ROYAL MASONIC BENEVOLENT INSTITUTION

JOB DESCRIPTION

Job Title: / Credit Control and Accounts Assistant / Job Code: / F/CCAA
Division: / Finance / Department/Home Location: / Great Queen Street, London
Accountable To: / Resident Fees Manager and Finance Manager / Direct Reports: / None
Team Size: / 4 / Geographic Working Area: / All RMBI Homes
Peers – Own Team/Department: / Accounts Assistant / Peers (Other Departments) / None
Budget Responsibility: / None / Description of Budget: / N/A
Job Purpose / To assist the Residential Fees Manager to provide a support service to Home’s management teams for the financial aspects of residential fees.To provide particular focus on the credit control aspects of residential fees to optimise debt levels. To ensure that the appropriate fees are collected for any person who accesses RMBI’s residences and related accounting records are accurate. To ensure that optimal levels of public assistance are received and the use of the RMBI’s charitable funds are well targeted.
To provide cover and support Accounts Payable to process invoices, input cash book transaction and reconcile imprest account.

KEY RESULT AREAS:

What are the key outputs of the job?
(What results do you leave behind?) / What are the success measures of the job?
(How will we know if you have done your job well?) / What are the main tasks of the role?
(What skills are you required to have?) / What are the main decisions that you are required to make in your job?
  1. To review applications for residential and nursing care as directed by Resident Fees Manager to enable admission to proceed; having ensured financial and RMBI policy compliance.
/
  • All applications are reviewed and responded to within 48hours of receipt.
  • All admissions to Homes are authorised, with the correct level of authority for the circumstances of the admission.
  • The handling of all application records complies with the Data Protection Act.
/
  • Agreeing caseload with Resident Fees Manager.
  • Ensuring completeness of each application and raising any relevant query on the information or missing information.
  • Assessing the financial position of the applicant and whether the proposed source of funding is valid.
  • Confirming whether the resident has the ability to manage own finances or has a proven attorney in place.
  • Confirming evidence of any agreement to third party funding, e.g. from local authority.
  • Reviewing the proposed payment method.
  • Recommend format of the contract and agreement and review final contract produced by the Home
  • Set up residential fees account and advise Home accordingly.
  • To work with the Resident Fees Manager and Finance Manager to ensure that this support service is available is available each working day.
/
  • Whether financial and other information is complete, whether further enquiry is required before reaching a decision on an admission, whether referral is required to Resident Fees Manager and/or Care Directorate.
  • Whether to alert senior management where an admission has proceeded without clearance.
  • Challenge the adequacy of a resident’s funds in the immediate and longer term of their residence.

  1. Collection of Fees by Direct Debit.
/
  • Increasing uptake of direct debit as the preferred collection method
  • Direct Debit scheme managed in accordance BACS conditions.
  • All direct debits raised within minimum 10 days notice to residents.
  • No valid claims made by residents under Direct Debit Guarantee.
/
  • Complete processing of direct debit instructions received prior to monthly transmissions.
  • Generate direct debit file for import to Direct Debit Management System.
  • Arrange export of collection files to BACS.
  • Manage the RMBI’s response to any BACS errors or funding reports.
/
  • Consider collection strategy for any rejection/return of direct debit.

  1. Allocation of Fees Received
/
  • All cash received via standing order, bank transfer and by deposit by Homes allocated to residents accounts on an accurate basis and in the correct accounting period.
  • Resident Fees Bank Account (no 4) reconciliation proves completeness of accounting record.
/
  • Receive supporting information from local authorities and others on components of remittances paid.
  • Complete bank reconciliation for review by Resident Fees Manager.
  • Confirm to Business Administrators when monthly allocation is complete, to enable their Debtors review and prompt response.
/
  • Establish where allocations incorrect and adjustment needed.

  1. Debtor management/Credit Control
/
  • Debt levels at optimal level given different funding arrangements for residents.
/
  • Monitor and provide an overview to debtors aging.
  • For current residents, work with the Business Administrator on collection strategy for accounts in arrears.
  • To organise legal process for the collection of debt
  • For deceased residents establish regular contact with Executors until settlement.
  • Obtain evidence of Executor or persons who can act for estate. Advise Executor of final position.
  • Initiate refund to estate once proven or agree with Executorthe timing of full settlement.
  • Make recommendations on the specific provision required for doubtful debts.
  • Where full settlement of fees is contingent upon the sale of a property and this interim period is extended, assist the ResidentFees Manager in obtaining security for current and future debts.
  • Advise solicitor when any legal charge can be released and arrange relevant release documentation.
/
  • What to include in briefing material to RMBI solicitors where legal charge sought.
  • When to highlight that a formal process is required for the recovery of debt.
  • What to include on reports on debt levels.
  • Consider adequacy of Home’s actions in debt recovery.

  1. Support Accounts Payable
/
  • Accounts team has a support during the busy period and a cover during holidays and other leave.
/
  • Report to Finance manager.
  • Support Accounts payable Team providing cover during holidays and other leave.
  • Process invoices, cash book posting and Imprest account reconciliation.
  • Adhoc duties as and when required to support the team.
/
  • Whether invoices are duly authorised by a budget holder and appropriately coded.
  • Whether bank transactions are posted to the correct nominal codes/cost centres.
  • Whether the imprest account reconciliation working paper and supporting documents are all in line with finance policies and approved to reimburse the bank account.

PERSON SPECIFICATION:

Requirement / Essential / Desirable
Education /
  • A level education
/
  • UK Credit control

Experience /
  • Previous experience of a credit control.
  • Previous residential care/housing experience.
  • Debt management including recovery in England and Wales
/
  • Care Homes sector credit control experience.
  • Experience of supporting either remote or branch based non-finance staff.

Knowledge /
  • Good knowledge of Business to customer credit control processes.
  • Care Regulations, including national assistance and NHS Continuing Care.
/
  • Legal debt recovery processes
  • Small Court Claim process

Skills /
  • Confident in written and oral communication.
  • Empathy towards older people.
  • Attention to detail
  • IT literate
  • Organised and ability to prioritise and meet tight deadlines
  • Team player

Note: This job description is developed as a general guideline for what is required in this role, and is not a definitive statement. The operational requirements of the organisation as well as annual objectives will influence the requirements of all jobs and employees. In other words, job holders will be expected to carry out reasonable tasks required of them, over and above what is described herein. This job description is also subject to review and change from time to time, subject to discussion with the post holder(s).

Action: / Name: / Date:
Reviewed by: / Amir Shrestha – Finance Manager / 14 February 2016

1