Accounts Receivable Assistant

Vision Express
Nottingham, UK
20 Jul 2019
01 Aug 2019
Contract Type
Full Time
At Vision Express we are committed to providing our customers with outstanding service delivered by outstanding people. We understand that to attract and retain the best people we must be equally committed to providing the very best in career opportunities.

We're looking for a reliable and committed individual to work in a busy Finance department within a team that is responsible for business critical tasks, ensuring a high standard of work is completed and company procedures are adhered to at all times.


• To ensure BACS collection files are created to ensure the collection of customer Direct Debits within the required timescales.
• Ensuring that all controls and audits are met whilst making sure that all BACS and AUDDIS regulations are adhered to.
• Be involved and contribute where necessary to all Contact Lens company objectives if and when required which may require debt collection and data analysis.
• Ensure that all customer Direct Debit money is collected on the contractual payment dates. All collection runs need to be sent without fail which includes the high value month end run for approx. £6M. Any issues with the payment runs need to be escalated to senior management as soon as they arise.
• Ensure all reports are downloaded and that the SAP customer system is updated prior to any collection run taking place.
• Ensure all paperwork is signed in accordance with the minimum control standards and archived securely if and when the information is needed for audit
• To ensure all procedures and processes are documented and maintained to ensure a robust contingency plan is in place for the business so that cover can be in place for holidays and sickness.

Key Responsibilities

• Download Addacs / Auddis reports and complete audits updating CCC SAP within the required timescales.

• For each BACS collection:
o Create, without updating, a pre-BACS file for checking,
o Create a sublog of invoices for each BACS collection,
o Generate a BACS collection proposal file, based on the sublog number,
o Create the BACS proposal with all the required documentation ready for sign off with any comments. Compare data to the previous month's and provide analysis/explanations where necessary.

• Download Direct Debit rejection reports (ARUDD). Convert data and load into CCC system for all represent runs.

• Liaise with the Helpdesk team to ensure all relevant correspondence is generated in a timely manner for all cancel / represent customers. Notify stores of any suspensions to avoid any loss to the business.

• Deal with all Direct Debit indemnity claim queries within the required timescales.

• Update banking sorting codes for all companies to reduce the risk of rejections.

• Work with Accounts Payable to confirm all details, including bank details, are correct when customer payments are requested.

• Keep all customer information secure and paperless where possible, in line with GDPR. Inform senior management immediately of any data protection breaches.

• Maintain the internet bank clearing account making sure all internet customers pay which have ordered stock. If funds have not been received, chase the patient for the funds.

• Chase any outstanding CCC debt, working with Management Accounts to identify debt available to be chased.

• Develop and maintain sales reporting for cash and top-up customers, allowing correct allocation to stores

• Be involved and contribute to any company Contact Lens projects, as requested by manager.

Personal Specification:

o P.C literacy to include MS Office (Excel/Powerpoint/Word)
o An aptitude for attention to detail and adherence to deadlines
o Ability to work under pressure and in a fast paced environment
o Quality and Results Focus
o Organisation and time management skills

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