Finance Administrator

Integrated Care System; Ashford; On-site; GBP 25,000 - 35,000; Full time

Job summary

A healthcare provider in the UK is seeking a detail-oriented Finance Administrator to manage financial records, process transactions, and ensure accurate bookkeeping. Candidates should have proven numerical skills and be proficient in QuickBooks. This role offers an opportunity to contribute to the financial integrity of the practice and requires strong organizational and communication abilities.

Qualifications

• Proficient in QuickBooks accounting software.
• Experience in a financial environment.
• Ability to manage accounts payable and receivable.

Responsibilities

• Maintain and update financial records using QuickBooks.
• Process supplier invoices and manage timely payments.
• Reconcile bank statements and manage banking transactions.

Skills

Numerical skills

Attention to detail

Communication skills

Organizational skills

Time management

Education

GCSE in English and Maths, grade C or above

Tools

QuickBooks accounting software

Microsoft Word

Microsoft Excel

Microsoft Outlook

EMIS

Job description

We areseeking a highly organised and detail-orientedFinance Administratorwith strong numerical skills and a background in finance to join our team. Thisis a key role, responsible for ensuring accurate financial record-keeping,smooth processing of transactions, and effective management of the practicesaccounts.

The successful candidate will be proficient in QuickBooks accountingsoftware, confidentin handling accounts payable and receivable, and comfortable managing a rangeof finance-related administrative tasks. With a keen eye for accuracy and aproactive approach, you will play an essential part in maintaining thefinancial integrity of our practice and supporting day-to-day operations.

Main duties of the job

• Track income streams
• Accountant payable: Processing supplier invoices, timely payment of expenses
• Monthly PAYE, pension and expense claim processing
• Liaise with Accountants
• Reconcile petty cash
• Carry out ant other associated finance and accounting task

About us

Hamstreet Surgery is a well-established GMS teaching practice providing high-quality care to around 7,800 patients. We are based in a rural, purpose-built, recently renovated premises with an onsite dispensary. Our dedicated, friendly and supportive team includes long-serving staff across both clinical and administrative roles. We are proud of our Good CQC rating and excellent QOF achievement.

Job responsibilities

Job Purpose

The Finance Administrator will be highly organised, numerically driven, and detail-oriented, with a background in finance. They will play a crucial role in managing financial records, ensuring accurate data entry, and supporting the financial processes of the practice. The post holder will be proficient in accounting software such as QuickBooks and have a strong understanding of financial process.

Key Duties/Responsibilities:

Maintain and update financial records using QuickBooks accounting software.

Perform accurate data entry of financial transactions.

Manage and maintain the QuickBooks account package.

Manage accounts receivable and payable, ensuring timely processing and proactively chasing unpaid invoices.

Maintain detailed records of invoices, tax payments, and the practices liabilities.

Make claim to PCN, ICB, GP Federation, and other stakeholders.

Reconcile bank statements and manage banking transactions.

Administer payroll, including PAYE and pension payments, SD55 terminations, and annual updates.

Identify and address account discrepancies.

Review and process reimbursements.

Liaise with the accountant and assist in preparing annual year-end accounts and audit documentation.

Create and update spreadsheets tracking daily transactions, financial metrics, and projections (e.g., liquidity and cash flow)

Provide administrative support in relation to all aspects of financial services for the Surgery, in line with agreed policies and procedures.

Assist in the paying & processing of invoices for payment to suppliers. Download and reconcile bank statements.

Raise invoices, monitor income received, reconcile petty cash, and process weekly banking

Ensure all information entered into accounting systems is accurate, reliable, and timely.

Administering and maintaining relevant paperwork, for example, filing, scanning, shredding, archiving, audit records,

Communicate effectively with finance colleagues from partner organisations,

Carry out any other associated finance and accounting tasks as required.

The job description and person specification are an outline of the main tasks, responsibilities, and requirements of the role. The post holder will carry out any other duties as may reasonably be required by their line manager. The job description and person specification may be reviewed on an on-going basis in accordance with the changing needs of Hamstreet Surgery.

Changes to Duties

Job description

Job responsibilities

Job Purpose

The Finance Administrator will be highly organised, numerically driven, and detail-oriented, with a background in finance. They will play a crucial role in managing financial records, ensuring accurate data entry, and supporting the financial processes of the practice. The post holder will be proficient in accounting software such as QuickBooks and have a strong understanding of financial process.

Key Duties/Responsibilities:

Maintain and update financial records using QuickBooks accounting software.

Perform accurate data entry of financial transactions.

Manage and maintain the QuickBooks account package.

Manage accounts receivable and payable, ensuring timely processing and proactively chasing unpaid invoices.

Maintain detailed records of invoices, tax payments, and the practices liabilities.

Submit VAT returns

Make claim to PCN, ICB, GP Federation, and other stakeholders.

Reconcile bank statements and manage banking transactions.

Administer payroll, including PAYE and pension payments, SD55 terminations, and annual updates.

Identify and address account discrepancies.

Review and process reimbursements.

Liaise with the accountant and assist in preparing annual year-end accounts and audit documentation.

Create and update spreadsheets tracking daily transactions, financial metrics, and projections (e.g., liquidity and cash flow)

Provide administrative support in relation to all aspects of financial services for the Surgery, in line with agreed policies and procedures.

Assist in the paying & processing of invoices for payment to suppliers. Download and reconcile bank statements.

Raise invoices, monitor income received, reconcile petty cash, and process weekly banking

Ensure all information entered into accounting systems is accurate, reliable, and timely.

Administering and maintaining relevant paperwork, for example, filing, scanning, shredding, archiving, audit records,

Communicate effectively with finance colleagues from partner organisations,

Carry out any other associated finance and accounting tasks as required.

The job description and person specification are an outline of the main tasks, responsibilities, and requirements of the role. The post holder will carry out any other duties as may reasonably be required by their line manager. The job description and person specification may be reviewed on an on-going basis in accordance with the changing needs of Hamstreet Surgery.

Changes to Duties

The Partners reserve the right to distribute duties and functions amongst the members of staff from time to time. Staff are expected to take on additional duties, with training, and to relinquish existing duties in order to maintain the effective running of the Practice. Any such changes will always be made in consultation with the post holde

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 carers, 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, the practice health & safety manual, and the practice infection control policy and published procedures. This will 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
• Actively reporting of health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
• Undertaking periodic infection control training (minimum annually)
• Reporting potential risks identified
• Demonstrate due regard for safeguarding and promoting the welfare of children.

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 recognises the importance of peoples 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 that 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, with 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 teams performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources

Communication

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

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognize peoples 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
• Participate in audit where appropriate

Training

Training requirements will be monitored by yearly appraisal. Personal development will be encouraged and supported by the Practice. It is the responsibility of the post holder to remain up to date with recent developments relating to their responsibilities.

Person Specification

Experience

• Administration experience within a relevant setting.
• Experience of working in a financial environment
• Knowledge of an accounting package
• Able to communicate effectively (including producing good written information)
• Competent in Microsoft applications including Word, Excel and Outlook.
• The ability to act with discretion and understand the need for confidentiality.
• The ability to prioritise and balance a range of competing tasks and deliver within required timescales.
• Time management
• Analytical skills
• Have drive, enthusiasm and initiative
• Self-motivated
• Flexible approach
• Positive thinker
• Able to work under pressure
• Knowledge of EMIS
• Previously worked in GP surgery
• Possess a professional appearance and manner

Qualifications

• GCSE (or equivalent) in English and Maths, grade C or above, or equivalent bookkeeping qualification/experience

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.