Job summary
An opportunity has arisen within The Hewitt Fertility Centre Liverpool for a Funding Administrator to work within the funding and finance team.
The successful candidate will be a bright, committed and enthusiastic individual. You will be working within a rapidly developing service and should be able to demonstrate excellent communication skills. A background in an administration service is essential.
The hours of work will be 30 hours per week, on a rota with current staff. There is an expectation that you will be available one week in four to do a late shift working until 17.00pm.
The unit is operational between 7.00am and 17.00pm currently. The Hewitt Centre supports a seven day service.
Main duties of the job
The post holder will assist with the day to day activity of the funding and finance service within the Hewitt Fertility Centre, raising invoices, taking payments from patients as required, completing cost of treatment quotations, assist with the monthly debtors' reports. The post holder will also be responsible for the provision of an efficient service to check that all NHS referrals to the Hewitt Centre are eligible for NHS funded IVF treatment from the patient's relevant Integrated Care Board (ICB), involving a detailed knowledge of numerous sets of eligibility criteria,. Great attention to detail will be required.
The Hewitt Centre is one of Britain's largest reproductive medicine units providing a comprehensive service to both NHS and fee paying patients.
The Hewitt Fertility Centre is wholly committed to providing a high quality service to patients who attend the centre, for a range of fertility related investigations and treatments.
About us
Liverpool Women's NHS FT became part of NHS University Hospitals of Liverpool Group (UHLG) in November 2024, following the coming together with Liverpool University Hospitals NHS FT. UHLG was born from a shared aim to improve the care we provide to our patients.
UHLG is one of the largest employers in the region, with over 16,800 colleagues who are dedicated to caring for our communities - from birth and beyond. For the 630,000 people across Merseyside, UHLG is also their local NHS, providing general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.
At Liverpool Women's Hospital, each year we deliver approximately 7,500 babies, carry out around 50,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly and premature newborns, perform around 1,000 IVF cycles, and conduct over 4,000 genetic appointments.
We believe that this, along with a strong dedication to research and innovation, makes usthespecialist health provider of choice in Europe for women, babies and families.
For roles at Liverpool University Hospitals, visit their careers page.
UKVI guidelines prohibits sponsorship for all Band 2 posts. Guidelines state that many non-clinical posts are not eligible for sponsorship. Please use UKVI guidance on Skilled Worker Visas to determine your eligibility for sponsorship if you were to gain a conditional offer for this role.
https://www.gov.uk/skilled-worker-visa/your-job
Job description
Job responsibilities
Generate debt reminder letters using the Infertility Database for Embryology and Andrology Systems (IDEAS) for both Liverpool and Knutsford site accounts.
Assist in keeping a record of monthly debtors for both Liverpool and Knutsford accounts, contacting patients weekly and monthly to take payments. Uses own initiative to propose financial agreements with patients, within agreed guidelines, ensuring these agreements are kept up to date.
Take appropriate action if agreements are defaulted on.
Assisting in the preparation of data for legal referrals to our debt collection agency.
Ensure all storage charges for Embryology and Andrology are invoiced using monthly reports.
Issue invoices for all private patients for investigations and treatment cycles. This includes medication and top up of medications.
Issue NHS patients with invoices for prescription fee charges and any extra treatments undertaken not supported by NHS funding.
Keeping records of refunds due to patients and liaise with Trust Finance Department
Issuing refunds via debit card and bank transaction methods
Provide cost of treatment quotations, requested by Consultants and Clinicians for patients in person, or by post and email.
Deal with patient queries relating to costs for all aspects of treatment, involving an understanding of patient case notes and treatment plans
Deal with any queries in relation to patient's accounts issues both NHS and private patients.
Cross check Consultant invoices to the Trust with our monthly spreadsheets from clinics, then passed to manager for authorisation
For a full list of duties, please refer to the attached job description
Job description
Job responsibilities
Generate debt reminder letters using the Infertility Database for Embryology and Andrology Systems (IDEAS) for both Liverpool and Knutsford site accounts.
Assist in keeping a record of monthly debtors for both Liverpool and Knutsford accounts, contacting patients weekly and monthly to take payments. Uses own initiative to propose financial agreements with patients, within agreed guidelines, ensuring these agreements are kept up to date.
Take appropriate action if agreements are defaulted on.
Assisting in the preparation of data for legal referrals to our debt collection agency.
Ensure all storage charges for Embryology and Andrology are invoiced using monthly reports.
Issue invoices for all private patients for investigations and treatment cycles. This includes medication and top up of medications.
Issue NHS patients with invoices for prescription fee charges and any extra treatments undertaken not supported by NHS funding.
Keeping records of refunds due to patients and liaise with Trust Finance Department
Issuing refunds via debit card and bank transaction methods
Provide cost of treatment quotations, requested by Consultants and Clinicians for patients in person, or by post and email.
Deal with patient queries relating to costs for all aspects of treatment, involving an understanding of patient case notes and treatment plans
Deal with any queries in relation to patient's accounts issues both NHS and private patients.
Cross check Consultant invoices to the Trust with our monthly spreadsheets from clinics, then passed to manager for authorisation
For a full list of duties, please refer to the attached job description
Person Specification
Qualifications & Learning
Essential
- NVQ Level 3 or equivalent
Experience
Essential
- Experience within a clerical environment
- Previous keyboard experience
- Previous experience of working within an NHS role
- Clear legible handwriting
Skills, Knowledge & Aptitudes
Essential
- The ability to respond to verbal or written instructions, with understanding
- Is able to communicate with others with sensitivity and tact as the situation requires
- Good telephone manner
FLEXIBILITY/ ADAPTABILITY
Essential
- Able to adapt to changing procedures within the Unit
- Demonstrate a flexible approach to work
- Able to work under pressure at busy times
- Prepared to undertake personal development and training
Desirable
- Able to assess situations and suggest possible solutions
Person Specification
Qualifications & Learning
Essential
- NVQ Level 3 or equivalent
Experience
Essential
- Experience within a clerical environment
- Previous keyboard experience
- Previous experience of working within an NHS role
- Clear legible handwriting
Skills, Knowledge & Aptitudes
Essential
- The ability to respond to verbal or written instructions, with understanding
- Is able to communicate with others with sensitivity and tact as the situation requires
- Good telephone manner
FLEXIBILITY/ ADAPTABILITY
Essential
- Able to adapt to changing procedures within the Unit
- Demonstrate a flexible approach to work
- Able to work under pressure at busy times
- Prepared to undertake personal development and training
Desirable
- Able to assess situations and suggest possible solutions
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
