Accounts Receivable Officer

NHS; Cwmbran; On-site; GBP 25,000 - 27,000; Full time

Job summary

A prominent health organization in Cwmbran seeks a motivated Accounts Receivable Officer to manage invoicing and support financial operations. The role requires excellent communication and IT skills, as well as the ability to work both independently and as part of a team. The ideal candidate will have experience in finance and be educated to GCSE level. Flexible working options available.

Qualifications

• Experience in a Finance Department or similar corporate department.
• General knowledge of computerized systems.
• Knowledge of finance processes.

Responsibilities

• Process all invoice and credit notes requests.
• Resolve customer queries and assist in credit control processes.
• Provide administrative and financial support to the Accounts Receivable team.

Skills

Excellent communication skills

Good standard of IT skills

Ability to speak Welsh

Education

GCSE level including Maths & English

NVQ Level 3 or equivalent

Tools

Oracle Financials

Microsoft Office

Job description

Job Summary

We are looking for an enthusiastic and self‑motivated individual to join the Accounts 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 two 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.
• Planning workload to ensure weekly, monthly and annual timescales are met. Working within set parameters, advice is available and refers to manager when necessary.
• Working to tight deadlines and possessing strong communication skills in a customer‑focused environment.
• Having the ability to speak Welsh is desirable; Welsh and/or English speakers are equally welcome to apply.
• Please see Person Specification included in the Job Description for full details.

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 against 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 following up as appropriate.
• For customers who have agreed repayment plans, either: sending out a standing order form for completion and forwarding to the bank once returned; or setting up a salary deduction.
• Maintaining a record of the repayment plans.

Assist with all ongoing credit control processes as specified by the Accounts Receivable Manager, including:

• Checking statements and sending them promptly to customers.
• Checking preliminary credit control letters against customer calls, generating 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 them out promptly to customers.
• Preparing schedules of overdue invoices and accompanying notes for review by the Accounts Receivable Manager and referral to the Health Board’s debt‑collecting agency.
• Running a report of outstanding debts by requester and sending it out to budget holders for review and comment.
• Updating the write‑off schedule for review by Senior Finance staff.

Participate in Financial Services Department mail procedures by:

• Opening and date‑stamping all mail received, sorting into relevant Financial Services sections and distributing.
• Entering cheques and cash received into the post register.
• Sorting Accounts Receivable mail and dealing with general correspondence.
• Sorting daily Accounts Receivable outgoing mail into either internal or external postage.

File, sequentially, all Accounts Receivable paperwork to ensure an audit trail.

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 Microsoft Office skills (or equivalent), including Excel, Word & Email.
• Experience of working in a Finance Department (or similar corporate department).

• Qualifications and Knowledge Essential:
• NVQ Level 3 or equivalent demonstrable knowledge and experience.
• Educated to GCSE level, including Maths & English (or equivalent).
• General knowledge of computerised systems.
• Knowledge of finance processes.

• Desirable:
• Knowledge of financial procedures.
• Experience of Oracle Financials.
• 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.

Certificate of Sponsorship

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. 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.

Employer details

Employer name: Aneurin Bevan University Health Board

Address: Ty Gwent, Lake View, Llantarnam, Cwmbran, NP44 3HR

Employer's website: https://abuhb.nhs.wales/

Pay

Band: Band 3

Salary: £25,313 to £26,999 a year per annum, pro‑rata if applicable

Contract

Permanent

Working pattern

Full‑time, Part‑time, Flexible working