Charitable Funds / Patients Monies Officer

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac Main Responsibilities Process invoices for the supply of goods and services provided to the Charitable Funds of the organisation and to patients from their own Patients Private Monies, using the Oracle Financials system, verifying all finance documents and ensuring: All payments are processed in accordance with the Health Boards financial procedures and Standing Financial Instructions and within operational timetables and deadlines All accounting entries are accurate and supplier details on invoices match those on corresponding orders All requests have the relevant supporting documentation and have been appropriately authorised and sufficient funds are available VAT is reclaimed and exemption is applied in accordance with HMRC guidelines Queries are investigated, resolved and responded to quickly and effectively by liaising with the
Supplier, Procurement staff and Health Board staff and if necessary escalated via line manager Process payment runs for Charitable Fund (CF) and Patients Private Monies (PPM), ensuring: Authorisation is obtained from the designated signatories for all payment runs Payable Orders, BACS Payments and Bankline Payments are authorised by a designated signatory and in line with limits specified in the Health Boards Standing Financial Instructions Remittance advices and any associated correspondence are sent out Separate payment schedules are maintained for CF and PPM on a daily basis Process monies received in the department, ensuring that: Details of monies received are recorded Supporting documentation is checked Money is correctly coded to appropriate CF or patient account Monies are prepared for banking ensuring paying-in documents are correctly prepared and reconciled to relevant records and cash is correctly counted Receipts are issued and sent out All donations received into the
department are acknowledged by letter, on a timely basis Input all Cash Receipt and Bank Deposit (C&D) sheets received from the hospital General /Administration Offices into Oracle Financials System ensuring: All sheets totals reconcile to the bank paying-in slip All sheets have been appropriately signed and dated Queries are resolved with General/Administration Office staff All receipts are appropriately and accurately coded Order CF and PPM payable orders and paying-in books as required to ensure an adequate supply remains and issue paying-in books and receipt books for CF and PPM to hospital administration staff, maintaining a record of where distributed Prepare information packs for CF Fund Holders and PPM Service User Managers, recording details of distribution Process miscellaneous cash requests, monitoring returns and receipts, resolving any queries. Record and update information on various spreadsheets on a regular basis Act as a customer service help desk for general enquires
relating to charitable funds and patients monies by telephone and e-mail: Responding accordingly in a polite, courteous and correct manner Accurately recording and relaying messages in a timely manner Participate in the mail rota for the department including the recording of all cash and cheques received into the postal register Perform any other ad hoc duties, as and when required The post holder will be expected to work within defined protocols, adhering to the Code of Conduct for Healthcare Support Workers in Wales For full details please refer to the attached job description and personal specification.