Vacancy: Finance Administrator

  • Responsible to: Finance Manager / Practice Manager
  • Accountable to: Practice Partnership

Job Summary

The Finance Administrator will be responsible for supporting the Finance Manager with the implementation and management of all financial controls and procedures, and provide a comprehensive financial management information service. This includes monitoring expenditure and identifying variances to target figures, monitoring funds and bank accounts and overseeing the processing of invoices and expenses.


Main Responsibilities

(After completion of appropriate training)


  • Reconcile monthly bank statement to Xero software.
  • Prepare monthly, quarterly and annual accounting reports for partners.
  • Analyse income generated through practice activity and address inconsistencies.
  • Analyse monthly / quarterly statements from commissioners and reconcile statements every month.
  • The completion and submission of all enhanced service claims, and other local incentive schemes and ad hoc claims.
  • Support with the renewal of Practice and Building contracts.
  • Reconcile information of the end of year data for the practice accountants.
  • Produce the Doctor’s end of year estimate of non-pensionable profits for submission.

Banking / Bookkeeping

  • Regularly monitor the practice bank account and expected income and expenditure and report any issues that arise to partners \ practice manager
  • Bank all cheques received into the practice on a weekly basis using mobile banking facility.
  • Prepare online monthly BACS payments of invoices received.
  • Credit control - Monitor debtors. Raise invoices as requested

Payroll / Pension

  • Contribute to new staff inductions.
  • Prepare and complete monthly salaries / payroll for staff and staff pensions.
  • Manage payments to HMRC and Pension providers.
  • Reimbursement of locum fees in relation to GP absence.


  • Devise, organise and maintain systems for ensuring adequate stocks of stationary ensuring best value and limiting waste.
  • Order equipment and other items as instructed.
  • Any additional tasks as requested by Partners, Practice Manager and Finance Manager.
  • Support Practice Manager with projects as required.
  • Any other ad hoc duties as required


  • 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 business organisation. All such information from any source is to be regarded as strictly confidential.
  • Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

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 health & safety manual, and 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, 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
  • Demonstrate due regard for safeguarding and promoting the welfare of children.

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 recognises 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, with such training to include:

  • Participation in an annual individual performance/appraisal review, including taking responsibility for maintaining a record of own personal and/or professional development and follow up any learning outcomes.
  • Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
  • Attend and contribute to Practice Learning Events. 


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

  • Alert colleagues to issues of quality and risk, escalating to the Patient Services Supervisor or a clinician where appropriate
  • Assess own performance and take accountability for own actions, either directly or under supervision, ensuring that effective, high quality patient care is at the heart of all actions.
  • 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
  • Work effectively with individuals in other agencies to meet patients’ needs
  • Effectively manage own time, workload and resources


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

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

Contribution to the implementation of services

The post-holder will:

  • Apply practice policies, standards and guidance
  • Discuss with other members of the team how the policies, standards and guidelines will affect own work
  • Participate in audit where appropriate

Person Specification

  Essential Desirable
  • Excellent standard of education with excellent literacy and numeracy skills
  • Educated to degree level in healthcare or business
  • AAT Accounting Qualification
  • Experience of working with the general public
  • Experience of managing accounts
  • Experience of working in a healthcare setting
  • Experience of successfully developing and implementing projects
  • Experience of workforce planning, forecasting and development
  • NHS / primary care general practice experience
  • Relevant health and safety experience
  • 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, delegate and work to tight deadlines in a fast-paced environment
  • Effective time management (planning & organising)
  • Ability to network and build relationships
  • Proven problem-solving & analytical skills
  • Ability to develop, implement and embed policy and procedure
  • Ability to motivate and train staff
  • EMIS / Systmone / Vision user skills
Personal Qualities
  • Polite and confident
  • Flexible and cooperative
  • Excellent interpersonal skills
  • Motivated and proactive
  • Ability to use initiative and judgement
  • Forward thinker with a solutions-focused approach
  • High levels of integrity and loyalty
  • Ability to work under pressure
  • Confident, assertive and resilient
  • Ability to drive and deliver change effectively
  • Ability to motivate teams, enhance morale and maintain a positive working environment
Other requirements
  • Disclosure Barring Service (DBS) check
  • Maintains confidentiality at all times
  • Flexibility to work additional hours