Transaction Finance Assistant Band 4

at  Whittington Health NHS Trust

To support the Transactional Finance Manager in the running of the Outsourced Trust’s Accounts Payable & Accounts Receivable departments and all its functions. The purpose of the department is to ensure the safe, prompt payment to external suppliers of duly authorised transactions for the purchase of goods, services & capital expenditure for Payables and to assist the outsource provider with credit control for Receivables. To ensure that all transactions processed conform to Trust Standing Financial Instructions and the Scheme of Delegation and within Public Sector Payment Policy and NHS cash management deadlines.
1. To support the outsourced function of invoice/credit note processing and assist in the resolution of queries and disputes.
2. Liaising with Outsourced Provider for ensuring that any overpayments to suppliers are quickly resolved with the outsourced provider and that any credit notes are allocated correctly.
3. Proactively contribute to process improvements in conjunction with the Transactional Finance Manager and implement agreed procedures or policies.
4. Deal with queries, which may be complex, from suppliers, budget holders and managers regarding supplier invoices. Ensure that all queries raised are responded to in an appropriate and timely manner. Where necessary ensure that the underlying problem is resolved, appropriate corrective action is taken, and the relevant body or person is notified.
5. Responsible for the control function over payments, ensuring that the correct vendors and amounts have been paid and duly authorised.
Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work.
1. T o use the Trust’s electronic Authorised Signatory System to verify the signature of budget holders. To refer any disputed or queried identities to the relevant Corporate Finance Manager for investigation and correction.
3. Ensure the correct treatment of and accounting for VAT input tax and Construction Industry Tax for the Trust’s designated suppliers.
4. Preparation of applications for manual payments and faster payment requests, ensuring appropriate authorisation.
5. Responsible for requisitioning and stock control of meal vouchers (controlled stationery).
6. Participate in the monthly accruals exercise to record expenditure received after month-end deadline for inclusion in budget statements.
7. To liaise as necessary with the outsource provider to ensure the correct completion of debtors requests where details are incomplete, inaccurate or unclear in any way and act as the liaison between outsource provider and the originator of the request.
8. To ensure any supporting documents requested for debtor invoices are communicated to the original requester and send to debtor or outsource provider where appropriate.
9. To provide information requested by debtors or outsource provider in order to facilitate payment, liaising with internal departments as necessary.
10. To allocate cash and bank payments to the correct invoices raised, liaising with the appropriate contact(s) as necessary

Please refer the Job description for details