Finance Assistant - Payables

Job overview

To work as a member of the team responsible for ensuring suppliers’ invoices and credit notes are processed promptly and accurately in accordance with the Trust’s Standing Financial Instructions, internal procedures and statutory obligations

Main duties of the job

• To verify suppliers’ invoices and credit notes against order documentation prior to payment.
• To resolve discrepancies relating to invoices, statements and orders.
• To accurately input invoices onto financial system, reclaiming VAT where appropriate.
• To calculate monthly expenditure accruals in line with reporting timetable, prepare journal for upload.
• To provide cover for cashiering function where required.

Detailed job description and main responsibilities

Main Duties and Responsibilities:

• To verify suppliers’ invoices and credit notes against order documentation prior to payment.
• To resolve discrepancies relating to invoices, statements and orders.
• To accurately input invoices onto financial system, reclaiming VAT where appropriate.
• To calculate monthly expenditure accruals in line with reporting timetable, prepare journal for upload.
• To provide cover for cashiering function where required.

ADDITIONAL REQUIREMENTS AND RESPONSIBILITIES (detail below)

• Communication Skills

• The post holder will need to possess excellent verbal communication skills and will need to adapt their methods of communication and language according to who they are communicating with.
• The post holder will be required to interact with staff from different departments and disciplines on a regular basis.
• The post holder will be required to deal with suppliers in a professional, efficient and tactful manner.
• The post holder will be required to deal with patients and carers in an efficient, tactful and professional manner, maintaining confidentiality and sensitivity at all times.

• Analytical and Judgemental skills

• The post holder will verify suppliers’ invoices and credit notes against order documentation, decide whether an invoice can be paid or determine required action.
• The post holder will understand the financial coding system to challenge incorrect codes on purchase orders.
• The post holder will understand complex VAT rules and decide whether VAT is recoverable on invoices.
• The post holder will resolve discrepancies on invoices, deciding on appropriate course of action.
• The post holder will calculate monthly expenditure accruals using data available.
• The post holder will decide whether petty cash and patient travel expenses are appropriate for reimbursement.

• Planning and Organising Skills

• The post holder will be required to plan their own work to ensure compliance with the financial deadlines for month and year end.

• Physical Skills and Dexterity

• The post holder will be required to possess standard keyboard skills.

• Clinical Skills

• The post holder will be required to assist patients and relatives during contact through cash office work and incidental contact at other times.

• Policy and Service Development

• The post holder will propose changes to local accounting and financial policies and procedures which have an impact on other areas.

• Responsibility for Financial & Other Resources

• The post holder is responsible for ensuring suppliers are paid following confirmation of receipt of goods/services, at the correct price, to the correct supplier.
• The post holder will receipt cash and cheques onto the financial system.
• The post holder will assist with the disbursement and reimbursement of the petty cash system.
• The post holder will operate the Trust’s patient travel system, ensuring only legitimate claims are paid

• Human Resources and Training

• The post holder will be required to demonstrate own area of work to any new employees.

• IT or other (i.e. paper based) information systems / record keeping

• The post holder will be required to accurately input data into financial systems.
• The post holder will be required to create and use spreadsheets.
• The post holder will be required to use the EPOS system.
• The post holder will be required to use Microsoft packages on a daily basis with good excel skills.

Research and Audit

The post holder will be required to undertake surveys or audits for own area of work.

Management and Leadership

The post holder will be expected to work to achieve agreed objectives and will be given freedom to do this on their own initiative whilst working within broad professional policies.