Job summary
Transaction processing is so important to ensure patient care is uninterrupted. We must ensure suppliers are paid on time so we want someone to join our very busy team to help ensure we support the Trust to manage the payables ledger and to comply with the Government's Prompt Payment Policy. We are dedicated team that cannot wait for you to join us.
Although office based, this is not a traditional office role. Whilst experience in a similar role is required what we are also looking for is someone who is bold, enthusiastic, has great systems/IT skills and is resourceful. As a member of our team, you will have excellent communication and organisational skills to manage your own workload and use your initiative. You will be an excellent networker that relishes a challenge and thrives in a busy environment.
Main duties of the job
Understanding the procure to pay process is such a key driver in this role; you'll help to investigate issues with purchase order, receipting, workflows and invoices, and be hands-on in your approach to resolve them and implement changes to avoid reoccurrence. Using our BI reporting toolkit and dashboard you will be able to identify creditors that require attention and prioritise your workload to target your efforts.
You'll work closely with NHS Shared Business Services (who administer the Trust's Oracle ledger) to ensure that invoices are processed in a timely manner and with the Procurement team to support Oracle users to manage their workflow and ensure they comply with Trust policies. You will be a point of contact for Trust staff and supplier ensuring a high standard of customer care.
You'll be proactive to ensure our service is the best it can be. You will help with the development and implementation of new processes and ensure that all payable transactions are processed in accordance with the Trust's Standing Financial Instructions and Scheme of Delegation and Reservation.
About us
We are not going to shy away from saying this is ideally a job for someone who thrives in a fast-paced environment. We're busy, often juggling multiple priorities - but for the right candidate, we know this will make the role even more exciting for you.
The Trust invests in finance staff and their personal and career development and this is demonstrated by us holding Towards Excellence accreditation at level 3, the highest level attainable. We are also North West HFMA Finance Team of the Year 2022! So what can we offer you..?
As well as working for an award winning organisation, you will join a very strong and dedicated team who work so hard together. The satisfaction of knowing you played your part in the Trust looking after our patients is what will drive you the most. We will help you develop your skills, give you opportunities to try new things and we actively encourage you to challenge us to constantly review what we do, our processes and approaches.
Follow us on Twitter to see the kinds of things we do @LTHTRFinance
If you would like to have an informal discussion about the post then please contact Beth Pidduck on 07923441221.
Job description
Job responsibilities
- Reviewing invoices appearing in the PO and Non PO workflows on a daily basis and ensuring invoices and notifications are routed correctly via the SBS system for approval
- Performing regular statement reconciliations and liaising with SBS / suppliers to ensure any appropriate actions are undertaken to ensure the payables ledger is updated accordingly.
- Regularly review supplier accounts which are in credit and work with the supplier to ensure credits are matched against invoices or a payment is made to clear the account.
- Maintain supplier accounts.
- Providing advice and assistance to suppliers and trust managers to investigate and resolve written and telephone queries, often of a complex and sensitive nature.
- Assist the FTM & SFTO to manage and deliver the Better Payment Practice Code target for paying bills within 30 days of receipt and produce monthly reports on the position.
- Assist the FTM & SFTOs to ensure timely input into trust cash flow forecast based on regular contract payments and due dates, both incoming and outgoing.
- Run and review housekeeping reports on a weekly basis and take appropriate action where invoices to clear any issues.
- Production of backing documents and working paper to support the month-end file and the notes to the annual accounts.
- Assist in the completion of the inter-NHS agreement of balances exercise, preparing working papers to reconcile back to the ledger and escalating any issues where necessary.
- Preparation of the weekly submission of the BACs Runs, RFT payments and cheque runs
- Monitoring of disputed invoices, goods received not invoiced accruals and taking action to deal with them.
- Work closely with the Financial Advice Team to ensure creditor accruals are made where appropriate.
- Monitor the SBS workflow systems for invoices, produce reports on performance and ensure that authorised signatories are clearing their workflows according to Trust procedures.
- Review the ledger for duplicate invoice payments and establish, with SBS, an action plan for recovery.
- Work proactively with the procurement team on all aspects connected to creditor control, identifying issues that require escalation.
- Provide support to the Finance Transaction Assistants where required.
- Ensure all one-off supplier payment requests are correctly authorised and input correctly into the ledger.
- Ensure payroll payment request are input accurately into the ledger by the required deadlines.
- Support the monthly reconciliation process in respect of relevant creditor control accounts.
- Ensure cash is correctly allocated and process transactions for accounting purposes.
- Liaise with internal and external audit, act as a point of contact to provide creditor information and assist with sample testing.
- Any other duties as directed by the FTM & SFTO commensurate with grade.
Job description
Job responsibilities
- Reviewing invoices appearing in the PO and Non PO workflows on a daily basis and ensuring invoices and notifications are routed correctly via the SBS system for approval
- Performing regular statement reconciliations and liaising with SBS / suppliers to ensure any appropriate actions are undertaken to ensure the payables ledger is updated accordingly.
- Regularly review supplier accounts which are in credit and work with the supplier to ensure credits are matched against invoices or a payment is made to clear the account.
- Maintain supplier accounts.
- Providing advice and assistance to suppliers and trust managers to investigate and resolve written and telephone queries, often of a complex and sensitive nature.
- Assist the FTM & SFTO to manage and deliver the Better Payment Practice Code target for paying bills within 30 days of receipt and produce monthly reports on the position.
- Assist the FTM & SFTOs to ensure timely input into trust cash flow forecast based on regular contract payments and due dates, both incoming and outgoing.
- Run and review housekeeping reports on a weekly basis and take appropriate action where invoices to clear any issues.
- Production of backing documents and working paper to support the month-end file and the notes to the annual accounts.
- Assist in the completion of the inter-NHS agreement of balances exercise, preparing working papers to reconcile back to the ledger and escalating any issues where necessary.
- Preparation of the weekly submission of the BACs Runs, RFT payments and cheque runs
- Monitoring of disputed invoices, goods received not invoiced accruals and taking action to deal with them.
- Work closely with the Financial Advice Team to ensure creditor accruals are made where appropriate.
- Monitor the SBS workflow systems for invoices, produce reports on performance and ensure that authorised signatories are clearing their workflows according to Trust procedures.
- Review the ledger for duplicate invoice payments and establish, with SBS, an action plan for recovery.
- Work proactively with the procurement team on all aspects connected to creditor control, identifying issues that require escalation.
- Provide support to the Finance Transaction Assistants where required.
- Ensure all one-off supplier payment requests are correctly authorised and input correctly into the ledger.
- Ensure payroll payment request are input accurately into the ledger by the required deadlines.
- Support the monthly reconciliation process in respect of relevant creditor control accounts.
- Ensure cash is correctly allocated and process transactions for accounting purposes.
- Liaise with internal and external audit, act as a point of contact to provide creditor information and assist with sample testing.
- Any other duties as directed by the FTM & SFTO commensurate with grade.
Person Specification
Qualifications
Essential
- 5 GCSE's (Grades A-C) or equivalent including Maths and English Language
Desirable
- NVQ Level 3+ AAT or equivalent experience
Knowledge
Essential
- Experience in computerised payables and receivables ledger processes and systems
- Working knowledge of the processing of documents relating to goods and services supplied on credit
- Experienced in the analysis, investigation and resolution of financial queries and discrepancies
Desirable
- Experience of dealing with a high volume of transactions
- Knowledge of NHS financial governance arrangements
- An understanding of VAT issues
- Experience of working with a Shared Business Partner
Person Specification
Qualifications
Essential
- 5 GCSE's (Grades A-C) or equivalent including Maths and English Language
Desirable
- NVQ Level 3+ AAT or equivalent experience
Knowledge
Essential
- Experience in computerised payables and receivables ledger processes and systems
- Working knowledge of the processing of documents relating to goods and services supplied on credit
- Experienced in the analysis, investigation and resolution of financial queries and discrepancies
Desirable
- Experience of dealing with a high volume of transactions
- Knowledge of NHS financial governance arrangements
- An understanding of VAT issues
- Experience of working with a Shared Business Partner
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.
