Job summary
The successful management of financial transactions is vital to the continuing financial viability of the Trust. Here at St George's University Hospital we have a great opportunity for an Assistant Transactions Clerk to join our Financial Transactions Team. This is a Band 3 position and will predominantly be based in the Accounts Payable department in Jasmine Annex, St George's Hospital, however, may be required to work out of any of the Trust's sites where necessary. This position will initially report directly into the Band 7 Accounts Payable Manager.
The successful candidate will be from a Finance background having Accounts Payable experience and preferably will have used Oracle. Experience using Microsoft Office outlook, excel and word is essential. You will be computer literate, numerate have a high degree of attention to detail and have a logical and methodical approach to your work.
Main duties of the job
Some of the duties/responsibilities for the role include, but not limited to:
Responsible for ensuring Accounts payable, Accounts Receivable, HR Administration and Cashiering information is processed in accordance with Trust procedures.
To liaise with all those responsible for engaging in our services to ensure information is accurate and timely and processed according to month end and year end timetables.
To liaise with debtors, creditors and NHS Shared Business Services to ensure invoices are paid on time.
To assist patients and staff in refunding expenses.
Receiving and recording supplier and NHS invoices, matching invoices to orders and posting to the appropriate budget codes.
Timely management of purchase invoice and payment queries, liaising with suppliers and proactively seeking resolution through internal communication channels
Liaising with Budget holders for invoice approval and sign off for manual payments as required
Management of internal mailboxes
Performing monthly and ad-hoc supplier statement reconciliations
Highlighting recurring issues & process improvement opportunities to line management
Ability to follow documented and auditable processes
Knowledge of Oracle accounting system or similar
Written communication skills
Organisational skills and interpersonal skills
Essential to have previous transaction finance experience
About us
St George's, Epsom and St Helier University Hospitals and Health Group cares for a population of four million people in South West London and North East Surrey.Our sites include St George's Hospital, one of 11 major trauma centres in the UK and the largest healthcare provider and major teaching hospital in the area; St Helier Hospital, home to the South West Thames Renal and Transplantation Unit and Queen Mary's Hospital for Children; and Epsom Hospital, home to the South West London Elective Orthopaedic Centre (SWLEOC).
After years of collaboration, our two Trusts became a hospitals group in 2021. While remaining as two separate Trusts, being a hospitals group will help us to collaborate more closely on research, and the development, education, and training of our 17,000-strong workforce.
Job description
Job responsibilities
1. To develop and maintain a knowledge of the Trusts Accounts Payable processes and procedures, including Trust Standing Financial Instructions
1. To accurately register information from supplier invoices into the financial system in accordance with Trust standing financial instructions and established Trust Procedures.
2. Understand the principles of invoice routing and the electronic approval system within the accounts payable module of the financial system.
3. To ensure that invoice tasks are cleared on a timely basis.
4. To ensure VAT is recovered in accordance with Trust procedures
5. To raise price and delivery queries for investigation and resolution by Trust staff or suppliers
6. To have a working knowledge of basic accounting debit and credit entries as used by the Accounts Payable department
7. To ensure that an adequate audit trail is maintained for all transactions in the Trusts financial system to demonstrate all changes have been appropriately authorised
8. To analyse, investigate and resolve queries arising from the Trust payment processes and to determine the best course of action
9. To analyse and identify those invoices where VAT is reclaimable.
10. To validate signatories against the authorised signatory database, for manual invoices.
11. To determine which financial year invoiced expenditure relates to and process accordingly
12. To regularly maintain the supplier database within the Trusts financial system to ensure that important supplier information including bank accounts and address details are correct
13. To have a good knowledge of the invoice scanning and indexing procedure.
14. To communicate with Trust departments and suppliers to provide information as required and resolve queries arising in a professional and courteous manner, by telephone, e-mail, written correspondence or meetings
15. To limit any adverse supplier action (e.g. suspension of supply) by communicating in a sympathetic and tactful manner
16. To sensitively handle enquiries relating to patient monies or loss and compensation payments.
17. To liaise as necessary with Accounts Payable Team Leader and Accounts Payable Manager in all aspects relating to Accounts Payable
18. To assist with the opening, date stamping and distribution of post within the Finance department, and to deliver and collect post from other areas within the hospital
Management:
19. To plan own workload in accordance with weekly deadlines, ensuring that invoices are registered in a timely manner and within the appropriate financial month.
20. To ensure that work is performed in accordance with Trust policies and procedures with little direct supervision of the Team Manager.
21. To be responsible for ensuring that early settlement discounts are secured by prioritising the input of authorised invoices for which early payment will secure a discount and ensure payment within the 30 day payment policy.
22. To ensure the accuracy of data entry into the Trusts financial system
23. To assist with the induction of new members of Accounts Payable and to provide training in basic procedures
24. To provide cover in conjunction with other staff for annual leave or sickness absence
25. To contribute to the continuous improvement of processes and procedures within the Accounts Payable team
Job description
Job responsibilities
1. To develop and maintain a knowledge of the Trusts Accounts Payable processes and procedures, including Trust Standing Financial Instructions
1. To accurately register information from supplier invoices into the financial system in accordance with Trust standing financial instructions and established Trust Procedures.
2. Understand the principles of invoice routing and the electronic approval system within the accounts payable module of the financial system.
3. To ensure that invoice tasks are cleared on a timely basis.
4. To ensure VAT is recovered in accordance with Trust procedures
5. To raise price and delivery queries for investigation and resolution by Trust staff or suppliers
6. To have a working knowledge of basic accounting debit and credit entries as used by the Accounts Payable department
7. To ensure that an adequate audit trail is maintained for all transactions in the Trusts financial system to demonstrate all changes have been appropriately authorised
8. To analyse, investigate and resolve queries arising from the Trust payment processes and to determine the best course of action
9. To analyse and identify those invoices where VAT is reclaimable.
10. To validate signatories against the authorised signatory database, for manual invoices.
11. To determine which financial year invoiced expenditure relates to and process accordingly
12. To regularly maintain the supplier database within the Trusts financial system to ensure that important supplier information including bank accounts and address details are correct
13. To have a good knowledge of the invoice scanning and indexing procedure.
14. To communicate with Trust departments and suppliers to provide information as required and resolve queries arising in a professional and courteous manner, by telephone, e-mail, written correspondence or meetings
15. To limit any adverse supplier action (e.g. suspension of supply) by communicating in a sympathetic and tactful manner
16. To sensitively handle enquiries relating to patient monies or loss and compensation payments.
17. To liaise as necessary with Accounts Payable Team Leader and Accounts Payable Manager in all aspects relating to Accounts Payable
18. To assist with the opening, date stamping and distribution of post within the Finance department, and to deliver and collect post from other areas within the hospital
Management:
19. To plan own workload in accordance with weekly deadlines, ensuring that invoices are registered in a timely manner and within the appropriate financial month.
20. To ensure that work is performed in accordance with Trust policies and procedures with little direct supervision of the Team Manager.
21. To be responsible for ensuring that early settlement discounts are secured by prioritising the input of authorised invoices for which early payment will secure a discount and ensure payment within the 30 day payment policy.
22. To ensure the accuracy of data entry into the Trusts financial system
23. To assist with the induction of new members of Accounts Payable and to provide training in basic procedures
24. To provide cover in conjunction with other staff for annual leave or sickness absence
25. To contribute to the continuous improvement of processes and procedures within the Accounts Payable team
Person Specification
Qualifications
Essential
- NVQ - Level 2, or AAT -foundation, or ECDL -or experience indicated below
Experience
Essential
- Experience working in a general office environment
Skills
Essential
- Good level of competence in basic Excel, Word and Outlook
- Good keyboard skills
- Good communication and listening skills
- Good organisational skills used in planning own work
- Ability to work as part of a team
Other
Essential
- Ability to work under pressure and meet targets and deadlines
- Able to respond effectively to changing priorities
- Able to work effectively with minimal management guidance / supervision
- Logical and systematic in work processes
- Good analytical ability
- Good problem solving ability
Person Specification
Qualifications
Essential
- NVQ - Level 2, or AAT -foundation, or ECDL -or experience indicated below
Experience
Essential
- Experience working in a general office environment
Skills
Essential
- Good level of competence in basic Excel, Word and Outlook
- Good keyboard skills
- Good communication and listening skills
- Good organisational skills used in planning own work
- Ability to work as part of a team
Other
Essential
- Ability to work under pressure and meet targets and deadlines
- Able to respond effectively to changing priorities
- Able to work effectively with minimal management guidance / supervision
- Logical and systematic in work processes
- Good analytical ability
- Good problem solving ability
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).
