Accounts Payable and Accounts Receivable Officer

Job description

Job responsibilities

Accounts Payable/Receivable AssistantDuties and Responsibilities

Key results from the job holder

Resolution of queries from staff, customers, and suppliers in accordance with internal weekly, monthly, quarterly and annual timetables and deadlines.

Address non-payment, incorrect or late payment of invoices, identifying solutions from a range of options.

Purchase Order Invoices

Responsible for reviewing notifications relating to PO invoices and ensuring all queries are resolved on a timely basis to facilitate payment, discussing concerns regarding invoices or payments with staff, customers and suppliers.

Responsible for monitoring end users who do not respond to workflow notifications, reporting results to manager and taking appropriate action when necessary.

Responsible for assisting requisitioners in the resolution of workflow notification queries.

Responsible for clearance of payment and multi-line holds as directed by Accounts Payable/ Receivable manager.

Calculates payments and decides whether and how to pursue over and underpayments.

Non-PO Invoices

Responsible for reviewing non-PO invoices in Oracle and ensuring that these are forwarded to departmental managers/budget holders for coding and approval.

Responsible for monitoring end users who do not respond to workflow notifications, reporting results to manager and taking appropriate action when necessary.

Responsible for dealing with non-PO queries on a timely basis to facilitate payment.

Debtor Invoicing

Responsible for raising invoices monthly ensuring that the correct organisation is invoiced and appropriate back up information is provided to enable prompt payment.

Responsible for several dunning level actions ensuring that these are completed in accordance with internal deadlines.

Responsible for the collation and preparation of paperwork and any associated correspondence in respect of debts to be referred to External Debt Recovery (EDR).

Responsible for reconciling unallocated cash ensuring all queries are resolved and balances cleared in accordance with internal deadlines.

Responsible for undertaking credit control activities as directed by manager.

Other

Analyse financial data to identify errors and identify inconsistencies and solutions.Assist in the completion of the agreement of balances exercise in respect of receivable and payable balances working closely with management accounts to ensure balances accurately reflect outstanding amounts owed to or by the Trust.

Assist in the completion of appropriate year end working papers for production of annual accounts.

Complete complex and detailed financial calculations.

Responsible for the preparation and input of journals in respect of debtor and creditor balances outside sub-ledgers.

Responsible for the completion of appropriate documentation to facilitate the creation of new supplier accounts.

Receipting and recording of any local banking's.

Responsible for processing urgent payments ensuring all transactions are documented and notified to the AP/AR Manager for prepay hold to be actioned.

Process pharmacy invoices.

Ensure that procedure notes are available for all tasks undertaken by the section.

Forwarding invoices and documents to service provider as and when necessary.

Assist the AP/AR manager in delivering informal on the job training to work colleagues on a range of accounts payable and receivable tasks.

Contribute to changes in procedures in-line with developments in legislation.

Responsible for providing informal support and training to Trust managers and budget holders in respect of the Oracle financial system.

Planning and Organisational Duties

Responsible for planning and organising own workloads to meet departmental timetables and deadlines.

Communications and Key Working Relationships

The post holder will be expected to represent the Trust in a professional manner when communicating with the organisations stakeholders. Communication with stakeholders will be in a range of formats including verbal by telephone and in person or written via email or formal letter. Stakeholders will include the following:

Service ProviderSuppliersOther NHS organisationsBudget holdersFinance colleaguesCustomers

Explain statutory financial regulations and NHS rules to non-financial colleagues.

Person Specification

Qualifications

Essential

• 5 GCSE including maths & english

Desirable

• AAT Intermediate or equivalent progress with CCAB or CIMA qualification.
• Further academic achievement.
• Further academic achievement.

Experience

Essential

• Experience within a transaction processing (AP/AR) environment
• Experience within a customer-focussed organisation.

Desirable

• Experience of NHS Finance, including Agreement of Balances.
• Experience of working with a Shared Services partner.
• Experienced in using Oracle systems.

Skills

Essential

• Attention to detail, with a methodical and thorough approach
• Excellent communication and interpersonal skills
• IT literacy
• Ability to meet target and deadlines through, Prioritising competing demands; and switching objectives/tasks, multitasking and planning

Desirable

• Ability to deal sensitively with confidential information.
• Proficient in use of Microsoft Office (specifically Outlook) excel & word

Knowledge

Essential

• Knowledge pertaining to financial control, best practice, and financial procedures.
• Knowledge of Finance concepts and principles, as applied to very basic double entry bookkeeping. financial ledgers and 'feeder' systems; and simple reconciliations

Desirable

• Knowledge of Finance concepts and principles beyond transaction processing.

Additional

Essential

• Flexible approch
• Motivated & professional
• Ability to work as part of a team
• Ability to work alone using own initiative

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.

Employer details

Employer name

Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust

Address

Buckingham Row

Brick Kiln Lane

Wigan

WN1 1XX

Employer's website

http://www.wwl.nhs.uk/ (Opens in a new tab)