Invoice Query Officer | Croydon Health Services NHS Trust

The post holder is responsible to liaise with NHS SBS, suppliers and budget holdersfor ensuring allqueriesare resolve in a timely manner so invoices are paid promptly.

Using skill and knowledge ofBest Practice Payments Code (BPPC), they will be responsible for supporting thePayments Liaison Teamto deliver the best payablesserviceto all stakeholders. They will improve user discipline regarding use of requisitions / POs to expedite payments.

The role will require the post holder to be able to work to strict deadlines and be flexible and able to adapt to change. The role is sharply focussed on outstandingstakeholderservice, delivered efficiently and with a spirit of continuous improvement.

Proposed Interview Date - 14th January 2025

Key Duties and Responsibilities
1. To provide a primary point of contact and liaison between Trust invoice approvers and their delegated invoice validators, NHS SBS (the Trust's outsourced Accounts Payable team), and suppliers in respect of invoice payments and queries. Act as a point of resolution between NHS SBS and CHS to resolve issues as and when they arise.
2. Managing the central e-mail box facility; review non-PO invoices holding account, through which invoices are forwarded to the most appropriate staff/budget holder for coding and processing/inquiry/approval, or returning to NHS SBS if the invoice should be matched with a PO.
3. To undertake invoice and supplier investigations that are held in the various suspense accounts (such as but not limited to interface rejection, dummy supplier, or PO outstanding report) and to action when requested to remove the hold on supplier invoices in the various PO suspense accounts.
4. Review invoices rejected during the interface, and ensure they are resolved in a timely manner and assist the Payment/Finance interface Manager in the periodic issuing of various suspense accounts (such as but not limited to interface rejection, dummy supplier, or PO report) to the Trust stakeholders.
5. Resolving financial coding and authorisation queries with respective departments, managers and NHS SBS to ensure that transactions can be reported accurately and efficiently.

Croydon Health Services provides integrated NHS services to care for people at home, in schools, and health clinics across the borough as well as at Croydon University Hospital and Purley War Memorial Hospital.

CUH provides more than 100 specialist services and is home to the borough's only Emergency Department and 24/7 maternity services, including a labour ward, midwifery-led birth centre and the Crocus home birthing team.

Purley War Memorial Hospital (PWMH) in the south of the borough offers outpatient care, including diagnostic services, physiotherapy and ophthalmology services run by Moorfields Eye Hospital, alongside an onsite GP surgery.

Our experienced staff take care of people of all ages across the borough of Croydon.

We are a very close-knit and friendly organisation where everyone of our 3600 members of staff is valued. We strongly believe that our employees are our greatest asset.
1. Identify budget holder who are allowing invoices to escalate and determine if further training/support is required.
2. To maintain a register of disputed and prepaid invoices and provide leadership in the resolution of disputes through liaison with budget holder, supplier and NHS SBS.
3. Respond to any communication of impending legal action within 48 hours to eliminate additional costs. Work with NHS SBS to resolve issues associated with any pending legal claims. Assist NHS SBS to resolve any legal claims by provision of requested information or documents.
4. Review notifications relating to PO invoices in the PO worklist (these will be notifications that have escalated or been reassigned). Arrange for appropriate action to be taken e.g. goods receipted, price variations accepted, credit note requested.
5. Monitor time invoice notifications have been in workflow and contact workflow owners to expedite action.
6. Assist requisitioners/buyers in the resolutions of queries relating to PO invoices and to provide training to newrequisitioners/buyers in the resolution of PO workflow notifications.
7. To ensure timely completion of administrative tasks related to Payments and maintenance of auditable records and process documentation
8. Ensure suppliers are aware of e-Invoicing options and instruct to direct/forward all invoices to the NHS SBS website.
9. Work with Procurement and Finance colleagues, budget holders and suppliers to transfer expenditure from non-PO to PO wherever possible.
10. To design an effective template for managing invoice enquiries, disputes to facilitate an effective plan of action.
11. Manage the reduction of on hold service requests with NHS SBS, overcoming blockages to the processing of invoices and vendor master data set ups.
12. Provide analysis and data to Finance to support compliance obligations of "Off Payroll Engagement" such as IR35.
13. To lead on reconciliation of Supplier statements,exercise appropriate controls, monitor, and to contact the relevant customer to investigate discrepancy or dispute, formulate a resolution plan and discuss with your line manager.
14. To lead on reconciliation of Payable sub ledger, exercise appropriate controls, monitor, interrogate any discrepancies with NHS SBS, formulate a resolution plan and discuss with your line manager.
15. Support responses(preparing documentation)to internal and external audit queries and other monitoring requests.
16. Assist with Process Improvements projects and proactively make suggestions on how the team could work more efficiently.
17. To assist in developing and maintaining comprehensive knowledge of Trust's accounting processes and procedures and financial systems.
18. Respond to non-complex financial queries with NHS SBS, staff, suppliers, internal and external auditors, VAT advisors and HMRC. Refer and discuss financial issues that may be contentious and complex and will require the ability to negotiate with your line manager.
19. Provide advice and training on complexfinancial and corporate issues to non-financial managers in regard to payments, PO and system issue.
20. Undertake timely chasing of, and take updated action on Oracle financial systems, information received from directorates on outstanding invoices for assigned accounts. Ensure updates to status codes on invoices for assigned accounts are promptly processed so as to ensure management reports are accurate and enable timely payment to suppliers and improve the BPPC rating. Analyse, assess, and summarise the information relevant to the decision making process and develop recommendations for faster payments and implementation.
21. Assist Payment/Finance Interface Manager in reviewing NHS SBS monthly reconciliation pack and resolve queries in a timely manner.
22. To formulate and working together with the Payment/Finance Interface Manager on Query resolution; ensure follow queries through to resolution.
23. Undertake regular VAT update training to understand and assess the impact of VAT disputes on assigned invoices. Suggest resolution for the disputes, seeking advice from your line Manager as necessary.
24. Provide relevant training/induction (e.g VAT, system, chart of account), information and guidance to new starters or existing users on the use of oracle financial system or related finance matters
25. To deputiseand provide coverfor the Payments/Finance Interface Manager when required.
26. To undertake such other duties as may be reasonably required from time to time as are consistent with the responsibilities of the post.