Job Description

Job Title: Finance Assistant

Reports To: Finance Manager

Location: India of Inchinnan

Contract Type: Permanent

Hours: 24hrs per week

Salary: 16,000.00

Job Purpose

To provide accurate, efficient, and timely financial and administrative support to the Abbeycare Finance Team. The Finance Assistant will assist in the maintenance of financial records, processing of invoices, payroll support, and management of client billing for Abbeycare clinics. This role plays a key part in ensuring that financial operations meet the standards of UK accounting principles, CQC (England) / Care Inspectorate (Scotland) compliance requirements, and Abbeycare's commitment to transparency and integrity in financial management.

Key Responsibilities1. Financial Administration

Process supplier invoices, staff expenses, and refunds accurately and in line with Abbeycare procedures.

Reconcile supplier statements and resolve any invoice or payment discrepancies.

Prepare payment runs and liaise with the Finance Manager for approval and authorisation.

Maintain accurate electronic and paper records of all financial transactions, ensuring compliance with the Data Protection Act 2018 and UK GDPR.

2. Income and Resident Billing

Support the preparation of client invoices and fee collection processes.

Record payments received from private individuals, local authorities, PMI and NHS funders.

Monitor debtors and assist with chasing outstanding balances in a professional and sensitive manner, maintaining confidentiality and empathy.

Ensure that client financial records are accurate and compliant with CQC / Care Inspectorate standards on transparency in fees and financial arrangements.

3. Payroll and Staff Expenses

Support payroll preparation by gathering timesheets, rota data, and absence records from our clinic managers.

4. Reporting and Financial Controls

Support the Finance Manager in maintaining robust internal controls and audit trails.

Prepare and update financial spreadsheets for monitoring budgets, petty cash, and expenditure across care homes.

5. Compliance and Sector Requirements

Ensure that financial practices adhere to CQC / Care Inspectorate expectations around any client finance management.

Support compliance with Health and Social Care Act 2008

Maintain confidentiality and uphold ethical financial conduct at all times.

6. General and Administrative Support

Respond promptly to queries from registered managers, suppliers, and local authority and private medical insurance finance teams.

Support finance-related projects, such as system migrations, efficiency improvements, or audit preparation.

Contribute to continuous improvement within the finance function, suggesting ways to streamline processes.

Uphold Abbeycare's values of respect, integrity, and accountability.

Person SpecificationIdeal

Previous experience in a finance or accounting support role.

Understanding of basic bookkeeping, reconciliations, and financial record keeping.

Proficiency in Microsoft Excel and Sage accounting software .

Strong attention to detail and accuracy in data entry.

Excellent organisational and time management skills.

Ability to maintain confidentiality and handle sensitive financial information appropriately.

Clear and professional communication skills.

Experience in the health or social care sector, ideally within a care home or multi-site setting.

Working knowledge of local authority funding, private medical insurance and social care billing systems.

AAT Level 2 or 3 qualification (or equivalent experience).

Understanding of payroll processes and statutory reporting requirements

Familiarity with CQC or Care Inspectorate standards relating to finance.

Key Relationships

Reports to: Finance Manager

Internal Contacts: Registered Managers, Payroll Team, CEO, Operations Director

External Contacts: Local Authorities, NHS Finance Teams, PMI Finance Teams, Suppliers, Auditors, CQC / Care Inspectorate Representatives

Legislative and Best Practice Frameworks

Companies Act 2006

HMRC PAYE and VAT Regulations

Health and Social Care Act 2008 (Regulated Activities Regulations 2014)

CQC Fundamental Standards / Care Inspectorate Quality Framework

Data Protection Act 2018 / UK GDPR

Finance Act 2024 (as applicable)

Additional Information

This job description is not exhaustive and may be amended from time to time in line with organisational requirements, regulatory changes, or operational needs. Any amendments will be made in consultation with the postholder and Finance Manager.

Job Types: Part-time, Permanent

Pay: 16,000.00 per year

Expected hours: 24 per week

Benefits:

Company pension Free parking On-site gym On-site parking Sick pay
Work Location: In person

Application deadline: 01/12/2025