Finance Assistant

Job content

PARK & ST FRANCIS SURGERY

FINANCE ASSISTANT

JOB DESCRIPTION/RESPONSIBILITIES

PAYROLL USING IRIS GP PAYROLL

• Collect employees’ timesheets.
• review overtime
• obtain overtime approvals as required.
• Add joiners to payroll system and NHS Pensions portal.
• Update payroll for HMRC messages
• Calculate monthly payroll including overtime and monthly variances for joiners/leavers.
• Check pension tier bandings for part time staff with overtime bandings.
• Add fellowship payments etc due to be paid.
• Process leavers
• submit P45s to HMRC
• Distribute P45s to employees.
• Update leaver details in NHS Pensions portal
• Print payroll reports/payslips etc and retain for filing.
• RTI submissions to HMRC and GP1 to NHS pensions authority
• Process payments in bank to staff for net pay (potential to use Iris payments report to import into online banking)
• Process payment to HMRC for PAYE & NIC
• Download reports from monthly payroll to provide monthly payroll costings to partners including details on number of overtime hours and value of overtime paid with departmental detail.
• Potentially process monthly wages journal into QuickBooks Online for departmental analysis and costing
• Pension administration including AW8 forms and potential final pay control reviews.
• End of year pension administration including SD55s submissions to NHS Pensions portal

SUPPLIER/PURCHASE LEDGER

• Collate all supplier invoices received (via email and post)
• Upload into QuickBooks using receipt capture feature and categorise and add description etc.
• Check supplier invoices received in line with expectations and orders submitted/approved.
• Review supplier balances due including unpaid bills report to confirm supplier payments to be made from bank.
• Produce simple cashflow balance projection for forthcoming expected payments.
• Process payment runs to suppliers every 2 weeks per supplier ledger balances and due dates.
• Identify costs to be reimbursed by NHS and create claims to be submitted to ICB, including:
• Regular Premises costs such as water and rates
• Locum reimbursement claims
• Premises improvements

PETTY CASH

• Use cash income received and expenditure summaries prepared by staff to update cash transaction information in QuickBooks Online
• Count cash held and reconciled to finance records in accounts.
• Collate cash and cheques received for paying into bank.

CUSTOMER/SALES LEDGER

• Within QuickBooks online, raise monthly/quarterly sales invoices for third party customers for room hire and other ad hoc income.
• No require for patient private fees as plan to continue to be raised by secretaries using My Surgery Network software linked to EMIS.
• Within QuickBooks online, raise quarterly invoice for Dental Practice for rent and service charges.
• Requirement to summarise applicable costs to be recharged within service charges.
• Regularly review outstanding balances owed and chase customers for payment.

NHS INCOME AND REMITTANCES

• Process all NHS income in detail per remittances into QuickBooks Online
• Process any PCN income received into QuickBooks Online
• Use QuickBooks Online deposit templates to process monthly PCSE statements.
• Check monies received to claims submitted including:
• CQRS activity
• FP34s,
• reimbursements etc
• identify missing claims not received that are to be chased/investigated.
• Identify any NHS errors such as missing/incorrect superannuation deductions.
• Follow up with PCSE enquiries etc to ensure any errors corrected.
• Investigate with ICB on any unexpected payments or clawbacks.

PCSE ONLINE AND PENSION ADMINISTRATION

• Process GP joiners and leavers in PCSE
• Update PCSE pension estimate forms annually and for any changes during year
• Submit Type 1 certificates.
• Ensure salaried GP type 2 certificates completed and submitted annually.
• Agree End of year adjustments on PCSE statements to certificates submitted.

ONLINE BANKING PROCESSING

• Process payments as required in addition to supplier payments and payroll related payments, such as:
• Partner drawings and session payments
• Partner tax payments
• Direct debits
• Payments to PCN (if applicable)

QUICKBOOKS ONLINE PROCESSING

• Using the information per Online banking feed link into QuickBooks Online, match and add transactions into accounts and categorise as required with description detail and supporting document attachments including bank accounts and Soldo card.
• Investigate any unknown transactions.
• Reconcile all bank accounts to bank statements monthly.
• Update loan accounts for payments and interest charges and reconcile to statements.

FINANCE REPORTING AND REVIEW

• Prepare finance reports and information for partners meetings.
• Prepare budgets and forecasts for review and comparison to actual results.
• Maintain and regularly review cashflow with projected balances.
• Complete review and analysis of costs to ensure within budgets and in line with associated reimbursements including:
• Premises
• Drugs
• Consumables
• Staffing
• Organise and collate information for end of year accounts including:
• Debtors/outstanding claims
• Creditors/monies owed.
• Supporting documents such as statements, partner sessions etc
• Stock valuations

JOB SKILL/EXPERIENCE REQUIREMENTS

• Monthly payroll processes and administration including statutory payments and auto-enrolment.
• Knowledge of NHS pensions set up and administration.
• Experience of Iris GP Payroll preferable
• Experience with QuickBooks Online or accounting systems
• Knowledge of NHS reimbursement claims and reimbursements preferable
• Organised and methodical approach to tasks
• Analytical skills for review and financial report interpretation

Pay based on experience and discussed at interview

Job Type: Part-time

Salary: £13.00-£15.00 per hour

Expected hours: No more than 7 per week

Benefits:

• Flexitime
• Free flu jabs
• Free parking
• Store discount

Schedule:

• Day shift
• Flexitime
• Monday to Friday

Ability to commute/relocate:

• Eastleigh: reliably commute or plan to relocate before starting work (preferred)

Work Location: In person

Application deadline: 24/11/2023
Expected start date: 08/01/2024