Job summary
An exciting opportunity has arisen to join The Dudley Group as a key part of our Accounts Receivable Department within the Finance Department based at Russells Hall Hospital.
Our Finance Department has recently received the Future Focussed Finance (FFF) Accreditation Level 1 and is currently working towards Level 2.
The Accounts Receivable Team is responsible for securing the clinical and non-clinical income for the Trust, its subsidiary company Dudley Clinical Services Limited and its charity Dudley Group NHS Charity by communicating with colleagues to ensure all information is obtained in a timely manner to enable prompt invoice raising for services provided. The Team also issue reminder letters and statements as well as resolving queries and enquires relating to sales invoices and debt recovery.
The post holder will play a key role managing their own customer portfolio and provide support to the Accounts Receivable Manager to play an integral part in the delivery of an excellent accounts receivable service. As well as taking lead responsibility for a customer portfolio, the post holder will participate in initiatives to enhance the delivery of objectives for the team.
You should have experience in managing an accounts receivable portfolio and have excellent communication and organisational skills.
Main duties of the job
To deliver a high standard of accounts receivable portfolio management.
The post holders
- will support the Department's responsibility for securing income receipt for the Trust, its subsidiary company Dudley Clinical Services Limited, and its charity Dudley Group NHS Charity through communication with external clients as well as internal colleagues from various departments within the Trust, ensuring that invoices are paid in a timely manner and to resolve credit queries.
- will be responsible for designated accounts receivable client portfolios including the provision of invoices, credit notes and debt recovery.
About us
At the Dudley Group our patients and staff are at the heart of all that we do and that is to provide a world class service that aligns with our vision of "excellent health care, improved health for all". We are seeking to recruit staff who share our vision and values of making Dudley Group an incredible workplace.
We are committed to becoming a diverse and an inclusive employer and where people feel sense of belonging. Seeking to expand diversity within our teams, we positively encourage applications from under-represented groups such as ethnically diverse, disabled and LGBTQ+ groups. We are also under-represented in-terms of gender within nursing roles and we would welcome applications from people from male and non-binary backgrounds.
The Dudley Group NHS Foundation Trust recognises the values and transferable skills that the Armed Forces community bring and recognise their compatibility with NHS roles.
We are committed to home life balance through flexible working and making reasonable adjustments where possible.
Job description
Job responsibilities
Principal Duties & Responsibilities
- Responsible for designated accounts receivable client portfolios including the provision of invoices, credit notes and debt recovery.
- Uses the Sales Ledger, Cash Management Ledger, and Microsoft Office suite of software, and scanning facilities to ensure accurate electronic record keeping, workflow and time management.
- Respond promptly to correspondence (telephone calls, e-mails & letters), queries and enquiries relating to outstanding sales invoices, interrogating finance systems as required, ensuring good relationships with debtors and other external bodies e.g. other NHS organisations.
- Raise sales invoices and credit notes relating to specific organisations for whom the Trust has provided a service, promptly, and in accordance with Trust procedures.
- Participate in training from the Trust VAT Advisors to ensure that all invoices are raised in accordance with VAT legislation/guidelines.
- Ensure reminder letters and monthly statements are produced as required. Pursue outstanding debts following Trust procedures using appropriate systems.
- Participate in chasing individuals / departments for submission of invoices due to be raised.
- In liaison with the Head of Financial Services, set up instalment payment plans where this represents the only possibility of securing payment of a debt.
- Monitor existing instalment payment plans, ensuring all paperwork is completed and returned by the customer and alerting the Head of Financial Services and Accounts Receivable Manager to any break in agreed payments.
- In liaison with departments / divisions investigate queries relating to outstanding sales invoices, cancelling, reducing or crediting incorrect sales invoices as necessary.
- Participate in meetings with portfolio clients to secure settlement of outstanding debts.
- Completion of relevant documentation for debt escalation, and where relevant for court referral or write off, and preparation of adjustments to account for provision of irrecoverable debts.
- Provide support and information in an accurate and timely manner to Senior Managers.
- Responds to routine queries from staff, customers and patients as required, dealing with any contentious and sensitive issues in the appropriate manner.
- Ensures Trust policies & procedures, and financial timescales, are maintained.
- Plans own daily workload, with effective scheduling of priority tasks.
- Works with little direct supervision, referring more complex queries to the Accounts Receivable Manager.
Staff Management and Responsibilities
Communicates statutory financial regulations and NHS rules in a simplified form to finance and non-finance people, explaining any complicated financial matters concerning invoices raised.
Support for Trust Activities
- Take the lead role for the issue of invoices and credit notes from the Sales Ledger System.
- Set up new customers on the Sales Ledger as required.
- Take the lead role for debt recovery for the customer portfolio.
- Issue correspondence and calculate applicable interest due on outstanding debts.
- To provide monthly management reports and updates, and participate in the monthly debt review meetings with senior management.
- To provide weekly updates on the customer portfolio to the Accounts Receivable Manager in readiness for the Cash Meeting.
- To provide cover across other colleagues customer portfolios as required.
- To provide support and assistance to the Accounts Receivable Manager as and when required.
- To be familiar with the organisation of the Hospitals within the Trust and in particular the duties of immediate colleagues, thus, enabling efficient and flexible administration by substituting and deputising within the Finance Directorate, as required, without compromising the Standing Financial Instructions.
Job description
Job responsibilities
Principal Duties & Responsibilities
- Responsible for designated accounts receivable client portfolios including the provision of invoices, credit notes and debt recovery.
- Uses the Sales Ledger, Cash Management Ledger, and Microsoft Office suite of software, and scanning facilities to ensure accurate electronic record keeping, workflow and time management.
- Respond promptly to correspondence (telephone calls, e-mails & letters), queries and enquiries relating to outstanding sales invoices, interrogating finance systems as required, ensuring good relationships with debtors and other external bodies e.g. other NHS organisations.
- Raise sales invoices and credit notes relating to specific organisations for whom the Trust has provided a service, promptly, and in accordance with Trust procedures.
- Participate in training from the Trust VAT Advisors to ensure that all invoices are raised in accordance with VAT legislation/guidelines.
- Ensure reminder letters and monthly statements are produced as required. Pursue outstanding debts following Trust procedures using appropriate systems.
- Participate in chasing individuals / departments for submission of invoices due to be raised.
- In liaison with the Head of Financial Services, set up instalment payment plans where this represents the only possibility of securing payment of a debt.
- Monitor existing instalment payment plans, ensuring all paperwork is completed and returned by the customer and alerting the Head of Financial Services and Accounts Receivable Manager to any break in agreed payments.
- In liaison with departments / divisions investigate queries relating to outstanding sales invoices, cancelling, reducing or crediting incorrect sales invoices as necessary.
- Participate in meetings with portfolio clients to secure settlement of outstanding debts.
- Completion of relevant documentation for debt escalation, and where relevant for court referral or write off, and preparation of adjustments to account for provision of irrecoverable debts.
- Provide support and information in an accurate and timely manner to Senior Managers.
- Responds to routine queries from staff, customers and patients as required, dealing with any contentious and sensitive issues in the appropriate manner.
- Ensures Trust policies & procedures, and financial timescales, are maintained.
- Plans own daily workload, with effective scheduling of priority tasks.
- Works with little direct supervision, referring more complex queries to the Accounts Receivable Manager.
Staff Management and Responsibilities
Communicates statutory financial regulations and NHS rules in a simplified form to finance and non-finance people, explaining any complicated financial matters concerning invoices raised.
Support for Trust Activities
- Take the lead role for the issue of invoices and credit notes from the Sales Ledger System.
- Set up new customers on the Sales Ledger as required.
- Take the lead role for debt recovery for the customer portfolio.
- Issue correspondence and calculate applicable interest due on outstanding debts.
- To provide monthly management reports and updates, and participate in the monthly debt review meetings with senior management.
- To provide weekly updates on the customer portfolio to the Accounts Receivable Manager in readiness for the Cash Meeting.
- To provide cover across other colleagues customer portfolios as required.
- To provide support and assistance to the Accounts Receivable Manager as and when required.
- To be familiar with the organisation of the Hospitals within the Trust and in particular the duties of immediate colleagues, thus, enabling efficient and flexible administration by substituting and deputising within the Finance Directorate, as required, without compromising the Standing Financial Instructions.
Person Specification
Qualificaitons and Eduation
Essential
- NVQ Level 3 in Business Administration or equivalent qualification/experience
Knowledge and Training
Essential
- Good working knowledge of Microsoft Office applications, and Finance systems
Experience
Desirable
- Experience of working in a Finance Department or Accounts Receivable Team
Communication and Relationship Skills
Essential
- Able to work collaboratively with other team members
Analytical and Judgement Skills
Essential
- Display confidence in own judgement but responds constructively to alternative ideas.
Planning and Organisational Skills
Essential
- Excellent time management skills, and ability to adhere to strict deadlines whilst working in a challenging and busy office environment.
- Excellent organisational skills, being able to manage own workload.
Physical Skills
Essential
- Good written and verbal communication skills. Deals with people professionally.
Equality, Diversity, Inclusion and Trust Values
Essential
- Able to provide safe, caring, and effective services.
- Values and behaviours that reflect the Trust values of Care, Respect and Responsibility.
- Commitment to creating a diverse and inclusive workplace that is free from discrimination and where people feel they belong, and their contribution is valued.
Person Specification
Qualificaitons and Eduation
Essential
- NVQ Level 3 in Business Administration or equivalent qualification/experience
Knowledge and Training
Essential
- Good working knowledge of Microsoft Office applications, and Finance systems
Experience
Desirable
- Experience of working in a Finance Department or Accounts Receivable Team
Communication and Relationship Skills
Essential
- Able to work collaboratively with other team members
Analytical and Judgement Skills
Essential
- Display confidence in own judgement but responds constructively to alternative ideas.
Planning and Organisational Skills
Essential
- Excellent time management skills, and ability to adhere to strict deadlines whilst working in a challenging and busy office environment.
- Excellent organisational skills, being able to manage own workload.
Physical Skills
Essential
- Good written and verbal communication skills. Deals with people professionally.
Equality, Diversity, Inclusion and Trust Values
Essential
- Able to provide safe, caring, and effective services.
- Values and behaviours that reflect the Trust values of Care, Respect and Responsibility.
- Commitment to creating a diverse and inclusive workplace that is free from discrimination and where people feel they belong, and their contribution is valued.
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).
