Invoice Processing Administrator

Main duties of the job

The post-holder will be part of a team of administrators that support the business function with financial reconciliation and query management, they will also be a point of contact and maintain relationships with local care providers. This will include administrative and financial tasks relating to CHC (Adults and Children) Direct Payments and Funded Nursing Care (FNC). Supporting the team with gathering information, commissioning systems, processes and undertaking enquiries as and when is necessary.

To provide a full administration and financial service. Working and developing relationships with a range of providers/budget holders to ensure accurate reconciliation of payments in accordance with the NHS Standing Financial Instructions.

To assist in the preparation and validation of payment queries through the payment adjustment and payment schedule reports.

To assist in the preparation and validation of retrospective payments.

To input data on the database to enable direct payments to be paid in a timely manner and according to best practice.

To assist with running and reconciliation of the monthly payment schedules for FNC, CHC, direct payments to ensure all accurate payments are made to the providers/stakeholders in a timely manner.

Please note it is proposed that this post will be in scope to transfer to Frimley Health NHS Foundation Trust (FHFT) on the 1 September 2026. If you are appointed prior to 1 September 2026, you will join Thames Valley ICB initially, but it is proposed that your employment will then transfer to FHFT in accordance with TUPE/ CoSOP regulations. If your start date is on or after the 1 September 2026 it is planned that you will be employed directly by FHFT from commencement.

Act as receptionist/first point of contact for the department, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate.

Responsible for organising meetings for the department and planning any administrative work as required.

Answer telephone calls, taking messages and passing on accurately to the relevant department /person.

Responsible for sorting incoming post / emails and ensure distribution to the relevant people, and to ensure that all outgoing post is documented - to send post recorded delivery when requested.

Ensure that all complaints, comments and suggestions are dealt with appropriately, in accordance with policy, resolving where possible and escalating to line manager when appropriate.

Respond to enquiries and support manager and wider department administrative activities (e.g. letters, emails, minutes, reports).

Inputting into, monitoring and printing reports from computerised systems.

Promote the image of the department, checking that information is up to date and well presented (e.g. notices, online information).

Ensure that general office supply levels are maintained.

Demonstrate office systems and department requirements to new starters.

Able to work on own initiative and unsupervised, within defined policies and procedures to set timescales.

Have a flexible/adaptable approach to their work in order to meet various deadlines.

To carry out other appropriate delegated duties as required.

The job description is an outline of the tasks, responsibilities and outcomes required of the role. The postholder will carry out any other duties as may reasonably be required by their line manager. The job description will be reviewed on a regular basis in accordance with the changing needs of the department and the organisation.

• Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.

• Demonstrable experience of working in an administrative / office environment and working with computerised data systems. Working knowledge of Microsoft Office applications including specify e.g. Outlook, Word, Excel.
• Understanding of Confidentiality and Data Protection.

• Clear communicator with good writing, data entry and telephone skills.
• Able to work on own initiative, organising and prioritising own workload to meet deadlines.
• Ability to work effectively as part of a team.
• Demonstrates commitment to continuous learning and development.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.