Finance Assistant

**Title**: Finance Assistant

**Responsible to**: Managing Partner

**Location**: Weavers Medical

**Hours per day**: 15 hours per week over 3 days

**Contract Type**: Permanent

**Main Purpose**:

- To process income and expenditure information via QuickBooks
- To reconcile payments into the practice
- To collate invoices for payment
- Record-keeping
- To assist with the processing of monthly payroll

**Key Tasks**:
**Accounts**

a) Using QuickBooks, logs all income and expenditure.

b) Uploads all invoices for approval and payment.

**Finance/Banking**

a) Raises invoices as required from time to time.

b) Petty Cash - balancing to an imprest system and banking all cash received on a regular basis.

c) Tracks invoices for payment via QuickBooks.

d) Completes monthly claims for retained GPs and submit for payment.

e) Monthly logs all contract payments received and investigates and under/over payments.

**Payroll**

a) Processes all overtime via Bright HR and passes to assistant manager for payment.

b) Checks all expenses forms submitted by employed staff including mileage claims. Passes all processed forms to the assistant manager to process payment.

**Other Admin Tasks**

a) Electronically files all finance documents.

b) Administration covers for absences and help with extra-ordinary workloads.

**Health & safety**:
The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice Health & Safety policy, the practice Infection Control policy and published procedures. This will include:

- Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and keeping them free from hazards
- Actively reporting health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified

**Equality and diversity**

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

- Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
- Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

**Personal/Professional development**

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

- Participation in an annual individual performance review
- Taking responsibility for own development, learning, and performance and demonstrating skills and activities to others

**Quality**

The post-holder will strive to maintain quality within the practice, and will:

- Alert other team members to issues of quality and risk.
- Assess own performance and take accountability for own actions, either directly or under supervision.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance.
- Effectively manage own time, workload and resources.

**Communication**:
The post-holder should recognise the importance of effective communication within the team and will:

- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise people’s needs for alternative methods of communication and respond accordingly

Most instruction and communication of activity will be via the Practice Manager.

**Contribution to the implementation of services**:
The post-holder will:

- Discuss with other members of the team how the policies, standards and guidelines will affect their own work.
- Participate in audit where appropriate.

**Confidentiality**
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a busines