Finance Officer

Employer
Sheffield Health & Social Care NHS Foundation Trust
Employer type
NHS
Site
Wardsend
Town
Sheffield
Salary
£22,816 - £24,336 Per annum
Salary period
Yearly
Closing
29/04/2024 23:59
Finance OfficerAfC Band 3About usAt Sheffield Health and Social Care NHS Foundation Trust we provide a range of mental health, learning disability, substance misuse, primary care and other specialist services designed around the needs of people in our city.We have a dedicated and skilful team of people caring in Sheffield, which you could become a part of.Our values are at the heart of everything we do. These are: working together for our service users, respect and kindness, everyone counts, commitment to quality, improving lives.Job overviewThis Finance Officer role will assist the Financial Accounts team in promoting and maintaining a cost effective and efficient service to users within Sheffield Health and Social Care NHS FT.The post-holder will be involved in all areas of the financial accounts processing functions which includes Accounts Receivable, Accounts Payable and goods receipting. Due to the need for segregation of duty the post-holder is expected to have responsibility for one area at any given time and rotate as directed by management.The role will involve dealing with a high volume of transactions. The post holder will need to be accurate, pro-active, able to work as part of a team and resolve problems that occur.Main duties of the jobThe areas of work include:Receipting of goods and services via a computerised system. This needs to be completed efficiently and effectivelyAccounts Receivable - including the raising sales invoices and operating credit controlAccounts Payable - ensuring that all transactions are accounted for accurately and within agreed timescales.The post-holder will work collaboratively within the Financial Accounts team to provide cross cover and support to ensure the objectives of the team are delivered. They will need to ensure compliance with the Trust’s SFIs, Standing Orders and Scheme of Delegation, and other relevant Trust and NHS guidance and policies.The post holder will also work collaboratively across the organisation to ensure compliance with Trust guidance and policies.Working for our organisationWe are passionate about providing the very best care to the people we support, and we're looking for amazing people who share this passion to join us.What is it that makes our Trust such a special place to work? Well, it's all about the people. Our staff, service users, carers and families all come from such diverse backgrounds and all have expertise and stories to share.It’s important that you feel supported in your role, that the people who you work with are as passionate as you are and that your health and wellbeing is taken care ofIf you're interested in developing your career, you'll have access to a range of training and education opportunities, including apprenticeships, work experience and placements, as well as the chance to get involved in research.We are all very proud of the difference we make to people's lives each and every day and if that's something that you'd like to be part of we'd love to have you with us.Detailed job description and main responsibilitiesAccounts Receivable:Maintenance of the periodical income register and the raising of related sales invoices, ensuring that all debtor records are accurate and kept up to dateCritically analyse and verify sales invoice requests. Ensure supporting information is validated prior to invoice being raised. Valid debtor request should be action within 2 working daysEnsure invoices and credit notes raised are accurate, and Output VAT has been included where appropriate in line with Custom and Excise regulationsProactively perform credit control actions to reduce the aged debtors to a minimum level. Keep accurate records of correspondence with customers and keep an issues and query log for follow up actions by team members and managementEnsure that Accounts Receivables reminder letters are posted each day and monthly statements are despatched after closedownRespond to telephone queries from other departments within the Trust and external customersMaintain records of outstanding queries and agreed actions on the financial ledger using the notes function attached to customer recordsFollow up outstanding debtor accounts and, where appropriate, in consultation with the Finance Team Leader, refer debts to a debt collector or the Trust's solicitors and liaise with them on the appropriate action to takBring any debt risks to the attention of the Finance Team Leader and senior managementEnsure Purchase Ledger Suppliers’ Amendments are action in accordance with set procedures and with the NHS Counter Fraud Authority’s guidance. These amendments are to be authorised by the Financial Accounts AssistantTo produce and maintain clear standard procedure notes (SOPs) for all aspects of the function.Accounts Payable:Ensure all purchase invoices are registered and processed within 2 working days of receipt. Where invoices have been received without an official order these should be returned to the supplier directly. Details of non-compliance should be brought to the attention of the Finance Team LeaderInput VAT should be assessed for each invoice and COS recovery reference should be clearly visible on the document making sure that VAT is recovered first time at all times. Invoice Prepayments should also be considered, and identified and brought to the attention of the Team LeaderReconcile Suppliers’ statements for reviews by the Finance Team Leader using Excel spreadsheetsScan or file computer output, processed accounts/invoices and other records as appropriate per the Department of Health and Social Care’s Records Retention guidanceRespond to telephone queries from other departments within the Trust and external suppliersEnsure the unprocessed invoice report is reviewed weekly and provide detailed reports to the Finance Supervisor of long standing issues. Actively chase approval or goods receipting from budget holders, budget managers and Procurement colleagues to ensure timely payment of invoicesReview the Good Received Not Invoiced (GRNI) report monthly and identify to the Finance Team Leader those requiring reversal. The reason for the reversal should be documented for audit purposesMaintain records of outstanding queries and agreed actions on the financial ledger using the notes function attached to supplier recordsPrevent late payment interest, legal letters and court summons from being pressed upon the Trust by ensuring all queries are resolved in a timely mannerTo produce and maintain clear standard procedure notes (SOPs) for all aspects of the functionGoods and Service Receipting:Responsible for ensuring that GRN procedures in respect to receipting of all non-stock goods ordered via blanket/value and ad-hoc orders are followedLiaise with Purchasing staff and other Stores Staff to resolve any problems associated with goods receipting and ordered goodsLiaise with Accounts Payable section in respect to queries over goods receipting and invoicing as requiredRegularly monitor the unprocessed invoice report, and take action to rectify any receipting issues preventing invoices from processing and paymentActively monitor the value orders against usage via the Integra order level workflow, and liaise with relevant budget holders as necessaryTo promote the adherence to the No-PO-No-Payment PolicyLiaise with external Suppliers to resolve queries over goods receipting and invoicing as requiredResolve customer queries and complaintsResponsible for date stamping and distribution of mail relating to purchasing and receipts section as required; and for scanning and attaching these onto the financial systemResponsible for the production and reviews of the Standard Operating Procedures (SOP) relevant to the postAny other duties designated by the Finance Team Leader and agreed with post holderGeneral Duties (Payables and Receivables):To assist in the Agreement of Balances process, responding to statement queries and ensuring the escalation of disputed balancesUpdate the Authorise Signatory Database (ASD), ensuring all leavers are removed and cost centres are added to all existing signatoriesTo assist with any improvements and developments within the departmentProvide cover in respect of Residents’ Financial Services and ISF day-to-day operationsTo provide cover to the Cashiering function at the Trust’s Finance Department as requireFiling, archiving and general administrationPerson specificationKnowledge and SkillsAwareness of Data Protection rulesAwareness of SafeguardingTraining and QualificationsMaths and English GCSE Grade C or aboveNVQ level 3 / Association of Accounting Technicians (AAT) Intermediate Level, or equivalent experienceEuropean Computer Driving Licence or similarExperienceNHS finance experienceKnowledge and SkillsCommunication skills and understanding necessary to train other staffAble to work effectively as a team memberAbility to work under own initiativeAbility to question2 years of practical experience within a finance departmentKnowledge and SkillsAbility to meet deadlines through effective organisational and planning skillsGood communication skills and verbal reasoningMethodical approach to workProfessional approachFlexible and adaptable - able to manage competing and changing workloadsResponsible attitude when dealing with confidential informationOtherFlexibility in relation to working hours, particularly in achieving deadlines, e.g. year-end returns, cover arrangements etc.We aim to be an organisation that is diverse and inclusive and to meet this aim we welcome applications from people with a wide range of life experience and whose diversity echoes the diversity of Sheffield, that of the people who use our services, and that of the people who may need to use our services but face barriers to access. Please think about your personal values and how these align with our values
when you are applying. Find out more about our organisation through our website .We are a Disability Confident employer level 2 and hope to achieve level 3 this year. We offer a guaranteed interview to disabled applicants who meet all of the essential criteria for a role. When you apply you will have the opportunity to let us know if you require adjustments to be made, please contact us if you are not sure or if you require adjustments to the application process itself.Our six staff network groups welcome new members, these are:The Ethnically Diverse Staff Network GroupThe Disability Staff Network GroupThe Lived Experience Staff Network GroupThe Rainbow Staff Network GroupThe Staff Carers Staff Network GroupThe Women’s Staff Network Group We know how important flexible working can be to applicants and therefore we encourage you to discuss any working arrangements as part of this process. We will always aim to accommodate requests, wherever possible.The Trust is committed to safeguarding adults and children and as part of our safe recruitment practice the successful applicant(s) will be subject to a check with the Disclosure and Barring Service (DBS) if it is deemed appropriate for the role. The cost of the DBS check (currently up to £48.23) must be met by the successful applicant(s).When applying for this post you will redirected to complete your application in our preferred applicant management system, Trac. If you are successfully offered a role, information will also be transferred into the national NHS Electronic Staff Records system.In addition, in submitting an application, you authorise our Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed.Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.Employer certification / accreditation badges
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