Finance Officer Part Time 20/24 hours per week

NHS; London; On-site; GBP 30,000 - 35,000; Part time

Job description

Finance Officer Part Time 20/24 hours per week

We look forward to welcoming you to our friendly and supportive practice, as we are currently recruiting for a part-time Finance Officer to complement our team and best serve our patients. We offer a nurturing environment that promotes an individual's development, so this role would be suitable for an established Finance Officer with experience working in financial management/primary care, or a new but highly competent and motivated individual looking to progress. We are keen to support our staff's personal interests and their professional development so their careers can evolve.

We have a comprehensive package of staff benefits which include:

• We are immensely proud to be an accredited London Living Wage employer offering a competitive salary recognising experience and length of service.
• Promotion of a healthy work-life balance.
• Great support in your role from our experienced and competent administrative team.
• Opportunities for promotion and advancement.
• Attractive holiday package.

Face to Face Interview Date - May.08.2025

Main duties of the job

Who are we looking for?

Our team is made up of dynamic, innovative and caring people and we are looking for applicants with a similar working ethos. This post would ideally be suitable for someone with experience, however, we believe in employing the right person and would help support those with less experience, provided there is a willingness to learn. We feel there are a lot of opportunities to develop your skills and knowledge of financial management and organisational processes.

The successful candidate should be able to prioritise their workload, have effective communication skills with staff, and work with a high degree of accuracy. You should be able to work in accordance with good practice of bookkeeping and accounting.

What support will you receive?

There is a full two-week induction to the practice, where training will be provided, including working protocols and procedures. You will work with an experienced leadership and management team.

About us

Operating with a budget of around 1.9 million, we serve approximately 15,500 socially and culturally diverse patients and work from a large, modern Primary Care Health Centre. We are a multidisciplinary team consisting of doctors, physician associates, GP trainees, pharmacists, nursing and healthcare assistant team, and are looking for an individual to provide and support the financial management of our busy and high-performing Haringey practice.

What are the working hours like?

As this is a part-time role there is some flexibility across the working week, however, there is a requirement to work a full day on a Monday and a Thursday, with a subsequent aim to provide a flexible working pattern for the benefit of you and the practice.

Job responsibilities

The Finance Officer is responsible for the continuing effective delivery of financial and administrative support and services to the Leadership Team. The post holder will be responsible for the management of all various incoming and outgoing funding streams and is the main finance point of contact for staff and external organisations.

The post holder will keep accurate books of account reflecting the financial affairs of the Practice, and will support and be responsible to the Practice Manager by:

• Supporting the financial management of the running of the practice.
• Providing financial administrative support and services to all members of the practice team.
• Supporting the effective delivery of all financial matters.

There will, on occasion, be a need to be prepared to deal with the unscripted and the unexpected.

Job Responsibilities:

Operational Delivery

• Support the Practice Manager in the day-to-day financial management of the Practice.
• Manage payment of all supplier invoices in a timely manner.
• Ensure all supplier and customer details remain up-to-date on the accounting system.
• Review and raise BACS payments for all supplier invoices, ready for checking and approval.
• Raise necessary invoices for relevant income streams and post onto the accounting system.
• Reconcile income received against claims submitted for all money-related activities, in coordination with the Leadership Team.
• Maintain a knowledge of the income streams of the Practice under the GMS contract and ensure that the Practice receives all income due to it.
• Enter onto the accounts all income into the Practice this is to include the Monthly Statement of Income from all income sources as received.
• Reconciliation of all bank accounts (main account, savings account, credit card account) and petty cash account.
• Enter all cash and cheques received into the Practice accounting system and make sure all the cash and cheques are banked weekly/monthly including monies collected by the reception team.
• Manage aged receivables.
• Monitor practice expenditure on consumables.
• Check and process ad hoc locum payments and timesheets for verification and approval.
• Reconcile COVID Vaccinator invoices with relevant timesheets and pay vaccinators weekly.
• Link with the PCN finance team and ascertain accurate accounts and incoming money streams.
• Ensure the indemnity tracker is kept up-to-date with all indemnity payments and ensure reimbursements are processed in a timely manner.
• Ensure practice-related PCSE information is accurate and updated for GPs where required.
• Liaise with the Primary Care Commissioning & Contracting Team, local Public Health teams and NHS England/Improvement central finance teams to ensure that all queries/discrepancies relating to the income and expenditure of the practice are resolved.
• Track all private work carried out by GPs and reimburse accordingly.
• Manage bank accounts, cash flow, and optimise the investment of surplus funds.
• Participate in the planning, development and implementation of new services where there is a financial bearing.
• Implement new financial control measures as required.

Assist and support in the preparation of the Year End accounts; ensuring that the year-end drug stock is completed on time.

• Undertake any other reasonable duties as required of the post.

Payroll and Pensions

• Complete all new starter/leaver details relating to payroll and submit to IRIS Bureau.
• Responsible for the day-to-day management of payroll, to include collating monthly payroll information for processing by the external payroll provider (IRIS Bureau) with the monthly spreadsheet for the staff payroll to include a record of all overtime and sickness information.
• Liaise regularly with the Practice Manager in respect of any changes for payroll.
• Review the monthly payroll ready for sign off by the Practice Manager.
• Support the Practice Manager with the payment of staff wages.
• Maintain an up-to-date, good working knowledge of statutory payments, such as SMP, SPP and SSP.
• Ensure that all payroll deductions are paid over on a monthly basis and in a timely manner Pension Contributions, PAYE.
• Work with the Leadership Team to produce and distribute annual salary correspondence to all staff.
• Assist staff with any payroll queries.
• Administer and manage all staff pension schemes.
• Assess, auto-enrol new members to the pension scheme. Ensure compliance with auto enrolment and recording opt out requests and forms. Ensure that re-enrolment is individually assessed and processed every three years.
• Support staff with NHS pension queries.
• To administer and assist staff with other staff benefits as required.

Financial Management, Audit and Reporting

• Production and analysis of monthly financial reports using the ledger system and report writing packages in particular, a Profit & loss report and a Balance Sheet.
• Monitor the financial performance of the Practice and where needed, investigate variances and provide analysis on financial data.
• Produce financial forecasts (where needed liaise with the practices accountants) and feedback to the Leadership Team on a regular basis.
• Provide financial management support to the Leadership Team.
• Report to the Leadership Team on the financial affairs of the Practice.
• Maintain a close working relationship with the practices accountants.

Contracts/Purchasing

• Supporting the Practice Manager to manage the contracting process in accordance with current best practice.
• Maintain the contracts register to include: contract details; fees; termination dates; notice required; terms & conditions.
• Ensure that all contracts are competed for, to establish value for money (VfM).
• Regularly review and audit all contracts.
• Ensure that best Value for Money (VfM) is at the heart of all purchasing decisions.
• Assist the Leadership Team in pursuing new business opportunities within the public and private sector.

Services/Other Ad Hoc Tasks

• Support the Practice Manager in liaising with the practices insurers at annual renewal and in the event of any practice claims.
• Maintain routine, effective communication with the Leadership Team.
• Develop and assist in the development of protocols, standard procedures and performance standards relating to best financial practices and ensure that these are implemented and followed.

General

• Deal with general administrative issues related to finance.
• Attend regular and ad hoc staff meetings as required.
• Undertake other relevant duties assigned by Leadership Team from time to time, in order to ensure the smooth running of the practice.

Person Specification

Qualifications

• Grade A* to C GCSE in English & Maths.
• Relevant diploma or other qualification in Finance/Financial Management.
• Current professional member of AAT.

Experience

• Bookkeeping, ledgering and invoice control.
• Accounting.
• Invoicing.
• Adept at working alone and as part of a team, as required.
• Able to work quickly, flexibly and in line with deadlines and priorities.
• Experience of and commitment to personal development and CPD.
• Experience of managing payroll.
• Ability to use Xero accounting system.
• Experience of working in a primary care environment.
• Development & review of policies and procedures.

Skills

• Excellent written/oral communication skills.
• High numeracy and strong IT skills.
• Competent in the use of Office and Outlook.
• Effective time management (Planning & Organising).
• Excellent interpersonal skills and ability to maintain effective professional working relationships with people at all levels.
• Accuracy & strong attention to detail and an investigative nature.
• Problem-solving & analytical skills.
• Manages & prioritises workload without supervision.

Personal Qualities

• Professional and personable presentation and demeanor.
• Polite and confident.
• Smart and well-presented.
• Flexible and cooperative.
• Discreet and able to maintain confidentiality.
• Problem solver with the ability to process information accurately and effectively, interpreting data as required.
• High levels of integrity.
• Highly motivated & innovative self-starter.
• Ability to work under pressure / in stressful situations and deliver to specific deadlines.
• Punctual and committed to supporting the team effort.

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.

£30,000 to £35,000 a year this is the FTE equivalent.