Job summary
An exciting opportunity has arisen to
join a busy GP surgery in a permanent, part-time position as Finance & HR Officer.
You are a friendly, enthusiastic and motivated person willing to provide a high
quality finance & HR service to the Practice.
This role can be done within school
hours; we are willing to be flexible and work with the right candidate to agree hours and ensure
a good fit with family commitments. (8-12 hours pw, over 1 - 3 days Mon to Fri 8 - 6pm (not Weds if working across 2 days). Sorry no term time contracts possible.
Office based (not home working).
Reporting to the Practice Manager the post
holder will carry out a range of financial duties and HR administration. The ideal candidate will have previously worked in a finance
role, and be wanting a part-time role offering some flexibility in hours. Please
refer to the job description and person specification for further details.
We are a small (6,500 patients) GP practice in Chapeltown, Leeds
- an energetic and diverse part of the city. We are ethos-driven with a track
record in providing innovative services to meet the holistic health and
wellbeing needs of our patients. Read more about our ethos and our
practice on our website at www.stmartinspracticeleeds.nhs.uk. We have a team of 25
talented and committed staff, working in an open and honest way - sharing and
learning in a no-blame culture. We are committed to providing opportunities for
continuous learning and development.
Main duties of the job
JOB
PURPOSE:
To provide a high quality, efficient book-keeping and invoicing service
to the practice partners, ensuring accurate and timely financial information is
maintained and is available to the partnership.
To provide high quality, efficient HR administration for the
practice / staff, ensuring accurate and timely HR information and staff records
are maintained and is available to the partnership and to staff.
Maintain and improve the financial & HR standards of the
practice.
To work within all relevant practice policies and procedural
guidelines and to agreed practice standards and protocols.
About us
We are a small (6,500 patients) GP practice in Chapeltown, Leeds - an
energetic and diverse part of the city. We are ethos-driven with a track record
in providing innovative services to meet the holistic health and wellbeing
needs of our patients. Read more about our ethos and our practiceon our
website at www.stmartinspractice.nhs.uk.
We have a team of 25 talented and committed staff, working in an open and
honest way - sharing and learning in a no-blame culture. We are committed to
providing opportunities for continuous learning and development.
Job description
Job responsibilities
Book-keeping
- Maintain
accurate computerised book-keeping systems, entering all transactions, including invoices, receipts and payments, onto Xero.
- Maintain list of nominal
codes used and ensure best methods are adopted.
- Reconcile
bank account within 3 weeks of month end.
Banking
- To
check and receive all monies paid to the Practice prior to banking, including
all sundry income received and balance weekly.
- To
ensure all cheques and cash received by the practice are banked regularly.
- Day to day electronic banking matters and queries
- Check the bank balance at least weekly, taking any actions as agreed.
- Participating in Bank
run as and when necessary
Petty cash &Cash transactions
- Maintain
practice petty cash, to include paying out on receipts and ensuring signatures
received for monies utilised. Ensure staff understand and adhere to
the petty cash system. Keep
full records of transactions and reconciliations. Balance at least monthly.
- Maintain the systems for receiving cash and card payments from patients.
Ensure staff understand and adhere to the system for cash and card payments
received.
Sales ledger & income
- To
monitor and prepare invoices for payment including those relating to service
level agreements, Locality working, non-NHS work for patients & other
contracts held, ensure accuracy and timeliness of payments received.
- To
ensure all reimbursements due to the practice are received.
- To
monitor GP sickness absence and make locum claims to NHSE where possible. Make
locum claims for maternity & paternity absence.
- Manage
reimbursement for all statutorily reimbursed costs from NHSE, eg water & clinical waste, ensuring correct reimbursement received
- Monitor
CQRS income against claims, ensuring correct income is received. Work closely
with Clinical Services team to establish efficient, effective systems for
claims and tracking. Report back on issues and problems.
Purchases and purchase ledger
- To
check delivery notes against orders, and get sign-off on invoices, before
arranging payment in settlement of supplier accounts, ensuring
credit terms are met and no financial penalties are incurred.
- To
ensure that all accounts are reconciled at least monthly and that outstanding
debtors are regularly pursued
- Maintain good financial relationships with suppliers. In liaison with
the Practice Manager, monitor and manage our accounts with them to proactively
ensure we are getting value for money. Monitor and control the use
of resources e.g. consumables and energy.
Reporting & Month End and Year End:
- To produce regular finance reports for
Practice Management Team as requested and required
- Balance
year end finance matters.
- Liaison
with Accountants, Bank and any other agencies regarding practice financial
matters with consulting the Business Manager as necessary.
- Accounts monthly and year end
reconciliation
- To
produce regular monthly management account to track actual position against
budget.
- To help
produce our annual budget for the practice
- To
provide the accountants with the information required to produce the annual
accounts for the Practice.
- Ensure adequate financial records are archived as required, and then
destroyed.
Partnership
financial matters
- Partners expenses responsibility for
ensuring data is collected and sent to Accountant in a timely manner.
Payroll,
drawings & pension
- Administer the practice payroll system including drawings: Liaise with
Payroll bureau monthly and ensure they have full and accurate information for
the monthly payroll run.
- Responsible for entering new staff
members onto the payroll and pension scheme
- Pay the PAYE & pension contributions monthly.
- Distribute pay slips. Act as a contact for staff with any pay or pension
related queries.
- Salary scales and increments update annually in liaison with the
Practice Manager. Ensure increments are implemented according to practice
policy. Complete contract amend documents when an increment or uplift is
enacted, and get signed by both parties.
- To
collate monthly figures for staff overtime and mileage, and for locum expenses
ensuring accuracy and timeliness of claims made.
- Practice pensions officer- liaise with payroll bureau re pensions; ensure
timely and accurate pension contributions are made for all members. Ensure
members have access to adequate information about their pension. Maintain
in-house records of doctor pension contributions & work with PCSE to ensure
they are correct
- Ensure
GP registrar pay & deductions are accurate and claimed back
HR
- To
record staff absence and monitor for payroll purposes. Produce Bradford Factor
statistics every 6 months.
- To
ensure up to date defence cover is in place and paid for the doctors.
- To
monitor insurances to ensure that cover remains comprehensive and in date,
including doctors defence cover.
- To ensure that in house HR records are kept-up-to-date with
new starters, leavers and changes in status. Maintain and update HR files
according to procedure.
- To maintain records of staff statutory mandatory training
completion, and ensure training is completed as per protocol.
- Maintain records of staff immunisation status according to
policy.
- Add new starters on TeamNet and Bluestream
- To maintain records of costs of locums used against budgets,
and report on budgets regularly.
Premises
- Order consumables as needed. Maintain awareness of prices
and the current market to ensure value for money.
- Report appropriate premises maintenance issues to FM company
and track progress & expedite
- Manage other in-house premises maintenance issues
proactively - getting quotes, liaising with contractors, checking quality of
work, etc, as needed
- Carry out weekly & monthly necessary checks for fire
safety eg fire bell, emergency lighting
- Carry out regular walk arounds & inspections to proactively
manage and minimise maintenance issues
Other
- Establish, maintain and improve systems and processes
covering your work areas in order that you & the practice can work efficiently
and effectively.
- Play a full role in team & department meetings. To
listen and be open to the views of others. Promote effective communication and
relationships within the team.
- To work flexibly according to practice needs.
- Attend training events as requested. Adequate notice & time off in
lieu will be given.
- Training needs To identify, together with the practice manager, any
personal training needs & to be prepared to undertake any relevant training
courses where necessary. Develop own knowledge and skills to meet objectives & changes
in service.
- To participate in the training of other members of the
practice team.
Policies & procedures
- Understand all SMP policies & procedures, & follow
them at all times; promote an ongoing awareness with the team of their
importance.
- Be aware of the practice philosophy & treat everyone
with respect & tolerance.
- Ensure the practice policy on equal opportunities is
understood & adhered to.
- H&S - aware of your legal responsibility & play your
part in keeping a safe environment for all.
- Take responsibility for risk assessment and management in
areas within your span of control
- Protect and maintain confidentiality of both patient and
practice information in accordance with practice policy
The
role of the post holder as described is comprehensive but not exhaustive. The
practice is a changing organisation and there may be occasions when the
partners & practice manager may request additional duties or role changes. These changes be they occasional or permanent
will be within the competency of the post holder or appropriate training will
be provided.
Job description
Job responsibilities
Book-keeping
- Maintain
accurate computerised book-keeping systems, entering all transactions, including invoices, receipts and payments, onto Xero.
- Maintain list of nominal
codes used and ensure best methods are adopted.
- Reconcile
bank account within 3 weeks of month end.
Banking
- To
check and receive all monies paid to the Practice prior to banking, including
all sundry income received and balance weekly.
- To
ensure all cheques and cash received by the practice are banked regularly.
- Day to day electronic banking matters and queries
- Check the bank balance at least weekly, taking any actions as agreed.
- Participating in Bank
run as and when necessary
Petty cash &Cash transactions
- Maintain
practice petty cash, to include paying out on receipts and ensuring signatures
received for monies utilised. Ensure staff understand and adhere to
the petty cash system. Keep
full records of transactions and reconciliations. Balance at least monthly.
- Maintain the systems for receiving cash and card payments from patients.
Ensure staff understand and adhere to the system for cash and card payments
received.
Sales ledger & income
- To
monitor and prepare invoices for payment including those relating to service
level agreements, Locality working, non-NHS work for patients & other
contracts held, ensure accuracy and timeliness of payments received.
- To
ensure all reimbursements due to the practice are received.
- To
monitor GP sickness absence and make locum claims to NHSE where possible. Make
locum claims for maternity & paternity absence.
- Manage
reimbursement for all statutorily reimbursed costs from NHSE, eg water & clinical waste, ensuring correct reimbursement received
- Monitor
CQRS income against claims, ensuring correct income is received. Work closely
with Clinical Services team to establish efficient, effective systems for
claims and tracking. Report back on issues and problems.
Purchases and purchase ledger
- To
check delivery notes against orders, and get sign-off on invoices, before
arranging payment in settlement of supplier accounts, ensuring
credit terms are met and no financial penalties are incurred.
- To
ensure that all accounts are reconciled at least monthly and that outstanding
debtors are regularly pursued
- Maintain good financial relationships with suppliers. In liaison with
the Practice Manager, monitor and manage our accounts with them to proactively
ensure we are getting value for money. Monitor and control the use
of resources e.g. consumables and energy.
Reporting & Month End and Year End:
- To produce regular finance reports for
Practice Management Team as requested and required
- Balance
year end finance matters.
- Liaison
with Accountants, Bank and any other agencies regarding practice financial
matters with consulting the Business Manager as necessary.
- Accounts monthly and year end
reconciliation
- To
produce regular monthly management account to track actual position against
budget.
- To help
produce our annual budget for the practice
- To
provide the accountants with the information required to produce the annual
accounts for the Practice.
- Ensure adequate financial records are archived as required, and then
destroyed.
Partnership
financial matters
- Partners expenses responsibility for
ensuring data is collected and sent to Accountant in a timely manner.
Payroll,
drawings & pension
- Administer the practice payroll system including drawings: Liaise with
Payroll bureau monthly and ensure they have full and accurate information for
the monthly payroll run.
- Responsible for entering new staff
members onto the payroll and pension scheme
- Pay the PAYE & pension contributions monthly.
- Distribute pay slips. Act as a contact for staff with any pay or pension
related queries.
- Salary scales and increments update annually in liaison with the
Practice Manager. Ensure increments are implemented according to practice
policy. Complete contract amend documents when an increment or uplift is
enacted, and get signed by both parties.
- To
collate monthly figures for staff overtime and mileage, and for locum expenses
ensuring accuracy and timeliness of claims made.
- Practice pensions officer- liaise with payroll bureau re pensions; ensure
timely and accurate pension contributions are made for all members. Ensure
members have access to adequate information about their pension. Maintain
in-house records of doctor pension contributions & work with PCSE to ensure
they are correct
- Ensure
GP registrar pay & deductions are accurate and claimed back
HR
- To
record staff absence and monitor for payroll purposes. Produce Bradford Factor
statistics every 6 months.
- To
ensure up to date defence cover is in place and paid for the doctors.
- To
monitor insurances to ensure that cover remains comprehensive and in date,
including doctors defence cover.
- To ensure that in house HR records are kept-up-to-date with
new starters, leavers and changes in status. Maintain and update HR files
according to procedure.
- To maintain records of staff statutory mandatory training
completion, and ensure training is completed as per protocol.
- Maintain records of staff immunisation status according to
policy.
- Add new starters on TeamNet and Bluestream
- To maintain records of costs of locums used against budgets,
and report on budgets regularly.
Premises
- Order consumables as needed. Maintain awareness of prices
and the current market to ensure value for money.
- Report appropriate premises maintenance issues to FM company
and track progress & expedite
- Manage other in-house premises maintenance issues
proactively - getting quotes, liaising with contractors, checking quality of
work, etc, as needed
- Carry out weekly & monthly necessary checks for fire
safety eg fire bell, emergency lighting
- Carry out regular walk arounds & inspections to proactively
manage and minimise maintenance issues
Other
- Establish, maintain and improve systems and processes
covering your work areas in order that you & the practice can work efficiently
and effectively.
- Play a full role in team & department meetings. To
listen and be open to the views of others. Promote effective communication and
relationships within the team.
- To work flexibly according to practice needs.
- Attend training events as requested. Adequate notice & time off in
lieu will be given.
- Training needs To identify, together with the practice manager, any
personal training needs & to be prepared to undertake any relevant training
courses where necessary. Develop own knowledge and skills to meet objectives & changes
in service.
- To participate in the training of other members of the
practice team.
Policies & procedures
- Understand all SMP policies & procedures, & follow
them at all times; promote an ongoing awareness with the team of their
importance.
- Be aware of the practice philosophy & treat everyone
with respect & tolerance.
- Ensure the practice policy on equal opportunities is
understood & adhered to.
- H&S - aware of your legal responsibility & play your
part in keeping a safe environment for all.
- Take responsibility for risk assessment and management in
areas within your span of control
- Protect and maintain confidentiality of both patient and
practice information in accordance with practice policy
The
role of the post holder as described is comprehensive but not exhaustive. The
practice is a changing organisation and there may be occasions when the
partners & practice manager may request additional duties or role changes. These changes be they occasional or permanent
will be within the competency of the post holder or appropriate training will
be provided.
Person Specification
Qualifications
Essential
- Financial or Accountancy study undertaken
- A levels or equivalent qualifications
PRACTICAL AND INTELLECTUAL SKILLS
Essential
- Excellent interpersonal skills, able to build relationships across the organisation
- Able to communicate financial information to non-specialists verbally & in writing
- Able to understand the links between external data & financial information
Experience
Essential
- Numeracy skills & basic knowledge of accounting principles, financial systems and procedures
- Good knowledge of MS Office inc Word and Excel
- Experience with Xero
- Experience in payroll (ie liaising with retained payroll bureau)
- Proven ability with computerised double entry ledger systems in a working environment.
- Experience of finance department procedures including processing sales invoices, data input, credit control and financial reconciliations.
Desirable
- Previous knowledge of NHS pension scheme
- Advanced excel skills, including pivot tables, etc.
ATTITUDE & APPROACH
Essential
- Enthusiastic & motivated
- Ability to work alone as well as with a team
- Ability to exert prolonged concentrated effort
- Composed & resilient; Flexible & adaptable
- Able to adopt behaviours consistent with our ethos
Person Specification
Qualifications
Essential
- Financial or Accountancy study undertaken
- A levels or equivalent qualifications
PRACTICAL AND INTELLECTUAL SKILLS
Essential
- Excellent interpersonal skills, able to build relationships across the organisation
- Able to communicate financial information to non-specialists verbally & in writing
- Able to understand the links between external data & financial information
Experience
Essential
- Numeracy skills & basic knowledge of accounting principles, financial systems and procedures
- Good knowledge of MS Office inc Word and Excel
- Experience with Xero
- Experience in payroll (ie liaising with retained payroll bureau)
- Proven ability with computerised double entry ledger systems in a working environment.
- Experience of finance department procedures including processing sales invoices, data input, credit control and financial reconciliations.
Desirable
- Previous knowledge of NHS pension scheme
- Advanced excel skills, including pivot tables, etc.
ATTITUDE & APPROACH
Essential
- Enthusiastic & motivated
- Ability to work alone as well as with a team
- Ability to exert prolonged concentrated effort
- Composed & resilient; Flexible & adaptable
- Able to adopt behaviours consistent with our ethos
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.
