JOB TITLE: Finance Officer
ACCOUNTABLE TO: Finance Manager & Managing Director
Company: Hatfield Haven Limited
The successful candidate will be required to develop a strong understanding of how Haven Care Homes operates across its five care home locations, particularly in relation to financial administration, occupancy management, and operational finance processes.
The Finance Officer will develop a strong understanding of Haven Care Homes’ operations across Hatfield Haven Care Home, focusing on financial administration and occupancy-related processes. The role involves working closely with care home managers, staff, suppliers, and the central finance team to ensure accurate financial processing, record keeping, and communication of financial information.
The post holder will maintain and organise financial documentation, support consistent application of financial procedures, and assist in improving the efficiency of financial processes across all care homes. They will also act as a key link between operational teams and finance, ensuring accurate and timely financial information is shared and recorded. The role is based at the Greenford Head Office with occasional visits to care homes when required.
PURPOSE:
To provide efficient and accurate financial administration support across Haven Care Homes by maintaining financial records, processing transactions, monitoring income and expenditure, and ensuring compliance with company procedures. The Finance Officer supports the smooth operation of financial processes across multiple care home locations, helping to maintain accurate documentation, perform reconciliations, manage occupancy-related records, and facilitate effective communication between finance and operational teams. Through strong financial administration and process support, the role contributes to the organisation's financial stability, operational efficiency, and informed decision-making.
JOB SUMMARY
1. Provide comprehensive financial administration and operational finance support across Hatfield Care Home.
2. Manage day-to-day financial activities, ensuring accurate processing of invoices, payments, receipts, and financial transactions.
3. Maintain accurate financial records and support effective cash flow management.
4. Monitor income and expenditure and ensure compliance with company policies, procedures, and financial controls.
5. Work closely with care home managers, administrators, suppliers, residents' representatives, and senior management to support financial operations including processing financial assessments for new private residents’ admissions
6. Ensure financial and operational information is accurately recorded, maintained, and reported in a timely manner. Support accounts payable and accounts receivable functions, including invoice processing, payment administration, and account reconciliations.
- Maintain occupancy-related records and ensure resident information is accurately updated and aligned with financial records and reviewing annual fee increase for private and funded residents.
- Assist with the preparation of financial reports, reconciliations, monthly local authority remittance reconciliations and management information as required.
9. Contribute to the continuous improvement of financial and administrative processes by identifying opportunities to enhance efficiency and accuracy.
10. Develop and maintain a strong understanding of the organisation's financial and operational procedures to support business objectives.
11. Maintain accurate documentation and records to support audits, inspections, and internal reviews.
12. Communicate effectively with internal departments and external stakeholders to support the smooth operation of finance-related activities such as corresponding with councils for the annual fee uplift
13. Demonstrate strong organisational, analytical, and problem-solving skills while managing multiple responsibilities across several locations.
14. Be based primarily at the Head Office in Greenford, with occasional travel to care home sites to support financial administration and operational
Key Responsibilities:
Financial Administration
- Process supplier invoices, sales invoices, receipts, and financial transactions using Xero.
- Prepare and process BACS payments in accordance with company procedures.
- Maintain accurate financial records and supporting documentation for all care homes.
- Monitor outstanding debtor and creditor balances and assist with query resolution.
Account Reconciliations
- Perform regular reconciliations of bank accounts, creditor accounts, debtor accounts, credit cards, and petty cash.
- Investigate and resolve discrepancies promptly to ensure accuracy of financial records.
Cash Flow and Reporting Support
- Monitor daily cash flow activities across all care homes.
- Assist in the preparation of financial reports and management information.
- Ensure financial data is recorded accurately and within required timescales.
Occupancy and Resident Records
- Maintain accurate occupancy registers, including admissions, discharges, and resident information.
- Ensure occupancy records align with resident billing and financial records.
Process and Administrative Support
- Support the improvement of financial and administrative processes to enhance efficiency and accuracy.
- Maintain organised financial and operational records in line with company procedures.
- Assist with audits, inspections, and information requests as required.
Stakeholder Support
- Work collaboratively with care home managers, administrators, suppliers, and internal departments.
- Provide financial and administrative support to ensure the smooth operation of care home services.
Compliance
- Ensure all activities comply with company policies, financial controls, and confidentiality requirements.
- Undertake other duties appropriate to the role as reasonably required.
Essential Skills and Competencies
Financial Administration Skills
- Sound understanding of accounts payable and accounts receivable processes.
- Experience processing invoices, payments, and financial transactions.
- Knowledge of account reconciliations, banking processes, and financial record management.
- Ability to maintain accurate and well-organised financial documentation.
Technical Skills
- Proficiency in Xero accounting software or similar accounting systems.
- Excellent IT skills.
- Strong Microsoft Excel skills, including data management and reporting.
- Good working knowledge of Microsoft Office applications.
- Ability to produce accurate financial records and administrative reports.
Organisational Skills
- Excellent attention to detail and accuracy.
- Strong time management and prioritisation skills.
- Ability to manage multiple workloads across several locations.
- Ability to meet deadlines while maintaining high standards of work.
Communication Skills
- Strong verbal and written communication skills.
- Ability to communicate effectively with colleagues, managers, suppliers, and external stakeholders.
- Ability to explain administrative and financial processes clearly and professionally.
Personal Attributes
- Professional, reliable, and trustworthy.
- High level of integrity and confidentiality.
- Strong problem-solving and analytical abilities.
- Flexible and adaptable approach to work.
- Ability to work independently and collaboratively within a team environment.
Qualification and Experience Required
· Educated to degree level or equivalent in Business administration or Finance (Level 6 or above qualification)
· Minimum 01 years’ experience in a finance administration, accounts, bookkeeping, or financial support role.
· Experience using Xero or similar accounting software.
· Experience processing BACS payments and maintaining financial records.
· Experience performing reconciliations and managing financial documentation.
· Experience handling confidential financial information.
· Experience supporting multiple departments, sites, or operational functions.
· Priority is given to Candidates who have experience in Care Home Operations.
· Knowledge of Office 365 applications
Please note that this Job Description will be subject to continuing review and development.
Job Types: Permanent, Full-time
Pay: £25,500.00-£27,500.00 per year
Application question(s):
- Do you have experience in XERO Accounting software ?
- Do you have experience in working in health Care Sector - specially Residential Care Home Finance and Admin Operations ?
Education:
Experience:
- Finance Management & Accounting: 2 years (required)
