Job Description: Administration Assistant/Bookkeeper

JOB DESCRIPTION: ADMINISTRATION ASSISTANT/BOOKKEEPER REPORTING TO: OFFICE MANAGER RESPONSIBLE FOR: NONE

The purpose of this position is to serve as an Administration Assistant and Bookkeeper, being directly responsible to the Office Manager. As well as book keeping duties you will provide day to day administrative support for all members of the management team as needed. In addition to routine tasks that need performing on a weekly/monthly basis, this role demands a very flexible approach to the varying demands of such a busy practice.

MAJOR GOALS To support the Office Manager by providing timely and accurate financial information to ensure prompt supplier payments and complete monthly management reports.

To be efficient, pleasant, courteous, polite, concerned and helpful to all clients, suppliers and external contacts, under all conditions at all times.

To treat all practice personnel with the same respect and consideration as above.

To actively promote our services, personnel and products, both in and out of the practice at all times.

MAJOR DUTIES/RESPONSIBILITIES Finance

 Bookkeeping (mainly purchase ledger and Company Barclaycard) using Sage Line 50.

 Petty Cash

 Assist with daily takings & weekly banking

 Post cheques received & issue any refunds

 Assist with credit control processes

 Maintain an up to date and suitable filing and archiving system for financial and general practice records. Understand the requirements for security and keeping financial records for Inland Revenue, HM Customs and Excise and the DSS.

 Help to provide any additional information over and above routine book keeping, e.g. stock on hand figures for drugs and stationery plus any outstanding debts for the management accounts.

 Analysis of each individual vet’s turnover on a monthly basis, to include days worked, consultations, number of procedures and no-charge consultations, plus vaccinations. Transfer on to annual comparison sheets via Voyager computer system.

 Sending out monthly statements to veterinary surgeries with regard to outstanding invoices for radiograph reports. Willows Referral Service CPD Provision

Supporting the Office Manager with the organisation and attendance at the practice’s continuing professional development meetings for veterinary surgeons and nurses from other practices. This may include:

 Booking sponsors’ places in the seminar room

 Acknowledging on-line registrations and creating a delegate list

 Setting up the seminar room ready for each event

 Being present at all such marketing events to meet and greet the delegates/guests and maintain a register

 Preparing and issuing certificates of attendance

General/Office (shared duties)

 Regular filing

 Daily scanning & importing of documents

 Opening and distributing received post

 Photocopying and laminating. This may be at an external supplier

 Web based research

 Stationery stock control and ordering

 Support colleagues with insurance queries as necessary.

 Evidence gathering and filing (this may involve telephoning/e-mailing professional bodies such as the RCVS/BVNA etc.)

 Producing/amending/printing memos, forms and notices.

 Staff information memos as necessary

 Updating handwritten changes to paperwork on the computer

 Miscellaneous tasks as required by Partners and or Practice Manager and the Management team.

 Follow Employee General Guidelines & Practice Policies at all times. PERSON SPECIFICATION

JOB TITLE – Administration Assistant/Bookkeeper

SPECIFICATION ESSENTIAL DESIRABLE Experience At least two year’s experience within Previous employment within a an office based environment veterinary environment performing book keeping duties

Knowledge Demonstrable competency with use Client based systems (veterinary, of Sage Line 50, Word, Excel & doctor, dentist etc) & Power-point outlook

Qualifications Good level of general education – at Book keeping qualifications from least GCSE grade C or equivalent in college or a recognised provider English, Maths and IT such as Pitman or SAGE

Skills & Abilities Accuracy and attention to detail Ability to prioritise and work to deadlines Good communication skills Flexible approach to work

Other qualities Discretion and confidentiality