Job Description

STANMORE MEDICAL GROUP

are looking for a meticulous and proactive Bookkeeping & Finance Assistant to support the day-to-day financial administration of our busy general practice. This role is essential in ensuring that financial records are accurate, up to date, and maintained in line with internal processes and NHS requirements. You will be responsible for a range of routine bookkeeping tasks, including processing invoices, managing payment records, chasing outstanding funding, and supporting financial data entry.

Whilst experience in healthcare finance is helpful, we are primarily looking for someone who has strong attention to detail, a natural aptitude for learning new systems, and a calm, methodical approach to working through processes. Full training and support will be provided, with a focus on finding the right person who enjoys keeping things organised and accurate.

Whilst this role does not hold direct responsibility for strategic financial management or senior-level decision-making, the post holder will play a key part in supporting these functions. Through the accurate handling of financial data and day-to-day processes, they will contribute valuable insight and be closely involved in the operational flow that informs and supports strategic decisions made by the management team.

Please be aware that hours and salary will be discussed at interview.

KEY RESPONSIBILITIES

The following are the core responsibilities of the Bookkeeping & Finance 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:

Financial Administration & Bookkeeping

Accurately input and maintain financial data including supplier invoices, payments and funding records Scan and upload documents to appropriate financial systems and maintain clear records Track, monitor, and follow up on outstanding funding from hospitals, the ICB and other sources Maintain an effective working relationship with the ICB, support the Finance & Contracts Manager to ensure the organisation receives a proportionate and equitable allocation of resources Support the monthly reconciliation of accounts, including cross-checking figures and highlighting any discrepancies Assist in preparing paperwork for audits and financial reporting Ensure financial procedures and controls are followed and escalate any concerns to the Finance & Contracts Manager.

Administrative Support

Provide general support to the finance and management teams as needed Respond to queries related to payments, bookings or data entry, resolving issues where appropriate Help ensure that booking and appointment systems used for finance-related tasks are accurate and well-maintained

Information Management & Systems

Confidently use IT systems including Excel, Xero, Outlook and SystemOne to complete day-to-day tasks Be proactive in learning new systems or processes as required Maintain the confidentiality of sensitive financial and patient information at all times

Team Working

Work closely with the Finance & Contracts Manager, Practice Manager and Managing Partner to support ongoing finance-related tasks Collaborate effectively with other staff and contribute to a positive and supportive team culture Participating in team meetings and training relevant to the role

Additional Notes

This job description is designed to give an overview of the role and its key responsibilities. It may be reviewed and updated periodically, in consultation with the post holder, to reflect the evolving needs of the practice. All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the organisation.

We welcome applications from individuals who may not have NHS experience but can demonstrate exceptional accuracy, an eagerness to learn, and a genuine interest in supporting the day-to-day financial workings of a general practice.

PERSON SPECIFICATION

Essential Criteria

Excellent standard of education with excellent literacy and numeracy skills Experience of working with the general public Experience of maintaining financial information systems Experience of data analysis and the production of reports Experience of financial planning and forecasting Ability to exploit and negotiate opportunities to enhance service delivery Excellent communication skills (written, oral and presenting) Strong IT skills Strategic thinker and negotiator Ability to prioritise and work to tight deadlines in a fast-paced environment Effective time management (planning and organising) Ability to network and build relationships Proven problem-solving and analytical skills Polite, supportive, and a good communicator Flexible and co-operative Excellent interpersonal skills Proactive in improving processes or suggesting efficiencies Ability to use initiative and judgement Forward thinker with a solutions-focused approach High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure Able to spot and correct anomalies or errors confidently Confident, assertive and resilient Ability to use initiative and make relevant recommendations to line manager Flexibility to work outside of core office hours Disclosure Barring Service (DBS) check Be discreet and be able to always maintain confidentiality Full UK driving licence

Desirable Criteria

Educated to degree level in healthcare or business Experience of working in a healthcare setting Experience of using financial IT system Experience of primary care/running costs for NHS organisations Clinical systems user skills

MISSION STATEMENT

This Practice aims to deliver high quality family health care, utilising public and private resources to maximum efficiency to ensure the needs of our patients are met.

We recognise that the smooth running of the Practice depends on the good and efficient co-operation between the Doctors, Managing Partner, Practice Manager, Practice Staff, the District Nurses, Midwives and Health Visitors.

We endeavour to have a good relationship with each other as well as our patients.

We will not discriminate against any patient regardless of sex/orientation, religion/belief, race, ethnicity, disability, age.

GENERIC RESPONSIBILITIES

All staff at this organisation have a duty to conform to the following:

Equality, Diversity and Inclusion (ED&I)

A good attitude and positive action towards Equality Diversity & Inclusion (ED&I) creates an environment where all individuals can achieve their full potential. Creating such an environment is important for three reasons - it improves operational effectiveness; it is morally the right thing to do and it is required by law.

Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Patients have a responsibility to treat other patients and our staff with dignity and respect.

Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued, and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that they treat our patients and their colleagues with dignity and respect.

Safety, Health, Environment and Fire (SHEF)

This organisation is committed to supporting and promoting opportunities for staff to maintain their health, wellbeing and safety.

The post holder is to manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients and monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines.

All personnel have a duty to take reasonable care of health and safety at work for themselves, their team and others and to cooperate with employers to ensure compliance with health and safety requirements.

All personnel are to comply with the:

Health and Safety at Work Act 1974 Environmental Protection Act 1990 Environment Act 1995 Fire Precautions (workplace) Regulations 1999 Other statutory legislation which may be brought to the post holder's attention

Confidentiality

The organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality.

It is essential that, if the legal requirements are to be met and the trust of our patients is to be retained, all staff must protect patient information and provide a confidential service.

Quality and Continuous Improvement (CI)

To preserve and improve the quality of this organisation's output, all personnel are required to think not only of what they do but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work.

The responsibility for this rests with everyone working within the organisation to look for opportunities to improve quality and share good practice and to discuss, highlight and work with the team to create opportunities to improve patient care.

At this organisation, we continually strive to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where everyone counts, and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

Staff should interpret national strategies and policies into local implementation strategies that are aligned to the values and culture of general practice.

All staff are to contribute to investigations and root cause analyses whilst participating in serious incident investigations and multidisciplinary case reviews.

Induction

We will provide a full induction programme and management will support you throughout the process.

Learning and Development

The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competence to perform their role. All staff will be required to partake in, and complete mandatory training as directed. It is an expectation for this post holder to assess their own learning needs and undertake learning as appropriate.

The post holder will undertake mentorship for team members and disseminate learning and information gained to other team members to share good practice and inform others about current and future developments (eg courses and conferences).

The post holder will provide an educational role to patients, carers, families and colleagues in an environment that facilitates learning.

Collaborative Working

All staff are to recognise the significance of collaborative working and understand their own role and scope and identify how this may develop over time. Staff are to prioritise their own workload and ensure effective time-management strategies are embedded within the culture of the team.

Teamwork is essential in multidisciplinary environments and the post holder is to work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working and work effectively with others to clearly define values, direction and policies impacting upon care delivery.

Effective communication is essential, and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

All staff should delegate clearly and appropriately, adopting the principles of safe practice and assessment of competence.

Plans and outcomes by which to measure success should be agreed.

Managing information

All staff should use technology and appropriate software as an aid to management in the planning, implementation and monitoring of care and presenting and communicating information.

Data should be reviewed and processed using accurate SNOMED/read codes to ensure easy and accurate information retrieval for monitoring and audit processes.

Service delivery

Staff will be given detailed information during the induction process regarding policy and procedure. The post holder must adhere to the information contained within the organisation's policies and regional directives, ensuring protocols are always adhered to. Security The security of the organisation is the responsibility of all personnel. The post holder must ensure they always remain vigilant and report any suspicious activity immediately to their line manager.

Under no circumstances are staff to share the codes for the door locks with anyone and are to ensure that restricted areas remain effectively secured. Likewise, password controls are to be maintained and passwords are not to be shared.

Professional conduct

All staff are required to dress appropriately for their role.

Leave

All personnel are entitled to take leave. Line managers are to ensure all their staff are afforded the opportunity to take the minimum number of days' leave each year and are encouraged to take all their leave entitlement.

Public holidays will be calculated on a pro-rated basis dependent on the number of hours worked.

Job Types: Full-time, Part-time, Permanent

Benefits:

Company pension On-site parking Store discount
Schedule:

Monday to Friday Overtime
Work Location: In person

Application deadline: 16/05/2025
Reference ID: BOOKAPR25