Job Summary: The post holder is responsible for managing and maintaining accurate records of invoices and credit notes, ensuring timely payments to suppliers and supporting overall cash flow management via Xero accounting system. Key Responsibilities: Invoice and Payment Management Record all purchase invoices and credit notes accurately, ensuring they are properly authorized. Process one-off payments as needed. Coordinate weekly payment runs, including authorisations, to maintain effective cash flow and ensure timely supplier payments.
Reconciliation and Coding Regularly monitor and reconcile supplier accounts to maintain accuracy. Ensure all purchase invoices and credit notes are correctly coded and posted onto Smile Togethers accounting system. Reconcile and post monthly credit card statements. Record direct debit payments on the purchase ledger.
Invoice Approval and Documentation Match purchase orders and delivery notes to invoices using the Purchasing Tracker; log any returns as necessary. Send invoices for approval, providing relevant guidance when needed, and send reminders to approvers. Share Dental Lab invoices with relevant approvers. Supplier and Stakeholder Relations Set up new supplier accounts, update details, and cross-check information on Gov.uk for accuracy.
Handle supplier queries proactively and efficiently. Communicate payment remittances to suppliers. Reporting and Forecasting Contribute to monthly cash flow forecasts for anticipated purchase ledger payments. Track NHS Property Services rents and service invoices quarterly for budget preparation and analysis.
Review debit balances and unpaid aged creditors regularly. External Relations and Audits Assist in external audits by organizing financial records, reconciling accounts, and providing required reports. Manage RCHT invoices for GA, claiming credits for any cancellations within notice periods. Process Improvement and Documentation Maintain up-to-date digital Standard Operating Procedures (SOPs) for Xero and other finance processes.
Develop a well-organized, paperless archiving system for invoices, statements, and other financial documents. Stock Management Organise year-end stocktakes at all locations, creating tailored spreadsheets and working with Practice Managers to resolve any issues. Prepare valuation reports for audit by the end of June. Act as an ambassador for Smile Together, upholding its values and representing the company professionally.
Work collaboratively with clinical and professional support colleagues to drive service improvement and organisational change. Engage in continuous professional development via the Smile Together Training Academy and participate in planning, development sessions, and in-house meetings. Undertake additional duties as requested by the Finance Manager or Smile Together Management Team

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