Finance Administrator

A Finance Administrator in General Practice helps to maintain financial records, including invoices, receipts, & payments.  They could also be involved with processing payroll & monitoring practice income from incentive schemes such as QOF and enhanced services.  Communication with external bodies such as NHS, HMRC & Accountants. 

Scope of Practice

  1. Processing Invoices and Payments:
    • Managing incoming invoices, ensuring they are accurate, and arranging for timely payments.
    • Recording all financial transactions for accurate bookkeeping.
  2. Payroll Management:
    • Calculating and processing staff salaries, including tax, National Insurance, pensions, and other deductions.
  3. Budget Management:
    • Assisting with setting and monitoring the practice’s budget, ensuring expenses are in line with allocated funds.
    • Producing regular financial reports for the practice manager and GP partners.
  4. Bank Reconciliation:
    • Ensuring that all financial records, bank statements, and ledgers are up to date and balanced.
  5. Handling Petty Cash:
    • Monitoring and reconciling petty cash used for minor expenses.
  6. Liaising with External Bodies:
    • Communicating with NHS bodies, suppliers, accountants, and HMRC regarding financial matters such as reimbursements, VAT, and tax compliance.
  7. Financial Reporting:
    • Preparing financial reports, including profit and loss statements and cash flow analyses, for practice meetings and decision-making.
  8. Claims Management:
    • Managing claims and payments related to NHS contracts, Quality and Outcomes Framework (QOF), Enhanced Services, and other income streams.

Training

  1. Bookkeeping and Accounting Courses:
    • AAT (Association of Accounting Technicians) qualification offers comprehensive training in bookkeeping, payroll, and financial administration.  This can also be offered as an apprenticeship programme.  www.aat.org.uk
    • Online or local accounting courses that provide basic to advanced knowledge in financial management.
  2. NHS-Specific Finance Training:
    • Understanding NHS finance policies and frameworks, especially in relation to GP funding and reimbursements.
    • Courses provided by NHS or other healthcare training organizations that focus on finance in healthcare settings.
  3. Payroll Management Training:
    • Specific payroll courses to help administer PAYE, pensions, and employee benefits, including NHS pensions.
  4. Software Training:
    • Familiarity with financial software such as Sage, Xero, or QuickBooks.

Supervision Requirements

Although this role is fairly autonomous supervision would be provided by a Finance Manager, Practice Manager or GP Partner.

Learning and Development

Finance Administrators can progress to be Operational, Practice or Finance Managers

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