Finance Administrator

Job : Finance Administrator – GP Practice

Job Title: Practice Finance Administrator

Department: Practice Administration / Finance

Reports to: Practice Manager / Managing Partner

Hours: 30 hours per week

Salary: £15.50 per hour

Job Summary

To provide an efficient, accurate and confidential financial administration service to the GP practice. The role will be based predominantly at Market Rasen with 3 hours per week spent at Woodhall Spa New Surgery where the financial accounts are managed by the practice accountants and the postholder will undertake the associated financial administration duties as required which include some of the duties listed below for Market Rasen Surgery.

At Market Rasen, the finance administrator will be responsible for maintaining the practice accounts using Xero, processing invoices, and payments, managing petty cash, administrative payroll and NHS pension information, preparing VAT returns, monitoring income and expenditure, and ensuring that claims and reimbursements are submitted properly

The post holder will liaise with the practise accountants, NHS England, PCSE, HMRC, pension administrators, suppliers and other relevant organisations to ensure that financial obligations are met, are accurate and up to date, and all financial administration is completed within the required deadlines.

Key Responsibilities

1. Xero Accounting and Bookkeeping

• Maintain the practice’s financial records using Xero accounting software.
• Upload and process supplier invoices, ensuring that each invoice is recorded against the correct accounting code and VAT status.
• Process invoices for payment and ensure that all payments are authorised in accordance with practice procedures.
• Upload invoices and supporting documentation to Xero, maintaining an accurate and complete audit trail.
• Upload dispensary income, dispensing statements received by email, and Zettle transactions into Xero.
• Upload and record relevant income, including insurance income, dispensary income and other practice receipts.
• Review and reconcile bank accounts, transactions and financial records regularly.
• Reconcile the practice accounts and investigate discrepancies, missing transactions or unidentified payments.
• Check statements against invoices and payments to ensure the accuracy of financial records.
• Maintain organised electronic records of invoices, receipts, statements and other supporting documentation.

2. Invoices, Payments and Supplier Accounts

• Receive, check, code and process incoming invoices.
• Arrange payment of approved supplier invoices within agreed payment terms.
• Ensure invoices are uploaded to Xero with the correct accounting codes and VAT treatment.
• Check supplier statements and investigate outstanding balances or discrepancies.
• Process CSS invoices and submit them via TradeShift, in accordance with the practice’s procedures.
• Monitor outstanding invoices and follow up where necessary.
• Ensure invoices and financial documents are appropriately authorised and retained for audit purposes.

3. Payroll and Staff Payments

• Compile and send accurate staff salary information to the practice accountants in time for each payroll deadline.
• Process or arrange the payment of staff salaries in accordance with the approved payroll schedule (Woodhall Spa New Surgery ONLY).
• Add new starters to the payroll and banking systems, ensuring that the required information and documentation have been obtained.
• Notify the accountants or payroll provider of new starters, leavers and relevant changes to staff details or pay.
• Maintain confidential and accurate payroll records.
• Ensure that payroll information is handled securely and in accordance with data protection requirements.

4. NHS Pensions and Pension Administration

• Administer the NHS Pension Scheme requirements for eligible practice staff.
• Add new starters to the relevant pension administration systems and update records when staff circumstances change.
• Process and arrange payment of pension contributions in accordance with the required deadlines.
• Ensure that pension information is supplied accurately and promptly to the accountants or relevant pension administrators.
• Maintain accurate pension records and supporting documentation.
• Respond to pension-related queries and liaise with the practice accountants and relevant NHS pension organisations.
• Ensure that pension administration is completed in accordance with current NHS Pension Scheme requirements.

5. HMRC and VAT

• Arrange payment of PAYE, National Insurance and other applicable amounts due to HMRC, in accordance with the practice’s agreed arrangements.
• Prepare and submit VAT returns, where applicable, ensuring that the underlying records are accurate and complete.
• Review the VAT treatment of invoices and transactions recorded in Xero.
• Ensure that VAT codes are applied correctly and that supporting documentation is retained.
• Monitor relevant tax and reporting deadlines and ensure payments and submissions are made on time.
• Liaise with the practice accountants regarding VAT queries, payroll liabilities and other tax-related matters.

6. Petty Cash Management

• Maintain and administer the practice petty cash system.
• Record petty cash transactions accurately, including:

o Dispensary income.

o Insurance income, where received through petty cash.

o Staff receipts and reimbursements.

o Sundry expenses.

o Postage and other small practice purchases.

• Check receipts and supporting documentation for all petty cash transactions.
• Ensure that income and expenditure are recorded against the correct categories and uploaded to Xero where appropriate.
• Reconcile the petty cash balance regularly and investigate discrepancies.
• Replenish petty cash as required, ensuring that the appropriate records and authorisations are in place.
• Maintain an accurate record of petty cash held, received and spent.

7. Practice Income and Banking

• Bank prescription, dispensary and insurance income on a weekly basis, in accordance with practice procedures.
• Ensure that income is recorded accurately and uploaded to Xero.
• Check dispensary income against relevant statements and supporting records.
• Upload and record Zettle transactions and reconcile them against the relevant income records.
• Monitor expected income and investigate missing, delayed or incorrect payments.
• Maintain an accurate record of income received from NHS and non-NHS sources.

8. NHS Claims, Reimbursements and Income Monitoring

• Prepare and submit claims for dispensary fees relating to vaccinations and other eligible services.
• Submit quarterly rent reimbursement invoices and supporting documentation to NHS England.
• Prepare and submit claims or invoices relating to WLDC business rates, WAVE water charges and annual Care Quality Commission (CQC) invoices when received, in accordance with the relevant reimbursement arrangements.
• Check PCSE statements and income to ensure that payments received are correct and complete.
• Review NWOS statements and investigate discrepancies where necessary.
• Check that student nurse income has been received and follow up any missing payments.
• Check Enhanced Access (EA) income to ensure that payments are accurate and complete.
• Monitor submitted claims and reimbursements, following up outstanding or incorrect payments.
• Maintain records of claims submitted, income received and any outstanding queries.

9. Personally Administered Items (PA Items)

• Process Personally Administered Items (PA items) in accordance with practice procedures.
• Review PA item statements to identify the relevant transactions.
• Check statements against supporting documentation and identify any discrepancies.
• Upload the appropriate statements and supporting invoices or documents to Xero.
• Ensure that transactions are correctly coded and recorded for reconciliation.
• Maintain an accurate audit trail and follow up any outstanding items.

10. General Financial Administration

• Maintain accurate and up-to-date financial records and filing systems.
• Monitor financial deadlines, including supplier payments, payroll, pension contributions, VAT returns and NHS claims.
• Respond to financial queries from practice staff, suppliers, accountants and relevant external organisations.
• Ensure that financial information is handled confidentially and securely.
• Assist with financial reporting, reconciliations and information requests from the Practice Manager and accountants.
• Identify and report discrepancies, unusual transactions or potential financial risks promptly.
• Support the practice in maintaining effective financial controls and complying with relevant policies and procedures.

Person Specification

Essential Skills and Experience

• Experience in finance administration, bookkeeping or a similar financial role.
• Experience using Xero or a willingness and ability to develop a high level of proficiency.
• Good understanding of bookkeeping principles, invoice processing and account reconciliation.
• Knowledge of VAT and the importance of applying the correct VAT treatment.
• Experience processing payments and maintaining accurate financial records.
• Strong numerical and analytical skills, with excellent attention to detail.
• Good organisational skills and the ability to manage competing priorities and deadlines.
• Proficiency in Microsoft Office, particularly Excel, and confidence using electronic financial systems.
• Ability to handle confidential financial and payroll information appropriately.
• Good written and verbal communication skills.
• Ability to work independently while recognising when advice or authorisation is required.

Desirable Skills and Experience

• Previous experience working in a GP practice or NHS setting.
• Knowledge of NHS practice income, PCSE statements and reimbursement arrangements.
• Experience with NHS Pension Scheme administration, including Type 2 pension returns.
• Experience with payroll administration and HMRC payments.
• Experience preparing VAT returns.
• Familiarity with Personally Administered Items, dispensary income and vaccination fee claims.
• Experience using Zettle and TradeShift or similar transaction and invoice processing systems.
• Knowledge of NHS England claims, Enhanced Access income and other primary care funding streams.

Confidentiality and Information Governance

The postholder must maintain strict confidentiality regarding patient information, staff records, payroll details and practice financial information. All records must be managed in accordance with the practice’s confidentiality policies, data protection requirements and information governance procedures.

The postholder must comply with relevant financial controls, follow agreed authorisation procedures and ensure that financial information is shared only with authorised individuals.

General Responsibilities

• Undertake duties appropriate to the role as reasonably requested by the Practice Manager.
• Maintain professional standards and undertake relevant training to keep knowledge of accounting, VAT, payroll, pensions and NHS financial procedures up to date.
• Work collaboratively with the practice team, accountants and external organisations to support the effective financial management of the practice.

For further information; please contact, Tracy Dewhurst (Practice Manager) tel: 01673 843556. For an application form and job description please contact Diana Pollen (medical secretary). [email protected] . Please do not send CVs as we require you to complete our application form.

Pay: £15.50 per hour

Benefits:

• Company pension

Experience:

• Finance: 2 years (required)

Work Location: In person