Administration Assistant for Accounts

To provide effective support in relation to account management and aged debt, reporting directly to the Accounts Team Leader and Operations Manager.

The purpose of this position is to serve as a support function to the Management Team by minimising Practice debt (to target levels agreed with the Senior Leadership Team), by ensuring a prompt payment process and proactive pursuit of outstanding debts, including the use of third party agencies where appropriate.

This will be achieved through keeping accurate records, and completing various administration duties related to debt control. The Credit Controller should remain calm, courteous and professional at all times.

This position requires a practical knowledge of the practice’s organisation and services; the basic rules and regulations governing Practice; accuracy in transcribing information/messages and a practical knowledge of the standard procedures, veterinary records and terminology used in the practice.

This is a full time permanent position. Monday to Friday 9-5/ 10-6.

MAIN DUTIES

To be responsible for the accounts handling and debt management function.

• Manage all aged debt and outstanding accounts effectively and efficiently, maintaining regular phone contact, collecting payments and providing documentation as required;
• Review aged debtors listing and liaise closely with Finance Business Partner to provide information as required;
• Resolve client payment queries promptly;
• Update client records on PMS to ensure accurate and up to date information is available to Client Care at all times;
• Keep an accurate aged debt log including the status of all insurance claims and payments;
• Proactively manage aged debt accounts, liaising with clients to set up and expedite payment plans;
• Track repayment agreements to ensure payments are received in accordance with agreed due dates to actively reduce the bad debt provision;
• Assist with progressing accounts successfully through to County Court claims where needed;
• Work closely with the Accounts Lead and Operations Manager to manage aged debt as appropriate;
• Keep an accurate aged debt log including the status of all insurance claims and payments;
• Liaise with Insurance Team about status of insurance payments;
• Keep all filing up to date;
• Support the business financial performance by providing monthly financial reports to the Operations Manager.
• Support the Credit Controller with new debt during their absence as required;
• Support the finance and client care teams as required to facilitate effective account management
• Participate in performance management procedures and assist where required in staff training;
• Assist with quality assurance procedures and in audit preparation and checks;
• Ensure that safe working practices are adopted in compliance with GDPR and health and safety regulations;
• Respect the unique contribution of every individual at work and positively embracing equality and diversity;
• Use all systems and processes available for the rapid and efficient completion of job tasks;
• Undertake such other duties commensurate with the position as may reasonable be required.
   

Person Specification – Accounts Handler

To provide effective support in relation to all accounts handling and general finance functions, working with the Client Care Team and reporting directly to the Management Teams.

Qualifications

Essential

• GCSE Maths and English or equivalent
  Desirable

• Accounting or debt management related qualification

Experience

Essential

• Administration experience
• Account Handler/Credit Control experience
• Excellent knowledge of Excel and Outlook

Desirable

• Working knowledge of other financial functions, e.g. payroll, purchase ledger, loans, insurance
• Reconciliation work
• Experience of significantly reducing bad debt
• Previous experience of working in a veterinary/doctors’ surgery

Skills and abilities

Essential

• Excellent numeracy skills
• Good written and verbal communication
• Strong attention to detail
• Excellent organisational skills

Desirable

• Experience in the use and development of financial systems

Personal qualities

• Friendly, approachable and a team player.
• High level of self-motivation
• Committed to excellent customer service, both internal and external
• Proactive and committed to achieving performance targets
• Positive, business-like approach to work, willing to work collaboratively with colleagues
• Reliable, able to see tasks through to completion despite frequent interruptions
• Cultural affinity to the practice, its mission, visions and values

Other requirements

• Clean, current driving licence
• A willingness to use own transport if and when required