Job summary
We are looking for an enthusiastic and self-motivated individual to join the Account Receivable team on a full time permanent basis as Accounts Receivable Officer, based in Ty Gwent, Llantarnam, Cwmbran.
A key function of Corporate Finance, the team is responsible for managing all income due to the health board by issuing invoices to organisations and individuals and ensuring they are duly paid. The post holder will work within a team of 2 other Accounts Receivable Officers and the Accounts Receivable Manager.
The post holder will be required to have excellent communication skills, a good standard of IT skills, and be able to work independently and as part of the wider Finance Team.
Main duties of the job
Your duties will include:
Providing the administrative and financial support associated with ensuring all invoices and credit notes are raised correctly on the Accounts Receivable computer system and assist in recovering all income due to the Health Board. Resolving customer queries and assisting in the credit control process for the Health Board.
To plan workload to ensure weekly, monthly and annual timescales are met. Works within set parameters, advice available and refers to manager when necessary
You should be able to work to tight deadlines and have good communication skills to work in this customer focused environment.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Please see Person Specification included in the Job Description for full details.
About us
Aneurin Bevan University Health Board is a multi-award winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialityor stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.
We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.
Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future
Job description
Job responsibilities
- Process, on a daily basis, all invoice and credit notes requests, ensuring that:
- All income request forms received are date stamped, numbered and entered on the spreadsheet log
- Each request complies with procedures and is properly authorised and coded
- VAT status of requests is checked
- All relevant details are recorded and entered into the Oracle Accounts Receivable computer system against the correct customer account
- Copies of all backing documents and requests are scanned and attached to the relevant invoice in the Oracle Accounts Receivable system
- The number of invoices produced and the batch totals are verified to prime records, with appropriate action taken for any discrepancies and entered on a logbook
- Auto Invoice process is run and completed
- Invoices and credit notes are printed or emailed, where possible, and sent promptly to customers
- Customer accounts are set up in the Oracle Accounts Receivable computer system, as necessary, and relevant details are recorded in the various customer administration records kept
- Resolve discrepancies and queries on customer invoices and statements by:
- Answering all telephone calls promptly and politely, obtaining as much information as possible from the caller
- Investigating the discrepancy or query and taking appropriate action
- Recording all customer calls on the Oracle Accounts Receivable computer system and follow up as appropriate
- For customers who have agreed repayment plans, either: Send out a standing order form for completion and forward to the bank once returned; or Set up a salary deduction.
- Maintain record of the repayment plans
- Assist with all ongoing credit control processes as specified by Accounts Receivable Manager, including:
- Checking statements and sending promptly to customers
- Checking preliminary credit control letters against customer calls, generate a hold in the Oracle Accounts Receivable computer system on any customers with queries
- Processing and printing Accounts Receivable credit control letters, twice weekly and sending out promptly to customers
- Prepare schedules of overdue invoices and accompanying notes for review by Accounts Receivable Manager and referral to the Health Boards debt collecting agency.
- Run a report of outstanding debts by Requester and send out to budget holders for review and comment
- Update write-off schedule for review by Senior Finance staff.
- Participate in Financial Services Department mail procedures by:
- Opening and date stamping all mail received, and sorting into relevant Financial Services sections and distributing
- Enter cheques and Cash received into the post register
- Sort Accounts Receivable mail and deal with general correspondence
- Sort daily Accounts Receivable outgoing mail into either internal or external postage.
- File, sequentially, all Accounts Receivable paperwork to ensure Audit trail.
- To provide advice and support to other Health Board staff on the raising of invoices and general queries regarding the Oracle Accounts Receivable computer system.
Assist in any other Accounts Receivable tasks.
Job description
Job responsibilities
- Process, on a daily basis, all invoice and credit notes requests, ensuring that:
- All income request forms received are date stamped, numbered and entered on the spreadsheet log
- Each request complies with procedures and is properly authorised and coded
- VAT status of requests is checked
- All relevant details are recorded and entered into the Oracle Accounts Receivable computer system against the correct customer account
- Copies of all backing documents and requests are scanned and attached to the relevant invoice in the Oracle Accounts Receivable system
- The number of invoices produced and the batch totals are verified to prime records, with appropriate action taken for any discrepancies and entered on a logbook
- Auto Invoice process is run and completed
- Invoices and credit notes are printed or emailed, where possible, and sent promptly to customers
- Customer accounts are set up in the Oracle Accounts Receivable computer system, as necessary, and relevant details are recorded in the various customer administration records kept
- Resolve discrepancies and queries on customer invoices and statements by:
- Answering all telephone calls promptly and politely, obtaining as much information as possible from the caller
- Investigating the discrepancy or query and taking appropriate action
- Recording all customer calls on the Oracle Accounts Receivable computer system and follow up as appropriate
- For customers who have agreed repayment plans, either: Send out a standing order form for completion and forward to the bank once returned; or Set up a salary deduction.
- Maintain record of the repayment plans
- Assist with all ongoing credit control processes as specified by Accounts Receivable Manager, including:
- Checking statements and sending promptly to customers
- Checking preliminary credit control letters against customer calls, generate a hold in the Oracle Accounts Receivable computer system on any customers with queries
- Processing and printing Accounts Receivable credit control letters, twice weekly and sending out promptly to customers
- Prepare schedules of overdue invoices and accompanying notes for review by Accounts Receivable Manager and referral to the Health Boards debt collecting agency.
- Run a report of outstanding debts by Requester and send out to budget holders for review and comment
- Update write-off schedule for review by Senior Finance staff.
- Participate in Financial Services Department mail procedures by:
- Opening and date stamping all mail received, and sorting into relevant Financial Services sections and distributing
- Enter cheques and Cash received into the post register
- Sort Accounts Receivable mail and deal with general correspondence
- Sort daily Accounts Receivable outgoing mail into either internal or external postage.
- File, sequentially, all Accounts Receivable paperwork to ensure Audit trail.
- To provide advice and support to other Health Board staff on the raising of invoices and general queries regarding the Oracle Accounts Receivable computer system.
Assist in any other Accounts Receivable tasks.
Person Specification
Experience
Essential
- Basic Windows Skills
- Basic level of Microsfot Office skills (or equivalent), including Excel, Word & Email
Desirable
- Knowledge of Financial Procedures
Experience
Essential
- Experience of working in a Finance Department (or similar corporate department
Desirable
- Experience of Oracle Financials
Qualifications and Knowledge
Essential
- NVQ Level 3 or equivalent demonstrable knowlege and experience
- Educated to GCSE level, including Maths & English (or equivalent)
- General Knowledge of computerised systems
- Knowledge of finance processes
Desirable
- Knowledge of Accounts Receivable processes
- Knowledge of VAT regulations
Person Specification
Experience
Essential
- Basic Windows Skills
- Basic level of Microsfot Office skills (or equivalent), including Excel, Word & Email
Desirable
- Knowledge of Financial Procedures
Experience
Essential
- Experience of working in a Finance Department (or similar corporate department
Desirable
- Experience of Oracle Financials
Qualifications and Knowledge
Essential
- NVQ Level 3 or equivalent demonstrable knowlege and experience
- Educated to GCSE level, including Maths & English (or equivalent)
- General Knowledge of computerised systems
- Knowledge of finance processes
Desirable
- Knowledge of Accounts Receivable processes
- Knowledge of VAT regulations
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).
