Principal Duties & Responsibilities
1. Responsible for designated accounts receivable client portfolios including the provision of invoices, credit notes and debt recovery. 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.
2. 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 e.g. other NHS organisations.
3. 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. Participate in training from the Trust VAT Advisors to ensure that all invoices are raised in accordance with VAT legislation/guidelines. Ensure reminder letters and monthly statements are produced as required. Pursue outstanding debts following Trust procedures using appropriate systems.
4. Participate in chasing individuals/departments for submission of invoices due to be raised. 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. 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. In liaison with departments/divisions, investigate queries relating to outstanding sales invoices, cancelling, reducing or crediting incorrect sales invoices as necessary.
5. Participate in meetings with portfolio clients to secure settlement of outstanding debts. 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. Provide support and information in an accurate and timely manner to Senior Managers. Respond to routine queries from staff, customers and patients as required, dealing with any contentious and sensitive issues in the appropriate manner.
6. Ensures Trust policies & procedures, and financial timescales, are maintained. Plans own daily workload, with effective scheduling of priority tasks. Works with little direct supervision, referring more complex queries to the Accounts Receivable Manager.
Staff Management and Responsibilities
1. 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
1. Take the lead role for the issue of invoices and credit notes from the Sales Ledger System. Set up new customers on the Sales Ledger as required. Take the lead role for debt recovery for the customer portfolio. Issue correspondence and calculate applicable interest due on outstanding debts.
2. To provide monthly management reports and updates, and participate in the monthly debt review meetings with senior management. To provide weekly updates on the customer portfolio to the Accounts Receivable Manager in readiness for the Cash Meeting. To provide cover across other colleagues' customer portfolios as required. To provide support and assistance to the Accounts Receivable Manager as needed.
3. To be familiar with the organization of the Hospitals within the Trust and in particular the duties of immediate colleagues, thus, enabling efficient and flexible administration by substituting and deputizing within the Finance Directorate, as required, without compromising the Standing Financial Instructions.
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