Bookkeeper & Accounts Administrator
Part-Time · In-Person · Sutton Coldfield
Role Bookkeeper & Accounts Administrator (part-time)
Location In-person at our office in Sutton Coldfield — fully on-site. This is not a remote or hybrid role.
Hours Approximately 1 day per week, with occasional additional time at month-end and VAT quarter-ends.
Reports to The Directors, working alongside our external accountant.
Employment type Part-time employee.
Salary Competitive — dependent on experience. [To be confirmed]
About the role
We are an established independent pharmacy group, operating a high-volume online (distance-selling) pharmacy and a community pharmacy branch. We handle sensitive financial and patient-related information every day, and we need our books kept accurate, reconciled and audit-ready.
This is a hands-on, in-person bookkeeping and accounts role for an experienced, trustworthy person who can own our day-to-day finance administration from end to end and work to a dependable weekly routine. Because of the confidential and regulated nature of what we handle — and so you can work closely with the directors — the role is based entirely at our office in Sutton Coldfield.
Location & working arrangement
- In-person, on-site: this role is performed at our Sutton Coldfield office. It is not available on a remote or hybrid basis.
- Why on-site: we handle confidential financial records and patient-related information and controlled documents, and we value close, day-to-day working with the directors.
- Pattern: one fixed, agreed day per week (with some flexibility around month-end and VAT quarter-ends).
Key responsibilities
Purchases & supplier reconciliation
- Process all supplier purchase invoices — pharmaceutical wholesalers, plus overheads, services and other suppliers.
- Reconcile invoices against monthly supplier statements; identify and resolve missing invoices, duplicates and discrepancies promptly, rather than letting them build up.
- Post purchases to QuickBooks, correctly coded by branch and expense category.
Sales & income
- Post online sales from the website to QuickBooks (weekly or monthly).
- Process and post the branch till / EPOS reports and NHS dispensing income to QuickBooks.
- Reconcile card takings / settlements and NHS (BACS) receipts to the amounts banked.
Bank & payments
- Perform regular bank reconciliations in QuickBooks, matching every receipt and payment.
- Flag unrecognised, duplicate or unusual transactions to the directors promptly.
VAT, reporting & liaison with the accountant
- Maintain records ready for quarterly VAT (a mostly zero-rated / VAT-repayment business) and support the return.
- Produce a monthly cash-flow statement and keep a rolling cash-flow position up to date.
- Prepare the periodic information our external accountant requires (VAT, year-end) and answer their queries quickly and in full.
Document control & record-keeping
- Keep all invoices, statements and supporting documents filed and organised in our document store, so any transaction can be evidenced on request.
General administration
- Provide general office and administrative support as required — for example filing, post, data entry, maintaining supplier and account records, and ad-hoc support to the directors.
What we're looking for
Essential
- Proven, hands-on bookkeeping experience running purchase and sales ledgers end to end.
- Confident, current QuickBooks user; competent with Excel / Google Sheets.
- Genuinely strong at reconciliations — bank, supplier statements and control accounts.
- Accurate, methodical and proactive — someone who chases discrepancies and keeps things current, not someone who waits to be told.
- Discreet and trustworthy with confidential financial and personal data.
- Reliable, and able to work in person at our Sutton Coldfield office to a consistent weekly routine.
Desirable
- AAT-qualified (or QuickBooks-certified / equivalent experience).
- Experience in pharmacy, healthcare or multi-site retail — NHS income, wholesaler statements, EPOS / till reconciliation.
- Familiarity with UK VAT for zero-rated / repayment businesses.
How we work & what we expect
- Ownership: you keep the books reconciled and current — nothing left unmatched at month-end.
- Accuracy first: postings are coded correctly and evidenced; the accountant should not have to correct your work.
- Communication: you flag issues early and clearly, and turn around queries promptly.
- Confidentiality: you handle all financial and patient-related information with strict discretion. A confidentiality agreement will form part of the role.
What success looks like
- Books reconciled and up to date every month, with nothing outstanding.
- Every transaction supported and correctly filed.
- Cash-flow and accountant reports delivered on time and accurate, with minimal follow-up.
Pay: From £24,420.00 per year
Benefits:
- Casual dress
- Free parking
- On-site parking
Work Location: In person