Job summary
An exciting opportunity has arisen in the Private Patient & Overseas Visitor Team.
We are looking for a Clerical Admin Assistant to process invoice and credit note requests relating to the Sales Ledger system and provide administration support to the Private Patient & Overseas Visitor Team and answering telephone queries from patients, and assessing status documents
Main duties of the job
Key responsibilitiesinclude, but are not limited to:
- Responsible for the timely raising of invoices and credit notes
- Check invoice and credit note request detail
- Maintain and update the Overseas Visitor Database
- Respond to internal queries regarding the raising of invoice and credit note requests
- Take credit/debit card payments for outstanding invoices for Overseas Visitors and Private Patients
- Undertake all clerical and administrative duties in support of the Overseas Visitor and Private Patient Team.
About us
Working for your organisation
We are one of the biggest and busiest NHS trusts in the country, incorporating the General, Glenfield and Royal Infirmary hospitals. We have our very own Children's Hospital and run one of the country's leading heart centres.
Our team is made up of more than 17,000 staff providing a range of services primarily for the one million residents of Leicester, Leicestershire and Rutland.
We work with partners at the University of Leicester and De Montfort University providing world-class teaching to nurture and develop the next generation of doctors, nurses and other healthcare professionals, many of whom go on to spend their working lives with us.
Our purpose is to provide 'Caring at its best' and our staff have helped us create a set of values that embody who we are and what we're here to do. They are:
- We focus on what matters most
- We treat others how we would like to be treated
- We are passionate and creative in our work
- We do what we say we are going to do
- We are one team and we are best when we work together
Our patients are at the heart of all we do and we believe that 'Caring at its best' is not just about the treatments and services we provide, but about giving our patients the best possible experience.
About the University Hospitals of Leicester NHS Trust: (leicestershospitals.nhs.uk)
Job description
Job responsibilities
KEY WORKING RELATIONSHIPS
- PP & OSV Deputy Manager
- Finance department staff
- Staff in other directorate
KEY RESULT AREAS
- To be responsible for the timely raising of invoices and credit notes.
- To check invoice and credit note request details.
- To maintain and update the Overseas Visitor Database
- Responsible for checking documents for eligibility for free NHS care, referring complex cases to administrators
- Responsible for requesting documents from patients appearing on MESH data by telephone call or letter.
- Setting up and filing of patients documents and checking and updating HISS and checking SCR database to reflect eligibility and collate a list for OSVM for any updates to SCR
- To respond to internal queries regarding the raising of invoice and credit note requests.
- To take credit/debit card payments for outstanding invoices for Overseas Visitors and Private Patients.
- Responsible for taking upfront payment deposits for Overseas Visitors and Private Patients when the patient calls in the absence of administrators.
- Responsible for maintaining and updating the deposit spreadsheet
- To be the first point of contact for PP and OSV team, face to face and answering calls and queries from staff and patients and forwarding to relevant person as and where required.
- To undertake all clerical and administrative duties in support of the Overseas Visitor and Private Patient Team.
- To comply with the Trust Standing Financial Instructions.
- To provide cover within the department as and when required.
- To contribute towards the continuous quality improvement of the finance department.
- To undertake any other duties not specified within the job description but within the general scope of the post.
GENERAL
This job description indicates the main functions and responsibilities of the post. It is not intended to be a complete list. You may be required to undertake other duties from time to time as we may reasonably require.
You will be required to maintain compliance with all statutory and mandatory training requirements.
Job description
Job responsibilities
KEY WORKING RELATIONSHIPS
- PP & OSV Deputy Manager
- Finance department staff
- Staff in other directorate
KEY RESULT AREAS
- To be responsible for the timely raising of invoices and credit notes.
- To check invoice and credit note request details.
- To maintain and update the Overseas Visitor Database
- Responsible for checking documents for eligibility for free NHS care, referring complex cases to administrators
- Responsible for requesting documents from patients appearing on MESH data by telephone call or letter.
- Setting up and filing of patients documents and checking and updating HISS and checking SCR database to reflect eligibility and collate a list for OSVM for any updates to SCR
- To respond to internal queries regarding the raising of invoice and credit note requests.
- To take credit/debit card payments for outstanding invoices for Overseas Visitors and Private Patients.
- Responsible for taking upfront payment deposits for Overseas Visitors and Private Patients when the patient calls in the absence of administrators.
- Responsible for maintaining and updating the deposit spreadsheet
- To be the first point of contact for PP and OSV team, face to face and answering calls and queries from staff and patients and forwarding to relevant person as and where required.
- To undertake all clerical and administrative duties in support of the Overseas Visitor and Private Patient Team.
- To comply with the Trust Standing Financial Instructions.
- To provide cover within the department as and when required.
- To contribute towards the continuous quality improvement of the finance department.
- To undertake any other duties not specified within the job description but within the general scope of the post.
GENERAL
This job description indicates the main functions and responsibilities of the post. It is not intended to be a complete list. You may be required to undertake other duties from time to time as we may reasonably require.
You will be required to maintain compliance with all statutory and mandatory training requirements.
Person Specification
Experience
Essential
- Data Entry
- Finance Experience
- Customer Service
- Administrative Experience
Communication and Relationship skills
Essential
- Good written and oral skills to communicate with staff and patients
- Able to employ tact, diplomacy and maintain confidentiality at all times
Training and Qualifications
Essential
- NVQ level 3/AAT Foundation level or equivalent experience
Commitment to Trust Values and behaviours
Essential
- demonstrate trust values and behaviours
Skills
Essential
- Competent using computers and software such as MS office
Desirable
- Experience of using Excel and word packages
Planning and Organisation Skills
Essential
- Ability to Work on own initiative and work as part of a team
- Ability to work under pressure and prioritise workload to meet deadlines
Equality, Diversity and Inclusion
Essential
- Able to demonstrate a commitment and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs
- All staff are expected to engage in compassionate and inclusive leadership in the provision of high quality care and interactions with others
Other requirements specific to the role
Essential
- Understanding different functions within a Finance dept. (Purchase Ledger, Sales Ledger and General Ledger)
- Tactful, diplomatic and at ease with all kinds of people
Desirable
- Have a flexible approach to working and be available to work outside normal hours as and when required
Analytical and Judgement skills
Essential
- Methodical approach to problem solving as well as following up actions to ensure completion
Person Specification
Experience
Essential
- Data Entry
- Finance Experience
- Customer Service
- Administrative Experience
Communication and Relationship skills
Essential
- Good written and oral skills to communicate with staff and patients
- Able to employ tact, diplomacy and maintain confidentiality at all times
Training and Qualifications
Essential
- NVQ level 3/AAT Foundation level or equivalent experience
Commitment to Trust Values and behaviours
Essential
- demonstrate trust values and behaviours
Skills
Essential
- Competent using computers and software such as MS office
Desirable
- Experience of using Excel and word packages
Planning and Organisation Skills
Essential
- Ability to Work on own initiative and work as part of a team
- Ability to work under pressure and prioritise workload to meet deadlines
Equality, Diversity and Inclusion
Essential
- Able to demonstrate a commitment and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs
- All staff are expected to engage in compassionate and inclusive leadership in the provision of high quality care and interactions with others
Other requirements specific to the role
Essential
- Understanding different functions within a Finance dept. (Purchase Ledger, Sales Ledger and General Ledger)
- Tactful, diplomatic and at ease with all kinds of people
Desirable
- Have a flexible approach to working and be available to work outside normal hours as and when required
Analytical and Judgement skills
Essential
- Methodical approach to problem solving as well as following up actions to ensure completion
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).
