Job summary
***Previous applicants need not apply***
Are you a motivated individual who enjoys working as part of a team in a busy accounts environment? We currently have a full time Accountancy Assistant role which covers all aspects of Financial Services, including invoicing, reconciling banking's, supplier accounts, administration, Purchase Ledger, Sales Ledger and Cash Management as well as all functions of both Peterborough City Hospital and Hinchingbrooke Hospital Cash Offices. You will work with and across all of our team to help improve processes and ensure best practice. The post holders will be required to work at both Peterborough and Hinchingbrooke sites. Computer experience, excellent communication skills, good telephone manner and previous experience within an accounts environment is essential. The ideal candidate will have the ability and flexibility to work as part of a team, have a good standard of education with a high level of numerate ability and accuracy.
Informal enquiries are welcomed by Paula Charlton, Financial Services Team Leader on 01733 677968 or Sue Younger, Financial Services Team Leader on 01733 677983
Main duties of the job
The Financial Services team are responsible for: the control of all income due to the Trust, invoicing, debt collection, bank reconciliations, donations/legacies and supplier account reviews through use of Purchase and Sales Ledger, Cash Management, Charitable Funds and Patient Monies systems as well as extensive use of Microsoft Office.
Accounts Payable transactions (i.e., ensuring the correct procedure is followed leading to the processing of authorised invoices, pursuing outstanding invoices and resolving supplier queries.) The post holder will also need to update cashbooks, reconcile statements, undertake general administration and answer external telephone queries.
Accounts Receivable tasks collect post from Cash Office, Doctors Private Fees, Cremation fees, Debt Collection, to liaise with debtor and debt collection agencies, process Manual payments for volunteers and cheque payments, action various Oracle Reports.
Cash Office to provide annual leave cover for the Cashier and Clerks when needed, to cover the window assisting with travel claims, enquires,
Charitable Funds assist Charitable funds Administrator, with a variety of tasks.
Computer experience (including spreadsheet set up and maintenance), excellent communication skills, good telephone manner and previous experience within a finance field is essential.
About us
We are committed to ensure a work-life balance to all our staff by offering full time and part time roles, flexible working hours on a shift pattern to fit around your family life.
We welcome and encourage applications from people of all backgrounds. We particularly encourage applications from disabled, Black, Asian and Minority Ethnic (BAME) and candidates form our local communities.
Benefits to you
- 27 days annual leave for new starters, rising to 29 days after five years of service and 33 days after 10 years of service, plus 8 Bank Holidays (pro-rata for part time staff);
- NHS Pension Scheme:
- Flexible working opportunities;
- Increased hourly rates for unsociable hours e.g. night shifts, weekends, bank holidays;
- Career development and training;
- Wellbeing support and activities;
- In-house physiotherapy Service;
- On-site canteens with subsidised meals;
- Subsidised staff parking (currently free).
- Free Stagecoach Bus Travel to and from work within Cambridgeshire and Peterborough
Job description
Job responsibilities
(This is a list of duties for the post, not all of these will be relevant to each post holder, a separate responsibilities schedule will be agreed and some rotation of duties may be required)
Assist in all elements of Financial Services - Accounts Payable, Accounts Receivable and Cash Management at any given time.
Accounts Payable
- Review Business Intelligence (BI) reports on a daily, weekly, monthly basis as required taking appropriate action as required.
- Review and action on stop, legal letters and queries.
- Review the Accounts Payable email box on a daily basis.
- Chase Non-PO invoice holds (re disputes, awaiting credit notes etc.) that have not been properly actioned by the requisitioner/budget holder.
- Where possible arrange for automated rules to be set up for specified suppliers invoices to be routed direct to coder/approvers.
- Complete the UTR and other specific spreadsheets.
- Assist in reviewing invoices daily on the AP Oracle Work list and forward within Oracle to relevant staff for approval.
- Produce non po workflow report and e-mail to Assistant Director of Finance Financial Services, Financial Services Manager, Financial Services Team Leader and other colleagues dealing with Accounts Payable.
- Chase unapproved workflow via telephone and e-mail.
- Workflow distribution.
- Obtain approval for Edenred childcare vouchers and Barclaycard and pass to Financial Services Team Leader for payment.
- Progress Health UP invoice and Prospect Health invoice ensure approval received and ready to pay via WCHAPS 2 days prior to month end.
- Inputting information for CHAPS/Faster payments.
- Export completed agency workflow and check agency rates against spreadsheets/written paperwork, chase any credits due.
- Cover Cashier in Cash Office when absent and rotational from 3-5pm daily.
Any other Accounts Payable tasks.
Accounts Receivable
- Collect post from the Cash Office and distribute to the relevant person/team.
- Review the Cashiers email box on a daily basis.
- Raise invoices for ad-hoc requisitions received.
- Complete Cremation fee spreadsheet.
- Complete Private fees spreadsheet.
- Send completed information for doctors cremation fee and private fee payments to Equiniti by 5th of month.
- Ensure write back cheques are reviewed and actioned monthly.
- Keep patient monies database maintained and updated.
- Reconcile database back to Oracle GL code.
- Close down Patient Monies system (Ford & Wright) on the 1st of every Month.
- Assist SBS with the unallocated payments report.
- Review status 93 (refer to EDR), status 95 & 52(Write off) on a weekly basis, ensuring status is cleared weekly either by sending spreadsheet and authorisation to SBS EDR or by advising SBS to move to relevant status.
- Assist with the Aged Debt Report.
- Produce a Credit Memo Request (CMR) Report at least twice weekly and chase for items to be cleared in a timely manner.
- Prepare manual cheques for authorisation.
- Manual payments for volunteers and cheque with order etc.
- Scan optician invoices and forms and e-mail to Assistant General Manager Surgical Directorate, forward invoice (without forms) to SBS for scanning.
- E-mail any remittance advice received by the Trust to SBS.
- Assist Financial Services Supervisor with EDR/LRC responses and front sheet for write off.
Any other Accounts Receivable tasks.
General Duties
- Update daily cashbook with statements and reconcile monthly.
- Receipting of other income from Car Parking etc. on Oracle.
- Print off RBS statements on a daily basis, entering invoice transaction details.
- Check PDQ receipts against Cash Office/ Pharmacy and Car Parking streamlines.
- Print Barclays statements on a daily basis and receipt income into Oracle.
- Assist with Charitable Funds Administration
- Deal with any fundraising requests, obtaining approval from AFDFS and sending out fundraising pack, ensuring all necessary information present, and appropriate fundraising for the Trust to be associated with, ensuring fundraising register is updated.
- Review Charitable Funds e-mail address daily, print off any MyDonate forms and hand to the Charitable Funds Administrator.
Additional duties on an ad-hoc basis
- Cashier and Clerical officer cover for both Peterborough and Hinchingbrooke Cash Offices.
Job description
Job responsibilities
(This is a list of duties for the post, not all of these will be relevant to each post holder, a separate responsibilities schedule will be agreed and some rotation of duties may be required)
Assist in all elements of Financial Services - Accounts Payable, Accounts Receivable and Cash Management at any given time.
Accounts Payable
- Review Business Intelligence (BI) reports on a daily, weekly, monthly basis as required taking appropriate action as required.
- Review and action on stop, legal letters and queries.
- Review the Accounts Payable email box on a daily basis.
- Chase Non-PO invoice holds (re disputes, awaiting credit notes etc.) that have not been properly actioned by the requisitioner/budget holder.
- Where possible arrange for automated rules to be set up for specified suppliers invoices to be routed direct to coder/approvers.
- Complete the UTR and other specific spreadsheets.
- Assist in reviewing invoices daily on the AP Oracle Work list and forward within Oracle to relevant staff for approval.
- Produce non po workflow report and e-mail to Assistant Director of Finance Financial Services, Financial Services Manager, Financial Services Team Leader and other colleagues dealing with Accounts Payable.
- Chase unapproved workflow via telephone and e-mail.
- Workflow distribution.
- Obtain approval for Edenred childcare vouchers and Barclaycard and pass to Financial Services Team Leader for payment.
- Progress Health UP invoice and Prospect Health invoice ensure approval received and ready to pay via WCHAPS 2 days prior to month end.
- Inputting information for CHAPS/Faster payments.
- Export completed agency workflow and check agency rates against spreadsheets/written paperwork, chase any credits due.
- Cover Cashier in Cash Office when absent and rotational from 3-5pm daily.
Any other Accounts Payable tasks.
Accounts Receivable
- Collect post from the Cash Office and distribute to the relevant person/team.
- Review the Cashiers email box on a daily basis.
- Raise invoices for ad-hoc requisitions received.
- Complete Cremation fee spreadsheet.
- Complete Private fees spreadsheet.
- Send completed information for doctors cremation fee and private fee payments to Equiniti by 5th of month.
- Ensure write back cheques are reviewed and actioned monthly.
- Keep patient monies database maintained and updated.
- Reconcile database back to Oracle GL code.
- Close down Patient Monies system (Ford & Wright) on the 1st of every Month.
- Assist SBS with the unallocated payments report.
- Review status 93 (refer to EDR), status 95 & 52(Write off) on a weekly basis, ensuring status is cleared weekly either by sending spreadsheet and authorisation to SBS EDR or by advising SBS to move to relevant status.
- Assist with the Aged Debt Report.
- Produce a Credit Memo Request (CMR) Report at least twice weekly and chase for items to be cleared in a timely manner.
- Prepare manual cheques for authorisation.
- Manual payments for volunteers and cheque with order etc.
- Scan optician invoices and forms and e-mail to Assistant General Manager Surgical Directorate, forward invoice (without forms) to SBS for scanning.
- E-mail any remittance advice received by the Trust to SBS.
- Assist Financial Services Supervisor with EDR/LRC responses and front sheet for write off.
Any other Accounts Receivable tasks.
General Duties
- Update daily cashbook with statements and reconcile monthly.
- Receipting of other income from Car Parking etc. on Oracle.
- Print off RBS statements on a daily basis, entering invoice transaction details.
- Check PDQ receipts against Cash Office/ Pharmacy and Car Parking streamlines.
- Print Barclays statements on a daily basis and receipt income into Oracle.
- Assist with Charitable Funds Administration
- Deal with any fundraising requests, obtaining approval from AFDFS and sending out fundraising pack, ensuring all necessary information present, and appropriate fundraising for the Trust to be associated with, ensuring fundraising register is updated.
- Review Charitable Funds e-mail address daily, print off any MyDonate forms and hand to the Charitable Funds Administrator.
Additional duties on an ad-hoc basis
- Cashier and Clerical officer cover for both Peterborough and Hinchingbrooke Cash Offices.
Person Specification
Qualifications
Essential
- Educated to GCSE standard or equivalent modern qualifications, to include Mathematics and English.
Experience
Essential
- Previous current experiences within an accounts environment, especially sales ledger, purchase ledger and cash management systems.
Desirable
- Undertaking, or continuing with professional accountancy qualifications
- Bank and control account reconciliation
Person Specification
Qualifications
Essential
- Educated to GCSE standard or equivalent modern qualifications, to include Mathematics and English.
Experience
Essential
- Previous current experiences within an accounts environment, especially sales ledger, purchase ledger and cash management systems.
Desirable
- Undertaking, or continuing with professional accountancy qualifications
- Bank and control account reconciliation
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.
