Transactions Officer | St George's University Hospitals NHS Foundation Trust

· Responsible for ensuring Accounts payable, Accounts Receivable, HR Administration and Cashiering information is processed in accordance with Trust procedures.

· To liaise with all those responsible for engaging in our services to ensure information is accurate and timely and processed according to month end and year end timetables.

· To liaise with debtors, creditors and NHS Shared Business Services to ensure invoices are paid on time.

· To assist patients and staff in refunding expenses.

· Receiving and recording supplier and NHS invoices, matching invoices to orders and posting to the appropriate budget codes.

· Timely management of purchase invoice and payment queries, liaising with suppliers and proactively seeking resolution through internal communication channels

· Liaising with Budget holders for invoice approval and sign off for manual payments as required

· Management of internal mailboxes

· Performing monthly and ad-hoc supplier statement reconciliations

· Highlighting recurring issues & process improvement opportunities to line management

· Ability to follow documented and auditable processes, After years of collaboration, our two Trusts became a hospitals group in 2021. While remaining as two separate Trusts, being a hospitals group will help us to collaborate more closely on research, and the development, education, and training of our 17,000-strong workforce.

1. To develop and maintain a knowledge of the Trust's Accounts Payable processes and procedures, including Trust Standing Financial Instructions

1. To accurately register information from supplier invoices into the financial system in accordance with Trust standing financial instructions and established Trust Procedures.

2. Understand the principles of invoice routing and the electronic approval system within the accounts payable module of the financial system.

3. To ensure that invoice tasks are cleared on a timely basis.

4. To ensure VAT is recovered in accordance with Trust procedures

5. To raise price and delivery queries for investigation and resolution by Trust staff or suppliers

6. To have a working knowledge of basic accounting debit and credit entries as used by the Accounts Payable department

7. To ensure that an adequate audit trail is maintained for all transactions in the Trusts financial system to demonstrate all changes have been appropriately authorised

8. To analyse, investigate and resolve queries arising from the Trust payment processes and to determine the best course of action

9. To analyse and identify those invoices where VAT is reclaimable.

10. To validate signatories against the authorised signatory database, for manual invoices.

11. To determine which financial year invoiced expenditure relates to and process accordingly

12. To regularly maintain the supplier database within the Trusts financial system to ensure that important supplier information including bank accounts and address details are correct

13. To have a good knowledge of the invoice scanning and indexing procedure.

14. To communicate with Trust departments and suppliers to provide information as required and resolve queries arising in a professional and courteous manner, by telephone, e-mail, written correspondence or meetings

15. To limit any adverse supplier action (e.g. suspension of supply) by communicating in a sympathetic and tactful manner

16. To sensitively handle enquiries relating to patient monies or loss and compensation payments.

17. To liaise as necessary with Accounts Payable Team Leader and Accounts Payable Manager in all aspects relating to Accounts Payable

18. To assist with the opening, date stamping and distribution of post within the Finance department, and to deliver and collect post from other areas within the hospital

Management:

19. To plan own workload in accordance with weekly deadlines, ensuring that invoices are registered in a timely manner and within the appropriate financial month.

20. To ensure that work is performed in accordance with Trust policies and procedures with little direct supervision of the Team Manager.

21. To be responsible for ensuring that early settlement discounts are secured by prioritising the input of authorised invoices for which early payment will secure a discount and ensure payment within the 30 day payment policy.

22. To ensure the accuracy of data entry into the Trusts financial system

23. To assist with the induction of new members of Accounts Payable and to provide training in basic procedures

24. To provide cover in conjunction with other staff for annual leave or sickness absence

25. To contribute to the continuous improvement of processes and procedures within the Accounts Payable team

The successful candidate will be from a Finance background having Accounts Payable experience and preferably will have used Oracle. Experience using Microsoft Office outlook, excel and word is essential. Youwill be computer literate, numerate have a high degree of attention to detail and have a logical and methodical approach to your work., · Knowledge of Oracle accounting system or similar

· Written communication skills

· Organisational skills and interpersonal skills

· Essential to have previous transaction finance experience, Disability Confident
About Disability Confident
A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident.

St George's, Epsom and St Helier University Hospitals and Health Group cares for a population of four million people in South West London and North East Surrey. Our sites include St George's Hospital, one of 11 major trauma centres in the UK and the largest healthcare provider and major teaching hospital in the area; St Helier Hospital, home to the South West Thames Renal and Transplantation Unit and Queen Mary's Hospital for Children; and Epsom Hospital, home to the South West London Elective Orthopaedic Centre (SWLEOC).