Detailed job description and main responsibilities

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 new requisitioners/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 complex financial 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 deputise and provide cover for 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.