Band 4 Higher Clerical Officer

TEMPORARY

Band 4 Higher Clerical Officer (Invoice Department)

£12.86 per hour

Fulltime 37.5 hpw

Duties/Responsibilities

1. Verifying of invoices Electronic Data Interchangeable (EDI) and non-Electronic Data Interchangeable on pharmacy computer system and making the final decision if invoices should be passed for payment and sent to finance department. Staff are expected to be able to use several computer and software systems at any one time and need to have knowledge of pharmaceutical terminology.
2. · Display and use judgmental skills in regard to returning and issuing stock and be knowledgeable in the following area: impact on stock values, identify differences in generic and branded products, contract enquiry programme, downloading invoices, credit notes and recharges, identify when company has supplied incorrect brand, strength, pack size or quantity, identify when systems have failed when monetary value is incorrect, price agreement folders and regional contract folders and external spreadsheet from BSO PaLs.
3. · Verifying a range of information for manual invoices/credits not on the pharmacy system for the finance department. This involves careful investigation and interpretation of various detailed paperwork on a regular basis.
4. · Resolve complex invoice queries by checking live and archive accounts, assess and decide on amending appropriate data.
5. · Responsible for creating and regularly inputting data onto a spreadsheet for communication to contracts office for resolution. Responsible for the update and maintenance of the spreadsheet upon receipt of information sent back and using this information to resolve invoice queries and then verifying invoice.
6. · Collation and phoning of mandatory invoice/credit batch summary record numbers and phoning information to the finance department.
7. · Responsible for obtaining outstanding credit notes and checking accurately before deciding on the correct method of processing and inputting.
8. · Responsible for accurate input of data, including medical terminology and pharmaceutical terminology onto Medicines Information databases on a regular basis and the maintenance of these databases. Recording information for analysis. Filing of various formats of paperwork.
9. · Writing, validating and biannually reviewing clerical SOPs (Standard Operating Procedures). Contribute to the policies and identify and improve new service needs in the department.
10. · Post holder expected to have knowledge of financial and business time scales, legislation, policies and SOPs.
11. · Deciding on appropriate necessary action with dealing with various complex supplier issues and queries. Communicating and negotiating with relevant companies, instructing technicians on appropriate action and completing relevant paperwork
12. · Checking accuracy and recommending amendments if necessary and then verifying, Notification of Goods Returned’ to Suppliers on computer.
13. · Extracting and analysing information from both the pharmacy system and a range of relevant sources regarding suppliers/items on a daily basis and preparing collated information for meetings on at least a fortnightly basis.
14. · Stationery – order, monitor and maintain a stationery system for the department. Ordering, checking off the relevant delivery, resolving discrepancy queries and sorting storage.
15. · Responsible for the ordering and distribution of the Adult and Children British National Formularies for the Northern Trust, with the exception of medical staff. Printing labels, packing and arranging delivery and transportation. Submitting figures to the BSO PaLS for the next edition, all to agreed timescales.
16. · Departmental word-processing and a range of general office duties, including arranging and booking of meetings.
17. · Processing delivery notes on computer for medical gases.
18. · Monthly rotation and removal of paperwork and where necessary preparation for archive storage or disposal according to specified storage requirements
19. · Undertake such other duties as assigned from time to time by senior officers.

· CRITERIA

HND/HNC or equivalent plus 1 year experience in a financial setting*

OR

5 GCSE’s (Grades A-C) to include English Language and Mathematics plus 2 years recent clerical experience in a financial setting*

OR

GCSEs English Language and Mathematics plus 5 years recent clerical experience in a financial setting*

Plus RSA stage 2 word processing

*Clerical experience in a financial setting is considered to comprise of, for example:-Working with invoices/credits, Maintaining databases, evidence of working to time frames, data analysis

Platinum Recruitment NI Ltd is an equal opportunities employer and a Corporate Member of the Recruitment and Employment Confederation (REC). Platinum Recruitment NI Ltd adheres to all current employment legislation.

Please note only those candidates shortlisted may be contacted.

We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.