Job summary
An exciting opportunity has arisen to join The Dudley Group as a key part of our Accounts Receivable Department within the Finance Department based at Russells Hall Hospital.
Our Finance Department has recently received the Future Focussed Finance (FFF) Accreditation Level 1 and is currently working towards Level 2.
The Accounts Receivable Team is responsible for securing the clinical and non-clinical income for the Trust, its subsidiary company Dudley Clinical Services Limited and its charity Dudley Group NHS Charity by communicating with colleagues to ensure all information is obtained in a timely manner to enable prompt invoice raising for services provided. The Team also issue reminder letters and statements as well as resolving queries and enquires relating to sales invoices and debt recovery.
The post holder will play a key role managing their own customer portfolio and provide support to the Accounts Receivable Manager to play an integral part in the delivery of an excellent accounts receivable service. As well as taking lead responsibility for a customer portfolio, the post holder will participate in initiatives to enhance the delivery of objectives for the team.
You should have experience in managing an accounts receivable portfolio and have excellent communication and organisational skills.
Main duties of the job
To deliver a high standard of accounts receivable portfolio management.
The post holders
1. will support the Department's responsibility for securing income receipt for the Trust, its subsidiary company Dudley Clinical Services Limited, and its charity Dudley Group NHS Charity through communication with external clients as well as internal colleagues from various departments within the Trust, ensuring that invoices are paid in a timely manner and to resolve credit queries.
2. will be responsible for designated accounts receivable client portfolios including the provision of invoices, credit notes and debt recovery.
About us
At the Dudley Group our patients and staff are at the heart of all that we do and that is to provide a world class service that aligns with our vision of "excellent health care, improved health for all". We are seeking to recruit staff who share our vision and values of making Dudley Group an incredible workplace.
As part of the NHS People Promise, your wellbeing is our priority, and we are committed to ensuring our employees achieve a healthy work-life balance supported by our flexible working options and by making reasonable adjustments where possible. We believe no-one should have to sacrifice family, friends, or their personal interests for work. We are a modern employer able to attract and retain high quality staff through our commitment to the NHS People Promise.
As an employer, we foster an inclusive environment where everyone feels valued, supported, and empowered to contribute their best. We want to ensure that our workforce is representative of the population we serve. More information - inclusive practice people promise.
Dudley Group offer many opportunities for our staff to develop and grow within their roles through our Learning & OD Team. These include topics such as communication, wellbeing, team development, cultural competency, and values.
Please click below to view our EDI page: Equality, Diversity, and Inclusion - The Dudley Group NHS Foundation Trust (
Job description
Job responsibilities
Principal Duties & Responsibilities
3. Responsible for designated accounts receivable client portfolios including the provision of invoices, credit notes and debt recovery.
4. Uses the Sales Ledger, Cash Management Ledger, and Microsoft Office suite of software, and scanning facilities to ensure accurate electronic record keeping, workflow and time management.
5. Respond promptly to correspondence (telephone calls, e-mails & letters), queries and enquiries relating to outstanding sales invoices, interrogating finance systems as required, ensuring good relationships with debtors and other external bodies other NHS organisations.
6. Raise sales invoices and credit notes relating to specific organisations for whom the Trust has provided a service, promptly, and in accordance with Trust procedures.
7. Participate in training from the Trust VAT Advisors to ensure that all invoices are raised in accordance with VAT legislation/guidelines.
8. Ensure reminder letters and monthly statements are produced as required. Pursue outstanding debts following Trust procedures using appropriate systems.
9. Participate in chasing individuals / departments for submission of invoices due to be raised.
10. In liaison with the Head of Financial Services, set up instalment payment plans where this represents the only possibility of securing payment of a debt.
11. Monitor existing instalment payment plans, ensuring all paperwork is completed and returned by the customer and alerting the Head of Financial Services and Accounts Receivable Manager to any break in agreed payments.
12. In liaison with departments / divisions investigate queries relating to outstanding sales invoices, cancelling, reducing or crediting incorrect sales invoices as necessary.
13. Participate in meetings with portfolio clients to secure settlement of outstanding debts.
14. Completion of relevant documentation for debt escalation, and where relevant for court referral or write off, and preparation of adjustments to account for provision of irrecoverable debts.
15. Provide support and information in an accurate and timely manner to Senior Managers.
16. Responds to routine queries from staff, customers and patients as required, dealing with any contentious and sensitive issues in the appropriate manner.
17. Ensures Trust policies & procedures, and financial timescales, are maintained.
18. Plans own daily workload, with effective scheduling of priority tasks.
19. Works with little direct supervision, referring more complex queries to the Accounts Receivable Manager.
Staff Management and Responsibilities
Communicates statutory financial regulations and NHS rules in a simplified form to finance and non-finance people, explaining any complicated financial matters concerning invoices raised.
Support for Trust Activities
20. Take the lead role for the issue of invoices and credit notes from the Sales Ledger System.
21. Set up new customers on the Sales Ledger as required.
22. Take the lead role for debt recovery for the customer portfolio.
23. Issue correspondence and calculate applicable interest due on outstanding debts.
24. To provide monthly management reports and updates, and participate in the monthly debt review meetings with senior management.
25. To provide weekly updates on the customer portfolio to the Accounts Receivable Manager in readiness for the Cash Meeting.
26. To provide cover across other colleagues customer portfolios as required.
27. To provide support and assistance to the Accounts Receivable Manager as and when required.
28. To be familiar with the organisation of the Hospitals within the Trust and in particular the duties of immediate colleagues, thus, enabling efficient and flexible administration by substituting and deputising within the Finance Directorate, as required, without compromising the Standing Financial Instructions.
Person Specification
Qualificaitons and Eduation
Essential
29. NVQ Level 3 in Business Administration or equivalent qualification/experience
Knowledge and Training
Essential
30. Good working knowledge of Microsoft Office applications, and Finance systems
Experience
Desirable
31. Experience of working in a Finance Department or Accounts Receivable Team
Communication and Relationship Skills
Essential
32. Able to work collaboratively with other team members
Analytical and Judgement Skills
Essential
33. Display confidence in own judgement but responds constructively to alternative ideas.
Planning and Organisational Skills
Essential
34. Excellent time management skills, and ability to adhere to strict deadlines whilst working in a challenging and busy office environment.
35. Excellent organisational skills, being able to manage own workload.
Physical Skills
Essential
36. Good written and verbal communication skills. Deals with people professionally.
Equality, Diversity, Inclusion and Trust Values
Essential
37. Able to provide safe, caring, and effective services.
38. Values and behaviours that reflect the Trust values of Care, Respect and Responsibility.
39. Commitment to creating a diverse and inclusive workplace that is free from discrimination and where people feel they belong, and their contribution is valued.