Job summary
We are looking to recruit an enthusiastic, proactive Finance/Admin Officer to join our team in the busy Pathology Department at Queen Alexandra Hospital. You will use your excellent communication and administrative skills to identify income due to Pathology from private patients and other customers and will ensure that invoices are raised in a timely manner. You will also provide high quality administrative support including meeting organisation and minute taking. You will work with the departmental Administrator/Supervisor to train staff members in all areas of the department to ensure that a quality service is maintained and KPI targets are met. An NVQ level 3 in business administration or similar or AAT level 3 are required together with ECDL/ICDL or equivalent.
The role is full-time worked over Monday to Friday from 9:00 until 17:00 with some flexibility required to cover from 8:30 when necessary.
We are a small but friendly and supportive team. If you are looking to take the next step in your career or wishing to gain wider experience within a different area this could be the role for you.
For informal enquiries please speak with Jane Loader, Support Services Manager, on 023 9228 6057 of if you prefer you can contact her via email at jane.loader@porthosp.nhs.uk.
Main duties of the job
- To identify all income due to Pathology from private patients and other customers and ensure that invoices are raised in a timely manner.
- To provide high quality administrative support.
About us
The Trust is committed to driving excellence in care for our patients and communities and was rated good by the Care Quality Commission report published 2020 and became a University Hospital. We are ranked as the third in the country for research; embedding education and training across the organisation and we continuously strive to achieve our core values which are at the heart of everything we do. The Trusts main hub is the Queen Alexandra Hospital, starting life as a military hospital over a century ago and now one of the largest hospitals on the south coast and you may have seen us on the TV series Nurses on the Ward. The Trust provides comprehensive secondary care and specialist services to a local population of 675,000 people across South East Hampshire. The Trust employs over 8,000 staff and are #ProudtobePHU; our patients come from all walks of life and so do we. We hire great people from a wide variety of backgrounds, not just because its the right thing to do, but because it makes our hospital stronger. If you share our values and our enthusiasm for providing outstanding care and support for patients, colleagues and our community you will find a home at PHU. In recruiting for our team, we welcome the unique contributions that you can bring in
terms of your education, opinions, culture, ethnicity, race, sex, gender
identity and expression, nation of origin, age, languages spoken, veterans
status, colour, religion, disability, sexual orientation and beliefs.
Job description
Job responsibilities
Finance
- Liaise with the Private Patient Unit (PPU) to identify all private inpatient episodes. Interrogate the Laboratory Information Management System (LIMS) to identify pathology investigations undertaken and calculate charges, including consultant pathologist fees. Present information to PPU in the relevant format providing appropriate cost centres.
- Extract appropriate activity data via relevant database and raise invoices via SBS for activity undertaken for other organisations. Ensure income is coded to the appropriate cost centre and consultant pathologist fees (where applicable) are also identified and coded appropriately. Provide activity data in support of invoices to customers in an appropriate format.
- Identify income due from private outpatients arranging payment via the Cashiers Department or by raising an invoice on SBS. Code income and consultant pathologist fees appropriately. Ensure that VAT is applied in accordance with HMRC rules.
- Liaise with patients and other customers directly face to face, via telephone and email to resolve a range of queries relating to income due to Pathology. This may include issues around non-payment, late payment, issue of results and other sensitive matters e.g. andrology appointments, infertility testing, etc. Provide quotations for private pathology investigations as requested ensuring accurate pricing taking account of HMRC rules.
- Investigate a range of queries from SBS regarding outstanding debts. Liaise with laboratory managers, consultants, clinical leads and Pathology Clinical Director as required. Queries may include non-payment, dispute of invoice, discrepancies with activity data, etc.
- Ensure that Trust financial standing instructions are adhered to and that financial deadlines are met. Ensure income is recovered in the relevant time-frames to avoid adverse variances to budgets.
- Produce and maintain standard operating procedure and other written policies/procedures as appropriate for own role.
- Train other team members in finance procedures as requested by line manager to ensure service continuity. Ensure that trained individuals are kept informed of changes in procedure.
- Ensure that financial records are stored appropriately having due regard for confidentiality and retained for the appropriate length of time as dictated by legislation and standing financial instructions.
- Review procedures in own work area and propose changes as appropriate to ensure efficient and effective service delivery. Implement agreed changes.
Administrative
- Organise meetings, draft agendas and take minutes/notes bearing in mind the sensitivity of the material. Arrange speakers, equipment, refreshments and venues as required. Take appropriate follow-up action on identified issues as required.
- Assist with the training of other members of staff across all areas of the department to ensure that a quality service is maintained and KPI targets are met. Participate in the induction of new members of staff.
- Assist with the review and maintenance of standard operating procedures, policies and other controlled documents across all areas of the department. Ensure compliance with the relevant accreditation and Trust standards. Use the departmental document control system effectively to ensure changes are disseminated.
- Arrange for the collection of shipments of pathological samples from the appropriate airhead as notified by the MOD. Track shipments to ensure that they arrive at the laboratory in a timely manner. Investigate lists of outstanding results ensuring that these are returned to the appropriate MOD base appropriately having regard for patient confidentiality.
- Take responsibility for administration processes in relation to point of care glucometers. Ensure that hi/lo and quality control solutions are issued as required. Ensure that quality control results are entered onto the database by the required deadline and reports are generated and actioned accordingly.
- Maintain an up-to-date working knowledge of appropriate systems and procedures in order to be able to provide cover in times of absence and at short notice as required e.g. reception, helpdesk, post room, stores.
- Undertake appraisals for identified team members when requested, setting suitable objectives and addressing training needs. Ensure one-to-one review meetings are completed as required. Ensure appropriate documentation is completed.
- Participate in annual appraisal and personal development review.
- Deputise for the Administrator/Supervisor in his/her absence.
- Keep up to date with all mandatory Trust training and maintain continual professional development.
Job description
Job responsibilities
Finance
- Liaise with the Private Patient Unit (PPU) to identify all private inpatient episodes. Interrogate the Laboratory Information Management System (LIMS) to identify pathology investigations undertaken and calculate charges, including consultant pathologist fees. Present information to PPU in the relevant format providing appropriate cost centres.
- Extract appropriate activity data via relevant database and raise invoices via SBS for activity undertaken for other organisations. Ensure income is coded to the appropriate cost centre and consultant pathologist fees (where applicable) are also identified and coded appropriately. Provide activity data in support of invoices to customers in an appropriate format.
- Identify income due from private outpatients arranging payment via the Cashiers Department or by raising an invoice on SBS. Code income and consultant pathologist fees appropriately. Ensure that VAT is applied in accordance with HMRC rules.
- Liaise with patients and other customers directly face to face, via telephone and email to resolve a range of queries relating to income due to Pathology. This may include issues around non-payment, late payment, issue of results and other sensitive matters e.g. andrology appointments, infertility testing, etc. Provide quotations for private pathology investigations as requested ensuring accurate pricing taking account of HMRC rules.
- Investigate a range of queries from SBS regarding outstanding debts. Liaise with laboratory managers, consultants, clinical leads and Pathology Clinical Director as required. Queries may include non-payment, dispute of invoice, discrepancies with activity data, etc.
- Ensure that Trust financial standing instructions are adhered to and that financial deadlines are met. Ensure income is recovered in the relevant time-frames to avoid adverse variances to budgets.
- Produce and maintain standard operating procedure and other written policies/procedures as appropriate for own role.
- Train other team members in finance procedures as requested by line manager to ensure service continuity. Ensure that trained individuals are kept informed of changes in procedure.
- Ensure that financial records are stored appropriately having due regard for confidentiality and retained for the appropriate length of time as dictated by legislation and standing financial instructions.
- Review procedures in own work area and propose changes as appropriate to ensure efficient and effective service delivery. Implement agreed changes.
Administrative
- Organise meetings, draft agendas and take minutes/notes bearing in mind the sensitivity of the material. Arrange speakers, equipment, refreshments and venues as required. Take appropriate follow-up action on identified issues as required.
- Assist with the training of other members of staff across all areas of the department to ensure that a quality service is maintained and KPI targets are met. Participate in the induction of new members of staff.
- Assist with the review and maintenance of standard operating procedures, policies and other controlled documents across all areas of the department. Ensure compliance with the relevant accreditation and Trust standards. Use the departmental document control system effectively to ensure changes are disseminated.
- Arrange for the collection of shipments of pathological samples from the appropriate airhead as notified by the MOD. Track shipments to ensure that they arrive at the laboratory in a timely manner. Investigate lists of outstanding results ensuring that these are returned to the appropriate MOD base appropriately having regard for patient confidentiality.
- Take responsibility for administration processes in relation to point of care glucometers. Ensure that hi/lo and quality control solutions are issued as required. Ensure that quality control results are entered onto the database by the required deadline and reports are generated and actioned accordingly.
- Maintain an up-to-date working knowledge of appropriate systems and procedures in order to be able to provide cover in times of absence and at short notice as required e.g. reception, helpdesk, post room, stores.
- Undertake appraisals for identified team members when requested, setting suitable objectives and addressing training needs. Ensure one-to-one review meetings are completed as required. Ensure appropriate documentation is completed.
- Participate in annual appraisal and personal development review.
- Deputise for the Administrator/Supervisor in his/her absence.
- Keep up to date with all mandatory Trust training and maintain continual professional development.
Person Specification
Qualifications
Essential
- NVQ level 3/AAT level 3 or equivalent.
- European Computer Driving Licence (ECDL)/International Certificate of Digital Literacy (ICDL) or equivalent.
- Good general education including 5 GCSEs (grades A* to C) or equivalent, one of which should be English Language.
Experience
Essential
- Previous experience in a financial/administrative role (minimum 2 years).
- Experience of training staff.
- Minute taking experience.
Skills & Knowledge
Essential
- Proficient in MS Office including Word, Excel and Outlook.
- Evidence of ability to work using own initiative and without close supervision.
- Excellent verbal and written communication skills.
- Strong customer service skills.
- Highly developed IT and keyboard skills.
- Attention to detail.
- Understand and adhere to the requirements of confidentiality.
- Able to work flexibly and as part of a team.
Desirable
- Previous knowledge of Pathology.
- Knowledge of PAS.
- Knowledge of medical terminology and NHS procedures.
Person Specification
Qualifications
Essential
- NVQ level 3/AAT level 3 or equivalent.
- European Computer Driving Licence (ECDL)/International Certificate of Digital Literacy (ICDL) or equivalent.
- Good general education including 5 GCSEs (grades A* to C) or equivalent, one of which should be English Language.
Experience
Essential
- Previous experience in a financial/administrative role (minimum 2 years).
- Experience of training staff.
- Minute taking experience.
Skills & Knowledge
Essential
- Proficient in MS Office including Word, Excel and Outlook.
- Evidence of ability to work using own initiative and without close supervision.
- Excellent verbal and written communication skills.
- Strong customer service skills.
- Highly developed IT and keyboard skills.
- Attention to detail.
- Understand and adhere to the requirements of confidentiality.
- Able to work flexibly and as part of a team.
Desirable
- Previous knowledge of Pathology.
- Knowledge of PAS.
- Knowledge of medical terminology and NHS procedures.
