Accounts Receivable and Treasury Supervisor

Job description

Job responsibilities

Core Duties

Accounts Receivable

To accurately process invoices on the Trust's Accounts Receivable System (Oracle) for all the Trust income, ensuring that debtor requests in the department are processed in line with internal Service Level Agreements, liaising with and supporting staff who complete invoice requests, where details are incomplete, inaccurate or unclear in any way.

To ensure that output VAT is correctly charged on relevant invoices, referring to the Financial Accountant / VAT officer where there is uncertainty.

To ensure any supporting documents for invoices are attached and sent accurately and securely.

Ensure that all receipts are applied accurately and in a timely manner on the Accounts Receivable system in line with the Trust's Financial Management timetable, reconciling unidentified & miscellaneous receipts general ledger suspense codes to ensure these are resolved.

Ensure that the Accounts Receivable Recovery Procedures (Dunning) are adhered to for non-NHS debt.

Monitor the Aged Debt Report to ensure that default debtors are identified and contacted to minimise the risk of the debt becoming uncollectable.

To maintain detailed and up-to-date records of actions taken in the debt collection process.

To liaise with the Financial Accountant where debt remains outstanding to escalate the collection process

To provide information requested by debtors to facilitate payment, liaising with internal departments as necessary.

Refer cases to the Debt Recovery Agency, when necessary. Ensure that information provided in relation to debts referred to them for collection is accurate and submitted in a timely manner. Act as a liaison between the responsible divisions and the Debt Recovery Agency and set up monthly monitoring meetings.

To prepare a schedule of debts for suggested write off in line with the Trust Financial Control procedures.

Ensure that all Welsh NHS debts are monitored and actioned in line with the Welsh Government Arbitration Policy deadlines and trigger points.

To understand the principles of the Accounts Receivable System and assist the Financial Accountant in implementing changes to Accounts Receivable procedures, systems developments and activities as required.

Set up new customers on the Accounts Receivable ledger as required, ensuring customer profiles are updated to reflect current status for accurate reporting.

Manage the monthly closedown and reconciliation of the Accounts Receivable system in line with the Trust's Financial Management timetable.

Production of reports, using Oracle and Qliksense reporting tools, for Senior Finance Managers accurately reflecting the Trust's debtor position. Ensuring all discrepancies are identified and actioned

To assist the Financial Accountant with required statutory monthly and year-end returns

To assist the Financial Accountant by co-ordinating the Team to complete the NHS Wales Agreement of Balances process twice annually

To perform any other duties as required by the Financial Accountant that may reasonably be required from time to time.

Treasury Management

Contribute to the management of the day-to-day operation of the Treasury function by ensuring that Trust cash books are maintained and that balances on each bank account remain within defined thresholds.

Update the daily cash flow forecast with actual and projected figures and report to the Treasury Manager where balances may exceed defined thresholds.

Maintain cash books and prepare cash book journals

Ensure that urgent Faster Payment requests (outside of the standard BACS payment process) are processed in accordance with Financial Control Procedures checking that they have been appropriately approved in line with delegated authority.

Financial Control and oversight

Ensure that the financial controls, policies and procedures within the Accounts Receivable function are robust and make suggestions and recommendations for development.

To provide guidance to all divisions to improve and update control systems when required which facilitates adhering to Standing Financial Instructions and Financial Control Procedures

Liaise with Internal and External Audit to ensure that the department is contributing effectively to Audit recommendations.

Undertake the bank reconciliation, investigating discrepancies through to conclusion and resolution.

Support the monitoring and maintenance of the cash flow management processes in place, contributing to the forecasting of future cash-flow requirements of the organisation. This will involve the analysis and understanding of income and expenditure trends.

Staff Management and Development

Plan and co-ordinate the work of the Accounts Receivable Team to ensure statutory and departmental deadlines are met.

Ensure high standards of performance and a culture of learning and development is maintained.

Support the Integrated Medium-Term Plan to ensure the department continues to develop and works within a culture of seeking continuous improvement.

Train and support new members of the divisions in the Accounts Receivable and Treasury Management processes.

Report of the performance of the Accounts Receivable Team in line with existing Key Performance Indicators and to make recommendations for improvement.

Stakeholder Engagement

Provide advice and support to finance and non-finance staff on documented policy and financial control procedures relating to the Accounts Receivable function.

Communicate with a broad range of internal and external stakeholders including current employees, ex-employees, payroll department, members of the public, NHS organisations, internal and external auditors and the Trust's Debt Recovery Agency regarding issues and queries pertinent to the Accounts Receivable Function.

Respond to routine queries from staff and customers as required, dealing with any contentious and sensitive debt issues in the appropriate manner.

Maintain, update and develop documented operating and control procedures and guidance notes relating to the Accounts Receivable and Treasury Management functions or user reference.

Person Specification

Skills and Attributes

Essential

• Able to demonstrate excellent written and verbal communication skills
• Able to plan work for self and others
• Able to demonstrate high standard of work and attention to detail
• A good range of computer skills demonstrating ability to interrogate systems and manipulate and present data for financial and performance reporting.
• Ability to manage competing demands, pressures and deadlines within a team environment by prioritising workload
• Experience of working in an Accounts Receivable function
• Experience of undertaking complex reconciliations
• Experience of working in a customer focussed environment

Desirable

• Treasury management and/or cashflow management
• Experience of working within the NHS or a similarly complex organisation
• Experience of using Oracle or Equivalent Financial Systems in particular Accounts Receivable and general ledger

Qualifications

Essential

• Professional Qualification: AAT Member or CCAB* certificate (NVQ Level 5) *CCAB: Consultancy Committee of Accountancy Bodies including ACCA, ICAEW, ICAI, ICAS, CIMA and CIPFA.
• Education: A good standard of general education to include English and Maths at Grade B or above

Desirable

• Desirable (but not essential): Welsh Speaker (Level 1) or willingness to work towards

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.

Certificate of Sponsorship

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).

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

Velindre University NHS Trust

Address

Velindre UNHST Headquarters

Unit 2 Charnwood Court, Heol Billingsley, Nantgarw

Cardiff

CF15 7QZ

Employer's website

https://velindre.nhs.wales/ (Opens in a new tab)