Assistant Income Accountant

Lewisham and Greenwich NHS Trust

This job is now closed

Job summary

We are seeking to recruit an enthusiastic and highly motivated part qualified individual to be part of the Lewisham and Greenwich NHS Trust finance team. This role will work within the Income Team reporting to the Income Accountant.

Main duties of the job

To be responsible for the accurate invoicing of all contracted, non contracted activity and other streams of patient care and divisional income.
To maintain an accurate and complete income register for all patient care income.
To prepare, process and maintain monthly income accrual / deferral journals
To be the main point of contact for NCA queries, investigating and resolving challenges on a timely basis whilst maintaining confidentiality with communication of patient level data.
To ensure the income ledger and contract monitoring system reconcile on a monthly basis.
To produce monthly divisional income reports providing analysis on variance to plan.

About us

Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:

Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
Widening access (anchor institution) and employability
Improving the experience of staff with disability
Improving the EDI literacy and confidence of trust staff through training and development
Making equalities mainstream

Date posted

22 May 2024

Pay scheme

Agenda for change

Band

Band 5

Salary

£28,407 to £34,581 a year per annum plus HCAS

Contract

Permanent

Working pattern

Full-time, Flexible working, Home or remote working

Reference number

197-RF5330

Job locations

Old Town Hall

Catford

SE6 4RU

Job description

Job responsibilities

Main duties and responsibilities:

Financial Reporting and Planning

Work alongside finance and information colleagues to ensure that income is captured, reported and invoiced for appropriately in the financial ledgers in line with statutory guidance and time frames of National Payment System.
To be responsible for the maintenance of the Trust Central Income Invoice Log. This involves sending monthly invoice requests for all Central Income including non-patient care income as deemed appropriate (both routine and ad hoc) to the accounts receivable team, reconciling the invoices raised to the ledger, ensuring appropriate coding and recording the invoices in the log. The post holder is responsible for ensuring all financial controls and checks are followed and for resolving any issues on a monthly basis to ensure income is both invoiced and recorded correctly.
To be responsible of collating all Financial Management (FM) invoice requests and sending to accounts receivable team (both routine and ad hoc). The post holder is responsible for ensuring all controls and checks are followed in regards to accuracy and completeness of invoice template that the FM team complete and investigate internally to resolve issues.
To work with financial colleagues in the management and collection of outstanding debt (both contracted and non-contracted). Develop a good working relationship with the LGT Accounts Receivable team
To undertake appropriate reconciliations on a regular basis to ensure the integrity of recording of patient care income in the financial ledgers including education and training.
Assist with the maintenance of the ledger for all central income codes ensuring accurate budgets which are matched to expenditure where required.
Prepare, process and maintain monthly accrual / deferral journals with appropriate back-up for audit requirements
Assist the Head of Income and Income Accountant with the production of monthly divisional income finance reports and commentary. Analyse financial information, carry out investigations on income variances which may involve liaising with clinical teams and where necessary suggest/instigate corrective action.
Work alongside the members of the Income and Contracting team to support clinical directorates, information and finance colleagues to ensure that adhoc and regular contract monitoring reports are well constructed and meet their requirements.
Assist in the development, production and maintenance of the Income and Activity reports for internal and external reporting, and ensure compliance within the statutory and mandatory deadlines.
Support the month end and year end processes for patient care related and central income including the preparation of high quality working papers.
Assist with the annual budgeting process
Assist with the year-end audit
Maintain appropriate records, working papers and procedure notes to support audit requirements for the income reported
Assist the Head of Income with financial oversight reporting of all income across the Trust ensuring appropriate checks are routinely carried out.
During the course of his/her employment the Assistant Accountant (Income) may rotate around the other core accounting functions as directed by the Associate Directors of Finance.

Contract Management

To be the main point of contact for NCA queries, investigating and resolving challenges on a timely basis whilst maintaining confidentiality with communication of patient level data. This will require a good knowledge of the Who pays guidance.
To be responsible for maintenance of the shared NCA query mailbox, ensuring queries are dealt with quickly and queries are filed in an appropriate manor.
Support the process and calculation of clinical income activity through the Trusts income monitoring system (TM1), both in-month and year-to-date, ensuring the position is accurate and reported in accordance with the accounting principles within the Trusts general ledger system. Maintain detailed reconciliations in relation to patient care activities income transactions for our Main Commissioners ( Invoice Logs and Invoice Register)
Prepare and maintain the contracts folder to support billing of contractual patient care income and the annual external audit.
Ensure all in year contract variations are processed including billing, recording in invoice logs, updating TM1 and adding to the contracts folder.
Maintain a working knowledge of the National Payment System to ensure clinical income due to the Trust is recorded and invoiced in line with statutory guidance and timeframes.
Maintain a working knowledge of the National Payment System Rules and Who Pays guidance.
Work closely with the Income and Contracts team to provide accurate and timely contract monitoring information to support the commissioning process and contract relationship with the ICBs and NHSE colleagues.

Technical

To maintain up to date skills and knowledge particularly around National Payment System Rules and Guidance, and apply those (through meetings / training as required) to ensure that any proposed service changes or developments are in line with NHS contractual terms and conditions.
To liaise with experts in order to resolve technical queries that have been raised and to provide co-ordinated responses from the Trust.
To develop and maintain a close working relationship with the Trusts Information function, ensuring that they are informed of data requirements and timescales.
To undertake the production of any ad-hoc information requests as appropriate.
To ensure that all data handled within the role is dealt with to the highest standards of confidentiality and security, taking responsibility for ensuring any breaches are reported and remedial action taken.
Be required to manipulate complicated spreadsheets and will therefore require significant Excel skills.

Systems

Provide adhoc and routine analysis of patient / service level data as and when required for the Contract Managers and other colleagues, using SQL, Excel / I-Care / SBS and other systems as appropriate. The post holder will be expected to report in a format suitable to the requirement.
Maintaining current income and contracting systems and procedures within the Trust to ensure continuity of service.

Work force

This post will report to the Income Accountant and will deputise in their absence as appropriate. This will include attending meetings internally and externally and taking minutes to feed back; managing and responding to income and activity queries from ICBs and colleagues within the Trust and ensuring that income and contract Management timetables are met.

The role requires close working relationships in the team, and especially Information and Finance teams.

The jobholder will be expected to:

Exhibit a proactive and confident approach to their work.
Work autonomously but also very much as part of the team.
Manage their own workload, but supporting the requirements of the team
Prioritise their work accordingly in support of the many conflicting statutory and internal deadlines

Financial

Whilst the jobholder does not directly manage a budget, they will be responsible for supporting the income and contracting team in managing the reporting of income.
The jobholder will be expected to work with, liaise and influence other colleagues within the team, and within the Information team to ensure all activity and income are reported to the mandated timescales.

Communications and Relationships

The jobholder will need to have and be able to demonstrate exceptional communication skills as the role will liaise with a wide variety of people both internally and externally to the Trust. This will include all level of colleagues in Commissioning / Information / Finance / Service Managers.
The level of communication will relate directly to the required knowledge of National Tariff and Contracts within the NHS, and will range from simple challenges about specific patient care and funding, to explanations of contractual and income adjustments within the routine monitoring. They will therefore be expected to be able to present health related and financial data in such a way that it can be understood by any colleague as appropriate.
The jobholder will be expected to communicate clearly and appropriately depending on the audience.

Job description

Job responsibilities

Main duties and responsibilities:

Financial Reporting and Planning

Work alongside finance and information colleagues to ensure that income is captured, reported and invoiced for appropriately in the financial ledgers in line with statutory guidance and time frames of National Payment System.
To be responsible for the maintenance of the Trust Central Income Invoice Log. This involves sending monthly invoice requests for all Central Income including non-patient care income as deemed appropriate (both routine and ad hoc) to the accounts receivable team, reconciling the invoices raised to the ledger, ensuring appropriate coding and recording the invoices in the log. The post holder is responsible for ensuring all financial controls and checks are followed and for resolving any issues on a monthly basis to ensure income is both invoiced and recorded correctly.
To be responsible of collating all Financial Management (FM) invoice requests and sending to accounts receivable team (both routine and ad hoc). The post holder is responsible for ensuring all controls and checks are followed in regards to accuracy and completeness of invoice template that the FM team complete and investigate internally to resolve issues.
To work with financial colleagues in the management and collection of outstanding debt (both contracted and non-contracted). Develop a good working relationship with the LGT Accounts Receivable team
To undertake appropriate reconciliations on a regular basis to ensure the integrity of recording of patient care income in the financial ledgers including education and training.
Assist with the maintenance of the ledger for all central income codes ensuring accurate budgets which are matched to expenditure where required.
Prepare, process and maintain monthly accrual / deferral journals with appropriate back-up for audit requirements
Assist the Head of Income and Income Accountant with the production of monthly divisional income finance reports and commentary. Analyse financial information, carry out investigations on income variances which may involve liaising with clinical teams and where necessary suggest/instigate corrective action.
Work alongside the members of the Income and Contracting team to support clinical directorates, information and finance colleagues to ensure that adhoc and regular contract monitoring reports are well constructed and meet their requirements.
Assist in the development, production and maintenance of the Income and Activity reports for internal and external reporting, and ensure compliance within the statutory and mandatory deadlines.
Support the month end and year end processes for patient care related and central income including the preparation of high quality working papers.
Assist with the annual budgeting process
Assist with the year-end audit
Maintain appropriate records, working papers and procedure notes to support audit requirements for the income reported
Assist the Head of Income with financial oversight reporting of all income across the Trust ensuring appropriate checks are routinely carried out.
During the course of his/her employment the Assistant Accountant (Income) may rotate around the other core accounting functions as directed by the Associate Directors of Finance.

Contract Management

To be the main point of contact for NCA queries, investigating and resolving challenges on a timely basis whilst maintaining confidentiality with communication of patient level data. This will require a good knowledge of the Who pays guidance.
To be responsible for maintenance of the shared NCA query mailbox, ensuring queries are dealt with quickly and queries are filed in an appropriate manor.
Support the process and calculation of clinical income activity through the Trusts income monitoring system (TM1), both in-month and year-to-date, ensuring the position is accurate and reported in accordance with the accounting principles within the Trusts general ledger system. Maintain detailed reconciliations in relation to patient care activities income transactions for our Main Commissioners ( Invoice Logs and Invoice Register)
Prepare and maintain the contracts folder to support billing of contractual patient care income and the annual external audit.
Ensure all in year contract variations are processed including billing, recording in invoice logs, updating TM1 and adding to the contracts folder.
Maintain a working knowledge of the National Payment System to ensure clinical income due to the Trust is recorded and invoiced in line with statutory guidance and timeframes.
Maintain a working knowledge of the National Payment System Rules and Who Pays guidance.
Work closely with the Income and Contracts team to provide accurate and timely contract monitoring information to support the commissioning process and contract relationship with the ICBs and NHSE colleagues.

Technical

To maintain up to date skills and knowledge particularly around National Payment System Rules and Guidance, and apply those (through meetings / training as required) to ensure that any proposed service changes or developments are in line with NHS contractual terms and conditions.
To liaise with experts in order to resolve technical queries that have been raised and to provide co-ordinated responses from the Trust.
To develop and maintain a close working relationship with the Trusts Information function, ensuring that they are informed of data requirements and timescales.
To undertake the production of any ad-hoc information requests as appropriate.
To ensure that all data handled within the role is dealt with to the highest standards of confidentiality and security, taking responsibility for ensuring any breaches are reported and remedial action taken.
Be required to manipulate complicated spreadsheets and will therefore require significant Excel skills.

Systems

Provide adhoc and routine analysis of patient / service level data as and when required for the Contract Managers and other colleagues, using SQL, Excel / I-Care / SBS and other systems as appropriate. The post holder will be expected to report in a format suitable to the requirement.
Maintaining current income and contracting systems and procedures within the Trust to ensure continuity of service.

Work force

The role requires close working relationships in the team, and especially Information and Finance teams.

The jobholder will be expected to:

Exhibit a proactive and confident approach to their work.
Work autonomously but also very much as part of the team.
Manage their own workload, but supporting the requirements of the team
Prioritise their work accordingly in support of the many conflicting statutory and internal deadlines

Financial

Whilst the jobholder does not directly manage a budget, they will be responsible for supporting the income and contracting team in managing the reporting of income.
The jobholder will be expected to work with, liaise and influence other colleagues within the team, and within the Information team to ensure all activity and income are reported to the mandated timescales.

Communications and Relationships

The jobholder will need to have and be able to demonstrate exceptional communication skills as the role will liaise with a wide variety of people both internally and externally to the Trust. This will include all level of colleagues in Commissioning / Information / Finance / Service Managers.
The level of communication will relate directly to the required knowledge of National Tariff and Contracts within the NHS, and will range from simple challenges about specific patient care and funding, to explanations of contractual and income adjustments within the routine monitoring. They will therefore be expected to be able to present health related and financial data in such a way that it can be understood by any colleague as appropriate.
The jobholder will be expected to communicate clearly and appropriately depending on the audience.

Person Specification

Qualifications and Training

Essential

Part qualified and actively studying for a CCAB accountancy qualification, AAT or NVQ in accounting.
Good standard of education to GCSE level, including Maths and English

Experience

Essential

Significant experience of working in a finance function in a large complex organisation, preferably within contracting, commissioning or information.
Experience with financial reconciliations
Experience and understanding of financial ledgers including recording of income
Experience and understanding of variance analysis demonstrating the ability to investigate key issues

Desirable

Experience dealing with Commissioner queries and challenges with regards to Non Contracted Activity
Knowledge and understanding of NHS Commissioning and Finance Issues

Skills, Abilities and Knowledge

Essential

Systematic and disciplined approach to maintaining high professional standards, e.g. re quality of working papers, maintaining audit trails.
Systematic and disciplined approach to workload ensuring that deadlines are achieved i.e. all work is completed within required timetables and to required standards.
Significant knowledge of spreadsheets
Knowledge of Acute Healthcare accounting systems
Knowledge and grasp of the organisation and activities of Acute NHS facilities.
Attention to detail

Desirable

Knowledge of the National Tariff and "Who Pays" guidance

Person Specification

Qualifications and Training

Essential

Part qualified and actively studying for a CCAB accountancy qualification, AAT or NVQ in accounting.
Good standard of education to GCSE level, including Maths and English

Experience

Essential

Significant experience of working in a finance function in a large complex organisation, preferably within contracting, commissioning or information.
Experience with financial reconciliations
Experience and understanding of financial ledgers including recording of income
Experience and understanding of variance analysis demonstrating the ability to investigate key issues

Desirable

Experience dealing with Commissioner queries and challenges with regards to Non Contracted Activity
Knowledge and understanding of NHS Commissioning and Finance Issues

Skills, Abilities and Knowledge

Essential

Systematic and disciplined approach to maintaining high professional standards, e.g. re quality of working papers, maintaining audit trails.
Systematic and disciplined approach to workload ensuring that deadlines are achieved i.e. all work is completed within required timetables and to required standards.
Significant knowledge of spreadsheets
Knowledge of Acute Healthcare accounting systems
Knowledge and grasp of the organisation and activities of Acute NHS facilities.
Attention to detail

Desirable

Knowledge of the National Tariff and "Who Pays" guidance

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.