Outlook
• Experience of working in a people focused multisite business.
• Pensions administration
• HMRC reporting
• NHS payments
• PCSE administration

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.