Finance and Admin Assistant

Job description

Job responsibilities

Job title

Finance and Admin Assistant

Line manager

Finance and Admin Manager

Accountable to

Finance and Admin Manager

Hours per week

37

Job summary

This role encompasses a broad range of responsibilities, providing comprehensive support across all organisational functions. The primary duties include assisting the Finance and Admin Manager in managing and coordinating all financial aspects of the organisation, with a focus on optimising efficiency and financial performance. This role is integral to ensuring the organisation achieves its long-term strategic objectives. Additionally, this position involves providing administrative support to other departments as directed by the Finance and Admin Manager.

Primary key responsibilities

The following are the core responsibilities of the Finance and Admin Assistant. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:

a. Financial Oversight: Assist in the review of all income and expenditure statements, identify any inaccuracies, and rectify such issues.

b. Document Management: Collate delivery notes, purchase orders, and invoices in preparation for payment

c. Cash Handling: Maintain an effective system for the management of cash within the organisation, chasing of historical debt.

d. Payroll Assistance: Aid in the preparation of payroll data.

e. Report Updating: Support the updating of key financial reports as required.

f. Meeting Participation: Attend administrative and financial meetings with Senior Management as appropriate.

g. Minute Taking: Record meeting minutes and distribute them to attendees.

h. Stock Control: Implement effective stock control measures and continuously monitor stock levels.

i. Inventory Management: Support the Finance and Admin Manager to ensure stock is ordered in a timely manner and verify received stock items.

j. Office duties commensurate with the role.

k. Admin duties: supporting admin and reception staff as directed by Finance and Admin Manager

l. Participate in organisations mandatory training sessions

Secondary responsibilities

In addition to the primary responsibilities, the Finance and Admin Assistant may be requested to:

a. Deputise for the Finance and Admin Manager in their absence

b. Act as the secondary point of contact for finance-related matters in Finance and Admin Managers absence

c. Undertake apprenticeship / qualification relating to the job role.

For a full description refer to attached Job Description

Person Specification

Qualifications

Essential

• Educated to degree level in healthcare or business
• Excellent standard of education with excellent literacy and numeracy skills

Desirable

• AAT accounting qualification

Experience

Essential

• Experience of:
• Working with the general public
• Data analysis and the production of reports

Desirable

• Experience of:
• Maintaining financial information systems
• Working in a healthcare setting
• Using the Xero financial system
• Financial planning and forecasting
• Primary care/running costs for NHS organisations

Skills

Essential

• Excellent communication skills (written, oral and presenting)
• Strong IT skills Microsoft Office
• Ability to prioritise and work to tight deadlines in a fast-paced environment
• Effective time management (planning and organising)

Desirable

• Ability to exploit and negotiate opportunities to enhance service delivery
• Xero skills
• Strategic thinker and negotiator
• SystmOne user skills
• Ability to network and build relationships
• Proven problem-solving and analytical skills

Personal Qualities

Essential

• Polite and confident
• Flexible and co-operative
• Excellent interpersonal skills
• Motivated and proactive
• Ability to use initiative and judgement
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Ability to use initiative and make relevant recommendations to line manager
• An eagerness for self-development

Desirable

• Forward thinker with a solutions-focused approach
• Confident, assertive and resilient

Other Requirements

Essential

• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check
• Maintain confidentiality at all times

Desirable

• Full UK driving licence

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

Marlborough Surgery

Address

Seaham Primary Care Centre

St. Johns Square

Seaham

County Durham

SR7 7JE

Employer's website

https://www.marlboroughsurgery.co.uk (Opens in a new tab)