Finance Assistant in Dorking

An opportunity has arisen for the position of a Practice Finance Assistant (up to 37.5 hours per week) to join our experienced team. We are looking for someone who is motivated, conscientious, flexible and has excellent communication skills, with strong attention to detail and confidence working with financial systems. NHS experience is beneficial but not essential; however, the successful candidate must be highly self‑motivated, organised and able to manage competing priorities. Training will be provided.

In order to deliver our vision, you will be supported in your role by four experienced GP Partners and work closely with the Operations Manager, Assistant Operations Manager and our accountants, helping to ensure the practice remains financially sustainable and compliant.

Main duties of the job

• Processing key practice income streams and claims (e.g. QOF, enhanced services, prescribing/dispensing claims, insurance reports, GP trainee claims).
• Monitoring outstanding payments and debtors; investigating discrepancies and chasing overdue income.
• Verifying and coordinating supplier invoices, statements and expenses; preparing and recording payments.
• Maintaining accurate financial records and reconciling bank statements within the practice accounting system (including Xero).
• Supporting payroll processing, HMRC submissions/returns (including RTI) and liaising on staff pay queries.
• Supporting NHS Pensions administration and relevant submissions via PCSE, where applicable.
• Maintaining VAT records and supporting VAT returns, where required.
• Working with the Operations Manager and the Assistant Operations Manager to triage and appropriately delegate/track key external correspondence (e.g. NHSE/PCSE/ICB/LMC) received into the Practice Manager inbox.
• Identifying opportunities to improve systems, strengthen financial controls and support cost‑saving initiatives.

About us

Dorking Medical Practice is a well‑established innovative Primary Care provider serving a total of 11,300 patients in Dorking, Box Hill and Westcott. The organisation has a mission to provide excellent patient services with a focus on holistic and evidence‑based medical care in a friendly, safe and family‑centred environment.

Job responsibilities

• Managing and processing financial claims and income streams (QOF, enhanced services, dispensing/prescription claims, insurance reports, GP trainee claims, etc).
• Monitoring outstanding payments and debtors.
• Verifying and coordinating supplier invoices and expenses.
• Supporting cost‑saving initiatives and financial planning.
• Maintaining accurate financial records and liaising with the practice accountants.
• Overseeing pensions, HMRC returns, and financial compliance.
• Oversee day‑to‑day finance operations.
• Handling the financial systems for the practice, including staff payroll and Xero.
• Liaise with the accountants to ensure VAT records and returns are correct.
• Supporting the Operations Manager in dealing with emails sent to Practice Manager from e.g. NHSE, PCSE / Capita, CCG and LMC - to forward, delegate, manage and audit.

He/she must maintain a high level of professionalism and integrity.

Person Specification

Qualifications

• Good standard of education with excellent literacy and numeracy skills.

Experience

• Experience of working with the general public.
• Experience of working in a health care setting.
• Experience of managing large multidisciplinary teams.
• Experience of performance management, including appraisal writing, staff development and disciplinary procedures.
• Experience of workforce planning, forecasting and development.
• Experience of chairing meetings, producing agendas and minutes.

Skills

• Ability to exploit and negotiate opportunities to enhance service delivery.
• Excellent communication skills (written, oral and presenting).
• Excellent leadership skills.
• Strategic thinker and negotiator.
• Ability to prioritise, delegate and work to tight deadlines in a fast‑paced environment.

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.
• Sensitive and empathetic in distressing situations.
• 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, including team building sessions.

Other Requirements

• Flexibility to work outside core office hours.
• Maintains confidentiality at all times.
• Full UK driving licence.

Qualifications

• Educated to degree level in healthcare or business.
• Relevant management of finance qualification.

Experience

• NHS/primary Care experience.
• Relevant health and safety experience.
• Experience of strategic business planning.
• Experience of working with regulatory bodies preparing for inspections.

Skills

• SystemOne.
• Project Management.

Other requirements:

• Disclosure and Barring Service Check. This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.