Job Description

Role Summary

The Finance Assistant plays a key role in supporting the smooth day-to-day running of the Finance Department through administration, processing, and bookkeeping tasks. Working closely with the Finance Partner, this role provides vital administrative and organisational support, helping to coordinate departmental objectives and activities.

The postholder supports the Business Manager and Finance Partner in the effective management of the organisation's finances--enhancing efficiency, optimising financial performance, and contributing to the achievement of long-term strategic goals.

This role contributes to continuous improvement and innovation across financial operations, supporting business targets and promoting a profitable, efficient practice. The Finance Assistant upholds high standards in equality, diversity & inclusion (ED&I), sustainability, health, education and finance (SHEF), quality, confidentiality, and collaborative working, ensuring compliance with CQC regulations while promoting learning and service excellence.

Job Responsibilities

This list of responsibilities is indicative rather than exhaustive and may be amended reasonably to reflect the operational requirements of the business.

Core Financial Duties

Maintain and reconcile Sales and Purchase Ledgers daily. Conduct daily and monthly bank reconciliations, including investigating discrepancies and performing monthly bank statement controls. Reconcile and monitor Stripe payouts, including payout timing differences and account balances. Process petty cash reconciliations and all cash and cheque banking. Manage payables and payment run, ensuring timely and accurate processing. Perform asset depreciation calculations and prepare monthly journals. Reconcile balance sheet and profit & loss accounts, posting necessary adjustments. Maintain accurate financial records in Xero, including assigning income/expenditure to the correct account codes for all entities.

Reporting & Compliance

Prepare and distribute the full Monthly Management Report pack. Complete and present Quarterly Budget vs Actual reports to the Board. Assist with annual budget preparation and ad-hoc forecasting and cost analysis. Process quarterly VAT returns, including partial exemption calculations and journals. Prepare and post monthly payroll reallocation and payroll journals. Submit pension contributions, auto-enrolment filings, and payments to HMRC. Liaise with Morris Crocker accountants for annual accounts and end-of-year queries. Maintain compliance with CQC financial governance standards.

Payroll & People Support

Process monthly payroll, including payslip distribution, RTS filing, HMRC payments, and setup of bank payments. Manage People's Pension processing and submission. Handle auto-enrolment and payroll queries from staff. Maintain retainer payment records and ensure accuracy of allocations.

Consultants, Patients & Medico Legal

Perform month-end consultant fee calculations, including communication and distribution of reports. Manage DVLA pass-through account and distributions. Coordinate and manage Medico Legal appointments, end-of-month reconciliations, and potential wind-down planning. Chase private patient debt via email and telephone; lead debt collection projects. Assist with processing insurance claims, including HealthSpan submissions and fund distributions. Monitor and respond to accounts email inboxes (MRO and PGP). Handle patient and medico-legal case queries, providing accurate and timely financial responses.

Systems & Invoicing

Use Xero, Semble, Healthcode, Nephex, and Corex for billing, tracking, and case management. Maintain and update price lists across platforms (Xero, Semble). Generate and chase room rental and care home invoicing. Process Stripe and card terminal transactions, addressing payment discrepancies and refunds. Serve as a point of contact for reception regarding patient payments, refunds, and terminal issues.

Administrative & Procurement

Open, scan, and process incoming post for the finance department. Perform procurement for The Private GP Group, ensuring cost-efficiency. Maintain up-to-date supplier contracts and vendor information. Support general finance telephone queries from patients, suppliers, and internal teams. Attend and contribute to weekly/monthly meetings and provide updates on financial performance and risks. Ensure the integrity of ledgers, reconciliations, journals, and adjustments. Maintain strong collaborative working relationships with clinical, MRO, administrative, and management teams. Take a flexible approach to support ad-hoc assignments for Groves NHS & Private Partnerships, or special projects.

Knowledge, Skills & Experience

Essential Skills and Attributes

A strong understanding of core financial principles is fundamental to success in this role. Applicants must demonstrate the following:

Thorough attention to detail, ensuring high accuracy across all financial processes Excellent mathematical skills and strong numerical reasoning Ability to work independently and use initiative, particularly in time-sensitive tasks Strong customer service skills, with a professional and patient-facing communication style Flexibility, adaptability, and an open-minded approach to evolving responsibilities Ability to manage a fast-paced workload while maintaining quality and control A collaborative mindset and the ability to work well within a team Competence in using Microsoft Office (particularly Excel: VLOOKUP, SUMIF, COUNTIF, Pivot Tables) Working knowledge of industry-standard software such as Xero, Semble, Healthcode, Stripe, Corex, and Nephex

Experience Requirements

Experience working in a finance, accounting, or bookkeeping environment is highly desirable Alternatively, applicants must hold a relevant accounting qualification such as: AAT (Association of Accounting Technicians) CAT (Certified Accounting Technician) Diploma in Accounting or Finance Previous experience in an administrative or office-based role is essential Experience with financial reporting, reconciliation, and ledger management is advantageous Knowledge of payroll processing, VAT submissions, budgeting, and forecasting is beneficial Familiarity with NHS finance procedures, medico-legal billing, or private healthcare environments is desirable

Education and Training Requirements

A minimum of a Level 2 Foundation Certificate in Accounting (AAT or ACCA accredited) is preferred Candidates with a diploma or degree in Accounting, Finance, or Business Studies will be strongly considered Equivalent on-the-job experience or training, such as progression from an Accounts Assistant or Bookkeeper role, may be accepted in place of formal education Training through a finance apprenticeship or work-based learning scheme will also be considered

General

All staff at The Private GP Group are required to:

Familiarise themselves with the organisation's Policies and Procedures, accessible at any time via the internal system and SafeHR platform. Act at all times in accordance with The Private GP Group's policies, procedures, rules, and relevant statutory and regulatory obligations. Uphold and actively implement the organisation's Equal Opportunities, Anti-Harassment and Bullying, and Equality, Diversity and Inclusion (ED&I) policies. Ensure that patients and colleagues are treated with dignity, fairness, and respect, and that no person is discriminated against on the grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation. Recognise the rights of patients and families to be involved in decisions about their care and be treated without bias or prejudice. Accept that staff have a duty to treat colleagues and patients respectfully, while having the right to be treated fairly in recruitment, career progression, and daily interactions. Take responsibility for their own health, safety, and wellbeing, and for that of others in accordance with: Health and Safety at Work Act 1974 Environmental Protection Act 1990 Environment Act 1995 Fire Precautions (Workplace) Regulations 1999 Coronavirus Act 2020 Any other applicable health and safety legislation Promote and maintain a safe working environment in line with the organisation's Safety, Health, Environment and Fire (SHEF) framework, ensuring work areas are hazard-free and that risk assessments are completed where needed. Ensure the confidentiality and security of patient and organisational data, in accordance with GDPR and the organisation's confidentiality policy, and only disclose information when legally or professionally required. Be proactive in supporting the organisation's Quality and Continuous Improvement (CI) strategy by identifying, suggesting, and implementing process improvements that enhance patient care and operational effectiveness. Participate in audits, service reviews, root cause analyses, and serious incident investigations, contributing openly and constructively. Embrace collaborative working, understanding personal scope of practice, working effectively as part of a multidisciplinary team, and supporting colleagues across departments. Prioritise tasks, communicate clearly, and manage time efficiently to meet both individual and organisational objectives. Adhere to all service delivery standards and protocols, as outlined during induction and throughout the course of employment. Take personal responsibility for security, including safeguarding access codes, passwords, and physical access to restricted areas. Immediately report any suspicious activity or breaches of security to a line manager. Maintain a high standard of professional conduct at all times, including appropriate appearance and interpersonal communication. Participate fully in the induction programme, supported by the practice management team. Undertake mandatory and role-specific training, assess personal learning needs, and take part in relevant courses or CPD opportunities. Share knowledge with colleagues and provide mentorship where appropriate, helping to build a culture of shared learning and professional development. Use technology and practice systems (e.g., Xero, Semble, Healthcode) effectively for planning, monitoring, and presenting information. Attend and contribute to team and staff meetings regularly, sharing insights and supporting a collaborative culture. Undertake other duties appropriate to the role, depending on service demands, business needs, and the post-holder's competencies. Demonstrate flexibility and a solution-focused attitude in support of broader practice needs, including ad-hoc projects across the Groves Group or joint initiatives with partner organisations.
Job Types: Part-time, Permanent

Pay: 14.00-16.00 per hour

Expected hours: 21 per week

Benefits:

Additional leave Company pension Cycle to work scheme Free parking On-site parking Work from home
Schedule:

Monday to Friday No weekends
Work Location: Hybrid remote in New Malden, KT3 3TX

Application deadline: 19/06/2025
Reference ID: Finance Assistant