Debtors Assistant

2 weeks ago

Nottingham, United Kingdom Nottingham University Hospitals NHS Trust Full time

Band 3

**Main area**
- Finance & Procurement

**Grade**
- Band 3

**Contract**
- Permanent

**Hours**
- Full time - 37.5 hours per week

**Job ref**
- 164-5663233

**Site**
- City campus

**Town**
- Nottingham

**Salary**
- £22,816 - £24,336 per annum

**Salary period**
- Yearly

**Closing**
- 07/04/2024 23:59

Job overview

Based 100% on site at the City campus, the Accounts Receivable Team is responsible for securing the Trust’s income (both clinical and non-clinical) by communicating with colleagues within the Trust to ensure all information is obtained in a timely manner to invoice commissioners and other customers for services provided. The Team also issues reminder letters and statements as well as resolving queries and enquires relating to sales invoices and collecting debts.

Main duties of the job

In addition to the below summary you need to familiarise yourself with full job description and person specification documents attached to this advert.

This position will support the Department’s responsibility for securing the Trust’s income, through communication with external clients as well as internal colleagues from various departments within the Trust, to ensure that invoices are paid in a timely manner and to resolve credit queries.

Working for our organisation

The post-holder is part of a small team providing an efficient, customer-focused debtors service to the Trust.

The post-holder will work within the Income Department primarily raising invoices and chasing debts but will also be expected to have core skills and knowledge which will enable them to provide a basic service within Transactional Services as required. In undertaking this role, all employees will be expected to behave at all times in a way that is consistent with and actively supports the functions of the Financial Services team.

The post holder will be based in the Financial Services Department on the City Campus with the onsite team.

Detailed job description and main responsibilities

Raise sales invoices and credit notes relating to specific organisations for whom the Trust has provided a service, promptly, and in accordance with Trust procedures.

Ensure reminder letters and monthly statements are produced as required.

Ensure timely and accurate filing of documentation as required.

Participate in chasing individuals / departments for submission of invoices due to be raised.

Pursue outstanding debts following Trust procedures using appropriate systems e.g. Integra.

In liaison with the Deputy Team Leader/Team Leader, set up instalment payment plans where this represents the only possibility of securing payment of a debt.

Monitor existing instalment payment plans, ensuring all paperwork is completed and returned by the customer and alerting the Deputy Team Leader/Team Leader to any break in agreed payments.

In liaison with departments / divisions and the Deputy Team Leader/Team Leader, investigate queries relating to outstanding sales invoices, cancelling, reducing or crediting incorrect sales invoices as necessary.

Where a payment has been made against a sales invoice and Cashiers have been unable to allocate the payment, investigate where payment should go and allocate or refund accordingly.

Provide assistance and support to the Deputy Team Leader and Team Leader as required for example in the compilation of invoices for cancellation or write-off.

Support the Deputy Team Leader and Team Leader to liaise with insurance companies, NUH departments and divisions in order to collect debt owed in relation to the treatment of private patients.

Create and maintain good working relationships with colleagues in the Finance and Procurement Department and with Divisional teams to ensure the provision of a high quality, highly regarded, customer-focused service.

Ensure that the highest standards of financial probity are achieved at all times, reporting promptly to the Deputy Team Leader/Team Leader anything that appears remiss and following strict controls to comply with audit requirements.

Liaise with Internal / External Audit as required as well as with the VAT team to ensure that all invoices are raised in accordance with VAT legislation/guidelines.

Assist in the quarterly completion of the Inter NHS Agreement of Balances as required.

Act as an ambassador for Financial Services.

Person specification

Training & Qualifications

Essential criteria
- Minimum of 5 GCSEs or equivalent, including Maths & English.
- Possess numerical and analytical skills to GCSE level.
- ECDL or equivalent knowledge of computer
- NVQ level 2 or equivalent qualification by experience & knowledge
- Accurate finance and administration skills.

Experience

Essential criteria
- Experience of a Financial Accounting system.
- Experience of working in a sales ledger environment, raising invoices and collecting debts
- Experience of responding to financial queries from budget holders and finance staff.
- Be able to understand and use compu

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