Job overview
Ensure purchase invoices and credit notes are registered promptly and accurately, to a timescale that supports achievement of the Better Payments Practice target and the uninterrupted flow of goods and services to divisions / departments in the Trust.
Scan purchase invoices, credit notes and other relevant documentation onto the system in line with Payments procedures.
Be involved with ‘Freshdesk’ - our online Helpdesk, a web-based application linked with Outlook. This role will mainly be office based.
Main duties of the job
Accurate manual registration of invoices and credit notes in line with the Accounts Payable Procedures
The ability to use our OCR (optical character recognition) software with ease Respond promptly to correspondence (telephone calls, e-mails, letters), queries and enquiries relating to outstanding purchase invoices and payments, interrogating Integra as required, ensuring good relationships with suppliers and other external bodies e.g. other NHS organisations.
Ensure timely and accurate filing of documentation as required Assist in the payment run e.g. dispatching cheques and remittance advice as required. Provide assistance and support to the Team Leader as required. Provide assistance and support to Financial Services Officers as required, for example to assist with backlogs as appropriate
Working for our organisation
In addition to the key job responsibilities detailed in this job description all employees at Nottingham University Hospitals NHS Trust are expected to comply with the general duties detailed below: Infection Control To maintain a clean, safe environment, ensuring adherence to the Trust’s standards of cleanliness, hygiene and infection control.
General Policies, Procedures and Practices To comply with all Trust policies, procedures and practices and to be responsible for keeping up to date with any changes to these.
WORKING CONDITIONS Normal office conditions, some lifting and handling of small loads required e.g. filing and storage of documentation. Frequent use of computer.
In addition to the brief list above you must familiarise yourself with the full job description and person specification attached to this advert prior to applying.
Detailed job description and main responsibilities
KEY JOB RESPONSIBILITIES
Accurate manual registration of invoices and credit notes in line with the Accounts Payable Procedures The ability to use our OCR (optical character recognition) software with ease
Respond promptly to correspondence (telephone calls, e-mails, letters), queries and enquiries relating to outstanding purchase invoices and payments, interrogating Integra as required, ensuring good relationships with suppliers and other external bodies e.g. other NHS organisations. Ensure timely and accurate filing of documentation as required
Assist in the payment run e.g. dispatching cheques and remittance advice as required.
Provide assistance and support to the Team Leader as required.
Provide assistance and support to Financial Services Officers as required, for example to assist with backlogs as appropriate
Create and maintain good working relationships with colleagues in the Finance and Procurement directorate and with Divisional Teams to ensure the provision of a high quality, highly regarded, customer-focussed service. Ensure that the highest standards of financial probity are achieved at all times, reporting promptly to the Team Leader anything that appears remiss and following strict controls to comply with audit requirements.
Liaise with Internal / External Audit as required
The opening of daily post and directing visitors to the Department to the appropriate area of the hospital.
Act as an ambassador for Financial Services
In addition to the brief list above you must familiarise yourself with the full job description and person specification attached to this advert prior to applying.
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Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at the NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.
Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.
Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet https://www.nuh.nhs.uk/easy-read-job-application
NUH are now able to offer application completion support and interview preparation support. Please follow the link to book onto our sessions: Support for NUH Job Applications
Salary: The quoted salary will be on a pro rata basis for part time workers.
Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.
At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.
International Recruitment: If you are applying for a role with us from outside of the UK then please read the guidance on applying for a health or social care job in the UK from abroad.
ID and Right to work checks: NUH authenticate ID and right to work documentation including passports and driving licenses through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.
Consent:
- Transfer of information: If I have previous NHS service - I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.
- Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£41.90 for enhanced and £21.90 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month’s pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.