Accounts Payable and Accounts Receivable Officer

Job overview

An exciting opportunity has arisen to join our busy finance department working in our accounts payable and receivable team.

The primary purpose of the role is to ensure that our accounts payable and receivable invoices are paid in a timely and accurate manner to enable the trust to meet its legal and financial obligations.

The successful candidate will have good attention to detail and accuracy, be able to work well as part of a team and have good communication and organisational skills to ensure the requirements of the role are achieved.

This vacancy is open to all internal and external candidates. NHS Employees should ideally secure their manager’s agreement for a secondment arrangement ideally prior to applying, as this will be a condition of any offer made.

This vacancy is advertised on a fixed term basis as it is to provide cover for a substantive employee on maternity leave and will end in March 2027 or when the substantive postholder returns. Whilst this post is advertised on a fixed term / secondment basis there is the potential that this post may become permanent in the future.

Main duties of the job

The post holder’s primary purpose is to assist the accounts payable and receivable team, ensure the prompt payment of our supplier invoices, ensure all cash is recovered in a timely manner, sales invoices are raised, and any relating queries are responded to.

Ensure internal key performance indicators (KPIs) are effectively monitored and managed.

Plan and organise their own workloads within the section to ensure that the monthly reporting timetable is adhered to.

Provide support, advice and training to non-finance managers and budget holders.

Detailed job description and main responsibilities

Accounts Payable/Receivable Assistant Duties 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 organisation’s 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 Provider Suppliers Other NHS organisations Budget holders Finance colleagues  Customers

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