Job description

Job responsibilities

Key Responsibilities

Financial Administration and Bookkeeping

Maintain accurate and up-to-date financial records using the organisation's accounting system, which is currently Xero.

Maintain the general ledger, purchase and sales ledgers, and fixed asset register.

Process purchase and sales invoices, receipts, payments, journals, income and expenditure transactions.

Perform regular bank reconciliations, monthly reconciliations, and maintain petty cash records where applicable.

Monitor outstanding debtor and creditor balances and support effective cash flow administration.

Ensure all financial records and supporting documentation are maintained in accordance with organisational policies and accounting standards.

Produce routine financial reports and financial information to support management decision-making.

Assist the Managing Director and Finance Director with budgeting, forecasting, year-end accounts preparation, audit requirements, and other financial reporting.

Payroll Administration

Prepare the monthly payroll accurately and within required timescales.

Maintain payroll records, including pension contributions, statutory deductions, leave records, and employee payroll information.

Process statutory payments and ensure HMRC and pension submissions are completed accurately and on time.

Ensure payroll processes comply with relevant employment legislation and statutory requirements.

Financial Reporting and Board Support

Prepare financial reports, reconciliations, and management information under the direction of the Board of Directors.

Compile financial papers and supporting information for Board and Finance Committee meetings.

Support the implementation of finance-related actions arising from Board meetings.

Stakeholder Liaison

Act as a key finance contact for external accountants, auditors, banks, HMRC, pension providers, and other relevant regulatory or financial bodies.

Build and maintain effective working relationships with internal and external stakeholders on finance-related matters.

Compliance and Financial Controls

Ensure compliance with the organisation's financial policies, procedures, and statutory requirements.

Support the maintenance of effective internal financial controls and confidentiality of financial information.

Assist with internal and external audit processes and respond to requests for financial information.

Systems and Continuous Improvement

Support the effective operation and maintenance of the organisation's accounting and financial systems.

Identify opportunities to improve financial processes, systems, and administrative procedures.

Undertake any other finance-related duties appropriate to the role, as directed by the Managing Director or Finance Director.

Responsibilities Excluded

The Finance Officer will not:

Authorise payments.

Manage budgets.

Develop financial strategy.

Make investment decisions.

Hold delegated financial authority.

Supervise finance staff (unless separately agreed).

These responsibilities remain with the Managing Director and Finance Director.

Person Specification

Personal Attributes

Essential

• Trustworthy, honest, and able to demonstrate high levels of integrity.
• Professional, discreet, and dependable.
• Methodical, well organised, and able to work accurately under pressure.
• Proactive, adaptable, and solution-focused.
• Collaborative, approachable, and customer-focused.
• Flexible and willing to support the wider organisation as required.

Key Competencies

Essential

• Financial administration and bookkeeping
• Payroll administration
• Ledger management and reconciliations
• Financial reporting
• Financial systems and accounting software
• Budget support and monitoring
• Regulatory compliance and financial controls
• Board and senior management support
• Stakeholder communication and relationship management
• Planning, organisation, and time management
• Accuracy and attention to detail
• Problem-solving and continuous improvement
• Confidentiality and professional integrity
• Teamwork and collaborative working

Knowledge

Essential

• Sound knowledge of double-entry bookkeeping and basic accounting principles.
• Understanding of payroll legislation, statutory deductions, NHS pensions, and HMRC requirements.
• Understanding of financial controls, reconciliations, and maintaining accurate financial records.
• Awareness of confidentiality and data protection requirements relating to financial information.

Experience

Essential

• Experience of NHS financial administration, bookkeeping, and maintaining accurate accounting records.
• Experience maintaining general, purchase, and sales ledgers, including processing financial transactions and journal entries.
• Experience of payroll administration, including statutory payments, NHS pension contributions, and HMRC submissions.
• Experience carrying out bank reconciliations and maintaining financial control records.
• Experience using computerised accounting systems such as Xero or similar financial software.
• Experience preparing financial reports, reconciliations, and management information.
• Experience supporting year-end accounts preparation and working with external accountants and auditors.
• Experience preparing financial information for senior managers, Boards, or Finance Committees.
• Proficient in Microsoft Excel and other Microsoft Office applications.

Desirable

• Experience of working within a charity, social enterprise, NHS, or not-for-profit organisation.
• Experience of budget preparation and budget monitoring.
• Experience of external audit processes.
• Experience using Xero payroll software

Qualifications

Essential

• AAT qualified or working towards a professional accounting qualification (e.g. ACCA, CIMA, or equivalent).
• GCSE (or equivalent) in English and Mathematics

Skills

Essential

• Excellent numerical, analytical, and problem-solving skills.
• High level of accuracy and attention to detail.
• Strong organisational and time management skills, with the ability to prioritise workloads and meet deadlines.
• Excellent written and verbal communication skills.
• Ability to explain financial information clearly to non-financial colleagues and stakeholders.
• Ability to work independently while contributing effectively as part of a team.
• Ability to handle confidential information with discretion and professionalism.

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.

Employer details

Employer name

Bradford Care Alliance

Address

Hillside Bridge Health Centre

1st Floor, 4 Butler Street West

Bradford

West Yorkshire

BD3 0BS

United Kingdom

Employer's website

http://bradfordcarealliance.org/ (Opens in a new tab)

Job description

Job responsibilities

Key Responsibilities

Human Resources

Manage the end-to-end recruitment process including:

Advertising vacancies

Shortlisting applicants

Coordinating interviews

Issuing offer letters and contracts:

• Ensure safer recruitment practices are followed in line with NHS and CQC expectations.
• Coordinate pre-employment checks including:

1. DBS checks
2. Right to Work
3. References
4. Occupational Health clearance
5. Professional registration checks

• Maintain accurate HR records and personnel files, and add to TeamNet
• Manage employee onboarding and induction programmes.
• Support managers with probation reviews.
• Coordinate employee offboarding processes.
• Maintain absence records and support sickness management.
• Administer annual leave records where required.
• Monitor contract renewals and changes.
• Support payroll by providing accurate HR information.
• Maintain confidentiality in accordance with GDPR.

Employee Relations

Provide first-line HR advice on:

• Attendance
• Conduct
• Capability
• Performance
• Grievance issues
• Disciplinary matters
• Flexible working requests
• Family leave

Support managers by:

• Preparing HR documentation
• Taking meeting notes
• Advising on company policies
• Escalating complex issues where appropriate

Compliance

Ensure organisational compliance with:

• Employment Law
• NHS Workforce Standards
• Care Quality Commission (CQC) requirements (where applicable)
• Information Governance requirements
• GDPR
• Health and Safety requirements
• Equality Act
• Safeguarding requirements

Maintain compliance trackers for:

• DBS renewals
• Mandatory training
• Professional registrations
• Right to Work documentation
• Visa expiry dates
• Appraisals
• Probation reviews

Carry out regular HR compliance audits.

Prepare evidence for:

• NHS contract monitoring
• CQC inspections
• Internal audits
• External audits

Recruitment

• Coordinate recruitment campaigns.
• Develop job descriptions and adverts.
• Maintain relationships with recruitment agencies.
• Support workforce planning.

Monitor recruitment KPIs including:

• Time to hire
• Vacancy rates
• Staff turnover

Learning and Development

Coordinate mandatory training including but not restricted to:

• Safeguarding
• Information Governance
• Equality & Diversity
• Basic Life Support
• Infection Prevention and Control
• Fire Safety
• Manual Handling
• Monitor compliance rates.
• Arrange refresher training.

Maintain training records.

Policies and Governance

Assist with:

• Reviewing HR policies
• Updating procedures
• Policy implementation
• Staff handbook maintenance alongside Mentor
• Ensure HR documentation remains legally compliant.

General Administration

• Maintain HR systems.
• Prepare reports including:
• Workforce metrics
• Recruitment statistics
• Compliance reports
• Absence reports
• Staff turnover reports
• Support organisational projects as required.
• Undertake any other duties appropriate to the role.

Key Performance Indicators (KPIs)

The postholder will be expected to achieve:

• 100% compliant recruitment files
• 100% Right to Work compliance
• 100% DBS compliance
• Mandatory training compliance above 95%
• Timely completion of probation reviews
• HR records maintained accurately
• Recruitment completed within agreed timescales
• Low levels of HR documentation errors
• Successful completion of internal and external compliance audits
• Positive manager feedback regarding HR support

Person Specification

Knowledge

Essential

• Employment legislation
• GDPR
• Equality Act
• Recruitment best practice
• Right to Work requirements
• DBS processes
• Basic employee relations processes
• HR record keeping

Desirable

• NHS Employment Standards
• NHS Workforce Race Equality Standard (WRES)
• NHS People Plan
• CQC Fundamental Standards
• Safeguarding legislation
• NHS contract requirements

Experience

Essential

• Previous HR administration experience
• Recruitment experience
• Managing employee records
• Advising on basic HR matters
• HR compliance monitoring
• Working with confidential information
• Experience using HR systems
• Experience supporting managers

Desirable

• Experience working in healthcare
• Experience within NHS services
• Experience preparing for audits
• Experience with CQC compliance
• Experience in regulated environments

Skills

Essential

• Excellent organisational skills
• Strong communication skills
• Excellent written English
• Ability to prioritise workload
• High attention to detail
• Problem-solving skills
• Good interpersonal skills
• Ability to work independently
• Excellent Microsoft Office skills
• HR database experience

Desirable

• Producing high quality meeting minutes

Qualifications

Essential

• CIPD Level 3 qualification minimum
• GCSE English and Mathematics

Desirable

• CIPD Level 5
• HR qualification
• Compliance qualification

Personal Attributes

Essential

• Professional and approachable
• Trustworthy
• Discreet and confidential
• Reliable
• Flexible
• Well organised
• Calm under pressure
• Proactive
• Team player
• Committed to continuous improvement

Values

Essential

• Integrity
• Respect
• Compassion
• Accountability
• Excellence
• Inclusion
• Continuous Improvement

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.

Employer details

Employer name

Bradford Care Alliance

Address

Hillside Bridge Health Centre

1st Floor, 4 Butler Street West

Bradford

West Yorkshire

BD3 0BS

United Kingdom

Employer's website

http://bradfordcarealliance.org/ (Opens in a new tab)