Job responsibilities
Job
Title: Finance Assistant
Line
Manager: Finance Manager
Accountable
to: The GP Partners
Base: Overton Surgery
Job
Summary:
The overarching aim of this role is to provide
an efficient and effective financial administrative support service. The post
holder will be expected to engage with a variety of staff both within and
outside of Watership Down Health and at different levels.
The role will be an integral part of our
Finance and Business Team (both for practice GMS and PCN work), supporting the
Finance Manager, Managing Partner, Practice Business Manager (PBM), Practice
Manager (PM), Assistant PMs and the GP Partners.
The purpose of the role is to:
Support
the Finance Manager and PBM with all aspects of the financial administration of
the Practice Watership Down Health (WDH) through the use of the QuickBooks
accounting software.
Support
the Finance Manager and PBM with all aspects of the financial administration of
the Primary Care Network (PCN) through the use of the QuickBooks accounting
software.
Assisting
the Finance Manager, Managing Partner, PBM, PM and Assistant PMs with all day-to-day
financial duties across all WDH premises.
Be
responsible for assisting in all day-to-day financial activities such as are
required on QuickBooks, MS Teams, Excel, month end and year-end management
accounts and/or year-end processes.
The role of the finance assistant is to undertake
the non-GMS work (also known as private work) received by the Practice and to
follow the process using Medi2data where necessary. The majority of non-GMS work will attract a
fee so liaising with patients is essential and ensuring the fee is paid before
any completed work is handed to the patient.
To provide training and support to any practice
apprentices. To train apprentice staff
in finance and administrative processes and always being mindful that the
apprentice(s) is in the Practice to learn new and transferable skills.
Duties & Responsibilities
The duties and responsibilities to be
undertaken by the Finance Assistant may include any or all of the items in the
following list. Duties may be varied from time to time under the direction of
the Finance Manager, dependent on the current and evolving Practice and PCN
workload priorities:
Have
a working and current knowledge of all applicable hardware and software,
including QuickBooks, Microsoft office suite (including Word, Excel, MS Teams
and Sharepoint)
Help
oversee and manage individual finance based accounts
Review
and adhere to budgetary guidance
Collect
and enter data for various financial spreadsheets
Review
financial statements and reports and ensure all calculations and data entries
are correct
Report
any financial glitches to the Finance Manager and assist with resolution
Assist
the Finance Manager with collecting information for and in the absence of the
Finance Manager prepare payroll documentation
Assist
in creating financial reports
Adhere
to practice and PCN financial policies and procedures
In
the absence of the Finance Manager answer questions and assist employees and
patients as required
Suggest
changes or improvements to the Finance Manager and PBM to increase accuracy,
efficiency and cost reductions
Process
onto Quickbooks the dispensary and other incoming drug statements (AAH and
Alliance) and reconcile every month.
Preparation
of sales invoices and recording them on QuickBooks
Ensuring
that all cash and cheques received are prepared for banking or forwarding to FOWDH
(for patient monies/bequests)
Assist
in the preparation for any annual audits or requirements for our Accountants
RSM Tenon
Preparing
and maintaining schedules for Non-GMS/Private income and balance sheet accounts
Performing
other financial duties as requested
Assist
with credit control and aged debts monitor payments and identify and follow
up any shortfalls
Assist
the Finance Manager with bank reconciliations
An
understanding, acceptance and adherence to the need for the strictest
confidentiality
Ability
to use own judgement, resourcefulness, common sense but also a knowledge of
when to seek assistance
A
commitment to ensure all health and safety and infection control measures are
met and to report any problems
A
commitment to the effective use of NHS resources
To
maintain own professional development in line with current professional
regulations
1.
To
calculate and total the number of print outs on the PDQ (debit/credit card
machine).
Non-GMS work (also known as Private Work)
1.
To
process invoices for any non-GMs work undertaken that attracts a fee.
2.
Photocopy
documentation as required.
3.
Action
tasks sent by clinicians via the clinical systems (EMIS or Docman) and email. To assist with any interrogation of data for
audit purposes.
Other Practice Administration
You will be required to liaise with our
patients on occasions, this may be by letter/email/SMS or personal phone call.
To deal with any telephone enquiries and always
answer the telephone with a polite and professional manner.
Undertake
any other additional duties appropriate to the post as requested by the
Partners, Practice Business Manager and/or Practice Manager.
