Accounts Assistant (AP & AR)

Job Description: Accounts Assistant (AP & AR) (Part time)

Role Overview

Working Hours: 3 days a week (part time)

• Monday, Wednesday and Friday: 09:00–17:00 UK time.

We are looking for an organised and detail-oriented Accounts Assistant (AP & AR) to manage accounts payable and receivable, maintain accurate financial records, and ensure payments are correctly reconciled.

The role involves working with Xero, reconciling payments from multiple sources, handling patient and supplier finance queries, and liaising with external accountants. The successful candidate will also support the transition to a new CRM system by checking its reporting against Xero and identifying any discrepancies.

Key Responsibilities

1. Accounts Payable, Receivable and Xero

• Produce accounts payable (AP) and accounts receivable (AR) reports using Xero.
• Maintain supplier and service price lists and reconcile them against Xero.
• Follow up on outstanding accounts payable and receivable.
• Finalise accounts payable at the end of each month.
• Raise invoices for patients and suppliers.

2. Payment Reconciliation and Reporting

• Reconcile Briefcase transactions and ensure they are correctly matched in Xero.
• Reconcile online payments received through Stripe and investigate any discrepancies.
• Review reporting from the new CRM system against Xero during the transition and flag any differences.

3. Accountants, Tax and Compliance

• Follow up with external accountants to obtain monthly management accounts.
• Respond to and action queries relating to management accounts.
• Respond to quarterly VAT queries.
• Confirm that VAT, PAYE and monthly accounting fees have been paid.
• Obtain, organise and file PAYE and VAT statements.

4. Patient and Supplier Queries

• Act as the first point of contact for patient and supplier finance queries received by email.
• Respond to queries professionally and ensure they are followed up and resolved where necessary.

Requirements

Skills and Experience

Essential Requirements

• Experience managing accounts payable and receivable, bank and payment reconciliations, and financial reporting.
• Working knowledge of UK VAT and PAYE processes.
• Strong attention to detail and accuracy when working with financial figures.
• Clear and professional written communication skills, particularly when dealing with patients, suppliers and external accountants.
• Strong organisational skills and the ability to manage deadlines effectively.

Desirable Experience

• Experience using Xero.
• Experience reconciling Stripe payments.
• Previous experience in a clinic, healthcare environment or other private client setting.
• Experience reviewing or supporting CRM reporting.