Finance Administrator
This job is now closed
Job summary
Finance Officer
Band C 13.14 14.58
30 Hours PW
About PartnersHealth
PartnersHealth are a fast growing federation in the primary care sector. We have a number of business interests, including supporting a Primary Care Network, our own general practice and we also provide business support to other practices in our network. Some of the benefits we offer are:
Competitive Pension
Enhanced Maternity
30 days leave
Multiple discounts via blue light scheme
Main duties of the job
About the role
We are looking for a finance administrator to join our finance team. You would have exposure to working on all elements of our finance including payroll, purchase and sales ledgers and being involved in monthly and yearly accounts. The work is varied and this is a great opportunity join a small but well formed team and to really make your mark.
About us
About the person
Ideally you will need to be AAT qualified or working towards it (we can help with that) and have recent experience of working within primary or secondary care. You must like a challenge and be willing to instigate change and also able to work at a fast pace. If you want a role where you can make your mark and help shape it alongside enabling us to deliver great care, then this could be the role for you.
For an informal chat about the role contact Paula Baker, Quality & Governance Manager on 07747 834214.
Details
Date posted
08 December 2023
Pay scheme
Other
Salary
£25,700 to £28,500 a year pro rata
Contract
Permanent
Working pattern
Part-time
Reference number
A0045-23-0085
Job locations
Rivermead
Cotgrave
Nottingham
NG12 3UQ
Job description
Job responsibilities
Job Description
Job Title: Finance Officer
Reports to: Quality & Governance Manager
Hours: 30 Hours
Salary: Band C
Location: Cotgrave Surgery, Cotgrave
Contract length: Permanent
Job Summary:
The post holder will be responsible for tasks in relation to finance, accounting and administrative tasks arising from the business activities for PartnersHealth.
The post holder will be required to communicate with all staff groups within the finance function. The role will also demand communication/negotiation and effective working relationships with staff from all disciplines, proving and receiving complex and confidential financial information.
Plan own workload to ensure deadlines are met.
The post holder will be responsible for co-ordinating the production of information relating to budgets. Work within a customer focused culture with a particular emphasis on providing clear and timely information to the Quality & Governance Manager.
The post holder must be able to use own initiative as well as work as part of a team, with minimal supervision.
The post will demand a significant amount of time to be spent at a VDU using keyboard skills; speed and accuracy is required to enable deadlines to be met whilst maintaining the quality of the information provided. The ability to concentrate on complex information/problems is imperative
Key Responsibilities:
Payroll To ensure staff are correctly paid on time and Payroll records are accurately classified, generated and reported to Government Agencies from the Payroll System and completely posted onto the respective Workstreams on the Accounting System
For each relevant payroll run period, ensure the completeness of staff time sheets to a pre-arranged well publicised time-sheet closing submission schedule
Set-up and process for New Starters, Leavers, Staff Payroll deductions, RTI submissions, P60s, P45s, Auto-Enrolment -processing deductions and pension uploads
Ensure accurate pay-slips are issued to employees from Payroll System, Correct Nominal Accounting and Workstream Allocation codes are created on this system
Run the interface from the Payroll System onto the Accounting System
Monthly reconciliation of entries between payroll system and the accounting system to ensure their correct postings on the Accounting System. Prepare this monthly payroll reconciliation statement for management approvals
Monthly investigation of payroll posting variances and prepare for approval by External Accountants of suggested necessary corrections to Gross Pay, Net Pay, PAYE, NIC and Pensions Profit and Loss versus Balance Sheet codes on the Accounting System
Ensure accurate determination of payroll related monthly payments to HMRC for PAYE, NIC
Process the monthly payments to HMRC and ensure accurate extractions for all pension deductions and payments are made and paid/ recorded on time to the respective pension receiving authorities e.g. NEST, Scottish Widows
Record Keeping To ensure all financial transactions are accurately recorded and managed in a timely manner and help improve the financial decision making and performance process
Record day to day financial transactions and complete the posting process (include postings arising from entries on various bank statements plus entries indicated by management as having been paid for on behalf of each department from sources other than from company bank accounts)
Verify that transactions are recorded on the correct day book or General Ledger, Supplier Ledger and ensure postings made by others onto the Customer Ledgers does not create system error messages on the Accounting system
Accurate posting of relevant Income, Supplier Costs and indicated Business expenses and the associated intercompany transaction processing for each Surgery/Department and or Legal Entities, ensuring that the relevant Profit and Loss and Balance Sheet codes are used to correctly post the effect of each transaction seeking support of the Quality & Governance Manager where unsure of any such transaction entry processing
Fixed Assets expenditure postings onto the Fixed Asset Addition Accounts and the posting of yearly regular Depreciation Charges to the General Ledger System (i.e. Posting of 1 (one) Regular Recurring Yearly Depreciation charge for each legal entities)
Bring the books to the Trial Balance Stage (Run Year to Date TB and Full TB, to ensure there is understanding of the level of charges on each code especially the balances seating on the Balance Sheet codes)
Bring to the knowledge of management, accounting/business issues arising from processing of above mentioned business transactions (i.e. Identify issues or irregularities with accounting records)
Reconciliations / Review of Accounting records/Transaction Variances and the initiation and posting of their corrections
The following reconciliation statements are to be prepared (for management approvals) monthly or at most at end of quarter months: a) Monthly Bank Account reconciliations; b) Monthly Payroll Control Accounts and HMRC Versus Pension Funds Payment Reconciliations; c) Rents and Rates and Utility Accounts Reconciliations; d) Quarterly Inter-Company transaction postings Reconciliation
Perform partial checks for reasonableness of the posting process and comparative information being generated from various record keeping exercises
Analysis and reporting of variances and comparative fluctuations to ensure there is justifiable reasons for these variances
Run Monthly Management Reports (Month vs YTD versus Prior Year comparative)
Ensure Chart of Accounts (COA) are adequately maintained through ensuring that no COA error messages are left uncleared (i.e. follow up on system error messages that may arise or are indicated by the system e,g. Charts of Accounts (marked as Partial etc.)
Run and Publish to Management, relevant Management P & L Reports for any relevant month by the 15th of the month following each month end and at Quarter Month end Publish Profit and Loss and Balance Sheet Statements for each Legal Entity
Schedule any Compliance Reports or Rebate Application Submissions necessary to be sent to any NHS or Government Authorities e.g. Business Rates Rebate submissions etc
General ad-hoc exercises The post holder is also responsible for:
Any other ad-hoc or designated routine exercises commissioned by management
Investigation of related payroll and cost expense variances expressed by Staff or Management.
Undertake word processing, use excel spreadsheets and databases and general administration as required
To maintain effective electronic and paper filing systems
To produce a high standard of work at all times, in particular when working under pressure, in order to meet deadlines
Any other duties as reasonably requested
Knowledge / experience / skills
Good knowledge of financial, administrative and organisational procedures
Experience of working with primary care and knowledge of Systm 1 is desirable
Good knowledge of IT applications e.g. Microsoft Word, Excel, PowerPoint
Experience of manipulating data to provide reports
Other Duties
Support the co-ordination of all supporting systems.
Maintain appropriate manual and computer files recommending changes in line with the changing requirements of the section.
Ensure written procedures are maintained consistent and that all quality standards are met.
Provide advice and support to new team members as appropriate.
The list of duties and responsibilities is not exhaustive and is subject to review and amendment in consultation with the post holder as the post develops.
Communication
Clear and effective communication both written and verbal
To be a point of contact for correspondence for the organisation creating a positive impression
Can adapt communication style and content to reflect different types of people making contact
Can produce letters, reports, bulletins and website information which are clear, concise and informative
Able to develop positive and effective working relationships with all member practices with PartnersHealth establishing robust communication arrangements
Promote positivity and effective working relationships with commissioners, other health care providers and other key health care providers and other key partners to support an integrated approach to high quality patient care
Values
Demonstrates commitment to the organisations objectives and values
Continuous Personal Development
To contribute to their own personal development and participate in an appraisal and regular performance reviews.
Conduct
To demonstrate professional and ethical behaviours at all times when liaising with internal and external colleagues.
Confidentiality
Under the Data Protection Act 1998, the post holder must maintain the confidentiality of information about patients and staff. Unauthorised disclosure of confidential information will result in disciplinary action and may lead to dismissal.
Equality and Diversity
Actively promote equality and diversity and encourage colleagues to do the same.
Health, Safety & Security
Comply with PartnersHealths health and safety policies, procedures and guidelines and ensure that appropriate arrangements are in place.
This job description and person specification reflects the current requirements of the role. As objectives, duties and responsibilities change and develop; the job description will be reviewed and amended or updated as required.
Job description
Job responsibilities
Job Description
Job Title: Finance Officer
Reports to: Quality & Governance Manager
Hours: 30 Hours
Salary: Band C
Location: Cotgrave Surgery, Cotgrave
Contract length: Permanent
Job Summary:
The post holder will be responsible for tasks in relation to finance, accounting and administrative tasks arising from the business activities for PartnersHealth.
The post holder will be required to communicate with all staff groups within the finance function. The role will also demand communication/negotiation and effective working relationships with staff from all disciplines, proving and receiving complex and confidential financial information.
Plan own workload to ensure deadlines are met.
The post holder will be responsible for co-ordinating the production of information relating to budgets. Work within a customer focused culture with a particular emphasis on providing clear and timely information to the Quality & Governance Manager.
The post holder must be able to use own initiative as well as work as part of a team, with minimal supervision.
The post will demand a significant amount of time to be spent at a VDU using keyboard skills; speed and accuracy is required to enable deadlines to be met whilst maintaining the quality of the information provided. The ability to concentrate on complex information/problems is imperative
Key Responsibilities:
Payroll To ensure staff are correctly paid on time and Payroll records are accurately classified, generated and reported to Government Agencies from the Payroll System and completely posted onto the respective Workstreams on the Accounting System
For each relevant payroll run period, ensure the completeness of staff time sheets to a pre-arranged well publicised time-sheet closing submission schedule
Set-up and process for New Starters, Leavers, Staff Payroll deductions, RTI submissions, P60s, P45s, Auto-Enrolment -processing deductions and pension uploads
Ensure accurate pay-slips are issued to employees from Payroll System, Correct Nominal Accounting and Workstream Allocation codes are created on this system
Run the interface from the Payroll System onto the Accounting System
Monthly reconciliation of entries between payroll system and the accounting system to ensure their correct postings on the Accounting System. Prepare this monthly payroll reconciliation statement for management approvals
Monthly investigation of payroll posting variances and prepare for approval by External Accountants of suggested necessary corrections to Gross Pay, Net Pay, PAYE, NIC and Pensions Profit and Loss versus Balance Sheet codes on the Accounting System
Ensure accurate determination of payroll related monthly payments to HMRC for PAYE, NIC
Process the monthly payments to HMRC and ensure accurate extractions for all pension deductions and payments are made and paid/ recorded on time to the respective pension receiving authorities e.g. NEST, Scottish Widows
Record Keeping To ensure all financial transactions are accurately recorded and managed in a timely manner and help improve the financial decision making and performance process
Record day to day financial transactions and complete the posting process (include postings arising from entries on various bank statements plus entries indicated by management as having been paid for on behalf of each department from sources other than from company bank accounts)
Verify that transactions are recorded on the correct day book or General Ledger, Supplier Ledger and ensure postings made by others onto the Customer Ledgers does not create system error messages on the Accounting system
Accurate posting of relevant Income, Supplier Costs and indicated Business expenses and the associated intercompany transaction processing for each Surgery/Department and or Legal Entities, ensuring that the relevant Profit and Loss and Balance Sheet codes are used to correctly post the effect of each transaction seeking support of the Quality & Governance Manager where unsure of any such transaction entry processing
Fixed Assets expenditure postings onto the Fixed Asset Addition Accounts and the posting of yearly regular Depreciation Charges to the General Ledger System (i.e. Posting of 1 (one) Regular Recurring Yearly Depreciation charge for each legal entities)
Bring the books to the Trial Balance Stage (Run Year to Date TB and Full TB, to ensure there is understanding of the level of charges on each code especially the balances seating on the Balance Sheet codes)
Bring to the knowledge of management, accounting/business issues arising from processing of above mentioned business transactions (i.e. Identify issues or irregularities with accounting records)
Reconciliations / Review of Accounting records/Transaction Variances and the initiation and posting of their corrections
The following reconciliation statements are to be prepared (for management approvals) monthly or at most at end of quarter months: a) Monthly Bank Account reconciliations; b) Monthly Payroll Control Accounts and HMRC Versus Pension Funds Payment Reconciliations; c) Rents and Rates and Utility Accounts Reconciliations; d) Quarterly Inter-Company transaction postings Reconciliation
Perform partial checks for reasonableness of the posting process and comparative information being generated from various record keeping exercises
Analysis and reporting of variances and comparative fluctuations to ensure there is justifiable reasons for these variances
Run Monthly Management Reports (Month vs YTD versus Prior Year comparative)
Ensure Chart of Accounts (COA) are adequately maintained through ensuring that no COA error messages are left uncleared (i.e. follow up on system error messages that may arise or are indicated by the system e,g. Charts of Accounts (marked as Partial etc.)
Run and Publish to Management, relevant Management P & L Reports for any relevant month by the 15th of the month following each month end and at Quarter Month end Publish Profit and Loss and Balance Sheet Statements for each Legal Entity
Schedule any Compliance Reports or Rebate Application Submissions necessary to be sent to any NHS or Government Authorities e.g. Business Rates Rebate submissions etc
General ad-hoc exercises The post holder is also responsible for:
Any other ad-hoc or designated routine exercises commissioned by management
Investigation of related payroll and cost expense variances expressed by Staff or Management.
Undertake word processing, use excel spreadsheets and databases and general administration as required
To maintain effective electronic and paper filing systems
To produce a high standard of work at all times, in particular when working under pressure, in order to meet deadlines
Any other duties as reasonably requested
Knowledge / experience / skills
Good knowledge of financial, administrative and organisational procedures
Experience of working with primary care and knowledge of Systm 1 is desirable
Good knowledge of IT applications e.g. Microsoft Word, Excel, PowerPoint
Experience of manipulating data to provide reports
Other Duties
Support the co-ordination of all supporting systems.
Maintain appropriate manual and computer files recommending changes in line with the changing requirements of the section.
Ensure written procedures are maintained consistent and that all quality standards are met.
Provide advice and support to new team members as appropriate.
The list of duties and responsibilities is not exhaustive and is subject to review and amendment in consultation with the post holder as the post develops.
Communication
Clear and effective communication both written and verbal
To be a point of contact for correspondence for the organisation creating a positive impression
Can adapt communication style and content to reflect different types of people making contact
Can produce letters, reports, bulletins and website information which are clear, concise and informative
Able to develop positive and effective working relationships with all member practices with PartnersHealth establishing robust communication arrangements
Promote positivity and effective working relationships with commissioners, other health care providers and other key health care providers and other key partners to support an integrated approach to high quality patient care
Values
Demonstrates commitment to the organisations objectives and values
Continuous Personal Development
To contribute to their own personal development and participate in an appraisal and regular performance reviews.
Conduct
To demonstrate professional and ethical behaviours at all times when liaising with internal and external colleagues.
Confidentiality
Under the Data Protection Act 1998, the post holder must maintain the confidentiality of information about patients and staff. Unauthorised disclosure of confidential information will result in disciplinary action and may lead to dismissal.
Equality and Diversity
Actively promote equality and diversity and encourage colleagues to do the same.
Health, Safety & Security
Comply with PartnersHealths health and safety policies, procedures and guidelines and ensure that appropriate arrangements are in place.
This job description and person specification reflects the current requirements of the role. As objectives, duties and responsibilities change and develop; the job description will be reviewed and amended or updated as required.
Person Specification
Qualifications & Training
Desirable
- Finance qualification such as AAT or willing to work towards
Other
Essential
- Meets DBS reference standards and has a clear criminal record, in line with the law on spent convictions
- Willingness to work flexible hours when required to meet work demands
- Current full driving licence and sole use of vehicle
Experience, Skills and Knowledge
Essential
- Experience of working in a financial role & understanding of the principles of bookkeeping
- Excellent communication & organisational skills
- Diligent with attention to detail & accuracy
- Knowledge of IT systems, including knowledge of SystmOne, Office and Outlook
- Effective time management skills, ability to work to monthly set deadlines
- Problem solving and skills
Desirable
- Experience of working with an accountancy software package
- Experience of primary care finance
Personal Attributes
Essential
- Ability to work quickly and accurately under pressure
- Motivated, cooperative team player
- Commitment to on-going professional development
Person Specification
Qualifications & Training
Desirable
- Finance qualification such as AAT or willing to work towards
Other
Essential
- Meets DBS reference standards and has a clear criminal record, in line with the law on spent convictions
- Willingness to work flexible hours when required to meet work demands
- Current full driving licence and sole use of vehicle
Experience, Skills and Knowledge
Essential
- Experience of working in a financial role & understanding of the principles of bookkeeping
- Excellent communication & organisational skills
- Diligent with attention to detail & accuracy
- Knowledge of IT systems, including knowledge of SystmOne, Office and Outlook
- Effective time management skills, ability to work to monthly set deadlines
- Problem solving and skills
Desirable
- Experience of working with an accountancy software package
- Experience of primary care finance
Personal Attributes
Essential
- Ability to work quickly and accurately under pressure
- Motivated, cooperative team player
- Commitment to on-going professional development
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.
Employer details
Employer name
PartnersHealth
Address
Rivermead
Cotgrave
Nottingham
NG12 3UQ
Employer's website
Employer details
Employer name
PartnersHealth
Address
Rivermead
Cotgrave
Nottingham
NG12 3UQ
Employer's website
Employer contact details
For questions about the job, contact:
Details
Date posted
08 December 2023
Pay scheme
Other
Salary
£25,700 to £28,500 a year pro rata
Contract
Permanent
Working pattern
Part-time
Reference number
A0045-23-0085
Job locations
Rivermead
Cotgrave
Nottingham
NG12 3UQ