Finance & Facilities Assistant

NHS; Swadlincote; Hybrid; GBP 16,000 - 21,000; Part time

Job summary

NHS Practice in Swadlincote is seeking a Finance & Facilities Assistant to join the administration team, delivering confidential financial processes and coordinating support across Finance and Facilities.

You will work with the Business Manager and Business Management Assistant, handling invoices, reconciliations, income and expenditure records, and ensuring timely regulatory compliance and efficient operations.

Qualifications

• Recognised AAT or equivalent financial qualifications (or demonstrable experience).
• NVQ 3 or equivalent administration qualifications (or demonstrable experience).
• Experience with cloud based Xero accounting systems.
• Experience of banking, petty cash, purchase and sales ledgers.
• Excellent literacy and numeracy skills.

Responsibilities

• Maintain accurate financial records and perform invoicing.
• Process invoices and reconciliations; manage income and expenditure.
• Stock ordering and control; procurement of supplies.
• Support private work invoicing and financial reporting.
• Coordinate facilities management, health and safety compliance, and audits.

Skills

Financial administration

Confidentiality

Communication skills

Time management

Attention to detail

Education

AAT or equivalent financial qualifications

NVQ 3 or equivalent administration qualifications

Tools

Xero

Excel

PowerPoint

Word

Job description

The post holderwill be a member of the administration team working under direct supervision ofthe Business Manager. This is a varied role with much of the work undertaken being highly confidential and of a sensitive nature.

Thesuccessful applicant will be an experienced and reliable individual who is ableto deliver efficient financial processes for the practice having previous experience and knowledge of cloud based Xero accounting systems. They must have experience of banking, pettycash, purchase and sales ledger. A high level of accuracy isessential. They must also be able to provide efficient and effectiveadministrative and coordination support for premises, facilities andoperational compliance; ensuring that all routine maintenance, servicing and regulatoryrequirements are scheduled, recorded and completed in a timely manner.

This roleinvolves working with the Business Manager and the Business ManagementAssistant, supporting the smooth day-to-day running of the organisationencompassing the areas of Finance and Facilities Management.

This is a part time position offering between 25 and 28 hours per week. The working pattern is flexible for the role and this will be agreed with the successful candidate.

Main duties of the job

The postholder will provide financial, administrative and operational support . Key responsibilities will include maintaining accurate financial records, processing invoices and reconciliations, managing income and expenditure records, stock ordering and control, supporting private work invoicing, and assisting with financial reporting.

The role will also coordinate facilities and premises management, including maintenance, servicing, health and safety compliance, booking of equipment testing, supplier and contractor liaison, and procurement of supplies. The successful candidate will maintain accurate records and schedules, support audits and projects, provide general administrative assistance, and work collaboratively with colleagues to meet the operational needs of the practice while maintaining confidentiality and professional standards.

About us

We are a dynamic and forward-thinking Practice; with a 'Good' CQC rating and we are extremely proud of the service we offer to our patients.

Our list size is around 11,400 but is increasing steadily. We are a training and teaching Practice and we play an active role in our PCN. Our Practice consists of 3 GP Partners, 1 ACP Partner, 6 GPs, an Advanced Clinical Practitioner, a Practice Nurse, 2 Nursing Associates, an HCA and GP Assistant. We have a Pharmacy Team consisting of a Senior Clinical Pharmacist and a Clinical Pharmacist. We also have 2 Patient Care Coordinators and a full complement of dedicated and professional Care Navigators and Administrative staff. We have an active PPG Group.

Our Practice has a strong Management Team consisting of a Business Manager, Practice Manager, Patient Services Team Leader and 2 Management Assistants alongside our 4 Partners.

We have a high social media presence with good reviews. We are also a designated Safe Place, Veteran Friendly accredited, Carers approved, Pride in Practice accredited and have a pro-active approach in supporting the LGBTQ+ community.

We are a multi-skilled team who work well together, we encourage growth and development in all areas. We enjoy Park Runs, fund raising events, afternoon teas and bi-Annual Get Togethers. We place a very high priority on the well-being and development of our staff.

Job responsibilities

Please see the attached Job Description and Person Specification for full details of the Finance & Facilities Assistant.

Person Specification

Experience

• Experience of working within an office environment
• Experience of working with the general public
• Experience of working in a fast paced ever changing environment
• NHS/Primary Care General Practice experience

Other Requirements

• An understanding, acceptance and adherence to the need for strict confidentiality
• Full UK driving licence

Skills

• Excellent communication skills (written and oral)
• Strong IT skills (generic) including powerpoint, word and excel
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• Xero or other cloud based accounting system skills
• Effective time management (Planning & Organising)

Qualifications

• Recognised AAT or equivalent financial qualifications (or equivalent /demonstrable experience)
• Good standard of education with excellent literacy and numeracy skills
• NVQ 3 or equivalent administration qualifications (or equivalent /demonstrable experience)

Personal Qualities

• Polite and confident
• Flexible and cooperative
• Excellent interpersonal skills
• Motivated and proactive
• Ability to use initiative and judgement
• High levels of integrity and loyalty
• Ability to work under pressure

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.