Job summary
This role is a generic apprentice role within the Trust's financial accounts function. Therefore the purpose of the role is to assist in a number of aspects of the finance function's work.
It is hoped that the successful post holder will study for a Level 3 Business Administration Apprenticeship (Trust funded) and at the end of the 21 month apprenticeship, they will be in a position to be successful at applying for a substantive role within Financial Services.
The successful post holder does not need to have any detailed knowledge of working in accounts or accounting, but they need to be confident in working with numbers.
Main duties of the job
- Help ensure suppliers of goods and services to the Trust are paid within current payment terms and that queries are resolved on a timely basis.
- Action requests to raise invoices for monies due to the Trust as required, in accordance with financial procedures and instructions.
- Assist in chasing outstanding debts with both internal NHS and external customer.
- Help with providing a cashier service to the trust.
- Work closely with SBS (Shared Business Services) colleagues to ensure a synchronised seamless service.
- As more routine tasks will have been passed to SBS the post holders will need to focus on non-routine work specifically dealing with and resolving items that do not simply pass through the automated payment and sales systems.
About us
The finance department at Doncaster and Bassetlaw Teaching Hospitals NHS Foundation Trust provides a supportive environment for individuals to develop and grow their career.
Currently located on the Doncaster Royal Infirmary site (although potentially moving to Doncaster town centre), the department is hybrid working at present.
The role is a diverse role which will allow the successful post holder to experience a wide variety of functions within Financial Services, which will help them when performing their apprenticeship studies.
Job description
Job responsibilities
- Accounts Payable Queries
- Dealing with and working to resolve queries from internal trust colleagues regarding the progress of purchase orders, invoices and payments through the Accounts Payable process;
- Liaising with Supplies and other bodies regarding any invoice queries and;
- Working closely with SBS colleagues to ensure a seamless efficient service.
- Payments to Suppliers
- Liaise with and investigate payment queries from suppliers, requesting proof of delivery, credits and copy invoices as appropriate.
- Set up supplier payments from the trusts bank accounts for authorisation by Senior staff.
- Ensure correct treatment of Value Added Tax.
- Other Purchase Ledger Duties
- Raise paperwork to re-issue cancelled or out of date cheques, and entries to correct the financial ledger.
- Download invoices from the internet, where appropriate.
- Accounts Receivable
- Calculate and, working with SBS, raise invoices from departments across the Trust. This will be undertaken in a timely manner.
- Help ensure that all invoices for private patient treatments reflect the current price list.
- Help maintain schedules of the Trusts RTA costs and claims. Additionally complete the relevant returns required.
- Assist in the pursuit of debts due to the Trust.
- Assist in the allocation of unallocated cash within the debtors ledger.
- Cashier Function
- To process cheques received by the Trust. This will include the receipt of, the entry into the Trusts finance system and the issuing of official receipts where required.
- To process credit card transactions. This will include checking the validity of each card, the receipt of authorisation for payments, and the inclusion of the transaction details within the finance system.
- On a daily basis balance all monies received.
- On a weekly basis prepare monies received for banking.
- Operate the Trusts petty cash float. This will include making payments from for authorised expenditure, reimbursing sub-floats held by other departments, balancing petty cash floats daily.
- Operate the trusts patient travel expenses process for those entitled to benefit from this system. This will include both the reimbursement of expenses incurred and the issuing of bus and rail tickets in advance where this is not the case.
- Issue bus & train tickets to staff within the Trusts policies.
- Patients Monies
- Help maintain records of monies and property held for safe keeping on behalf of patients. This will include recording, receipting, making payments and releasing property held.
- Regularly reviewing items of property held with follow up for those items where the patient has been discharged.
- Other duties
- Assist in opening and sorting the incoming post and dealing with urgent paperwork.
- Clearance of the trusts generic email.
- Liaise with departments/individuals/organisations as required.
- Provide guidance to members of staff where appropriate.
- Any other ad-hoc duties as required appropriate to the grade of the post.
Job description
Job responsibilities
- Accounts Payable Queries
- Dealing with and working to resolve queries from internal trust colleagues regarding the progress of purchase orders, invoices and payments through the Accounts Payable process;
- Liaising with Supplies and other bodies regarding any invoice queries and;
- Working closely with SBS colleagues to ensure a seamless efficient service.
- Payments to Suppliers
- Liaise with and investigate payment queries from suppliers, requesting proof of delivery, credits and copy invoices as appropriate.
- Set up supplier payments from the trusts bank accounts for authorisation by Senior staff.
- Ensure correct treatment of Value Added Tax.
- Other Purchase Ledger Duties
- Raise paperwork to re-issue cancelled or out of date cheques, and entries to correct the financial ledger.
- Download invoices from the internet, where appropriate.
- Accounts Receivable
- Calculate and, working with SBS, raise invoices from departments across the Trust. This will be undertaken in a timely manner.
- Help ensure that all invoices for private patient treatments reflect the current price list.
- Help maintain schedules of the Trusts RTA costs and claims. Additionally complete the relevant returns required.
- Assist in the pursuit of debts due to the Trust.
- Assist in the allocation of unallocated cash within the debtors ledger.
- Cashier Function
- To process cheques received by the Trust. This will include the receipt of, the entry into the Trusts finance system and the issuing of official receipts where required.
- To process credit card transactions. This will include checking the validity of each card, the receipt of authorisation for payments, and the inclusion of the transaction details within the finance system.
- On a daily basis balance all monies received.
- On a weekly basis prepare monies received for banking.
- Operate the Trusts petty cash float. This will include making payments from for authorised expenditure, reimbursing sub-floats held by other departments, balancing petty cash floats daily.
- Operate the trusts patient travel expenses process for those entitled to benefit from this system. This will include both the reimbursement of expenses incurred and the issuing of bus and rail tickets in advance where this is not the case.
- Issue bus & train tickets to staff within the Trusts policies.
- Patients Monies
- Help maintain records of monies and property held for safe keeping on behalf of patients. This will include recording, receipting, making payments and releasing property held.
- Regularly reviewing items of property held with follow up for those items where the patient has been discharged.
- Other duties
- Assist in opening and sorting the incoming post and dealing with urgent paperwork.
- Clearance of the trusts generic email.
- Liaise with departments/individuals/organisations as required.
- Provide guidance to members of staff where appropriate.
- Any other ad-hoc duties as required appropriate to the grade of the post.
Person Specification
Experience
Essential
- Computer data input systems
- Knowledge of Microsoft Excel
Desirable
- Ability to deal with enquires speedily and politely
- Analysing data for accuracy and completeness, interpreting and forming conclusions and performing detailed calculations correctly, clearly and efficiently.
Qualifications/Training
Essential
- 5 GCSE's including English and Mathematics (or equivalent qualification/experience)
- ECDL or equivalent level of IT related qualification or demonstrable experience/knowledge
- A theoretical knowledge to underpin the work undertaken
- Willingness to undertake Level 3 Business Administration Apprenticeship qualification
Desirable
Interpersonal Skills
Essential
- Able to work within a team
- Possess good communication and telephone skills.
- Self-motivated worker
Desirable
- Deal with queries empathetically
- Ability to work under pressure and to deal with potentially highly distressed clients
- Ability to communicate effectively to all levels of staff, patients and customers both face to face, by telephone and in writing.
- Ability to deal with public telephone and 'over the counter' enquiries speedily and politely. This is likely to involve both emotional and/or aggressive member of the public at times.
Organisational Skills
Essential
- Able to work on own initiative, without supervision, and meet deadlines.
- Ability to prioritise workloads
- Maintain good timekeeping
Person Specification
Experience
Essential
- Computer data input systems
- Knowledge of Microsoft Excel
Desirable
- Ability to deal with enquires speedily and politely
- Analysing data for accuracy and completeness, interpreting and forming conclusions and performing detailed calculations correctly, clearly and efficiently.
Qualifications/Training
Essential
- 5 GCSE's including English and Mathematics (or equivalent qualification/experience)
- ECDL or equivalent level of IT related qualification or demonstrable experience/knowledge
- A theoretical knowledge to underpin the work undertaken
- Willingness to undertake Level 3 Business Administration Apprenticeship qualification
Desirable
Interpersonal Skills
Essential
- Able to work within a team
- Possess good communication and telephone skills.
- Self-motivated worker
Desirable
- Deal with queries empathetically
- Ability to work under pressure and to deal with potentially highly distressed clients
- Ability to communicate effectively to all levels of staff, patients and customers both face to face, by telephone and in writing.
- Ability to deal with public telephone and 'over the counter' enquiries speedily and politely. This is likely to involve both emotional and/or aggressive member of the public at times.
Organisational Skills
Essential
- Able to work on own initiative, without supervision, and meet deadlines.
- Ability to prioritise workloads
- Maintain good timekeeping
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.
