Chief Clerk

The role is responsible for the day-to-day supervision of the Branch Debtors book by supporting the understanding of, and adherence to company credit policies and procedures. It will further drive the correct implementation of policy, guide staff toward addressing problematic accounts, collections, bad debt accounts so that branch credit risk is proactively managed and mitigated. This role seeks to improve the overall performance and health of the branch debtors’ book in support of healthy credit management practices to maximise store profitability.

**Responsibilities**

**Sales**
- Reviews pre
- and post-sale processes and adherence to policies as per Lewis Group compliance requirements.
- Assist with interviews in the absence of the branch manager.

**Credit**
- Support in the maintenance of a sound debtors’ book which is compliant to FSB/FAIS and legislative requirements to ensure correct credit management principles are adhered to; understood and implemented within the branch correctly and consistently.
- Support the branch debtors’ clerks in the management of all accounts.
- Review and support with short payers, defaulting accounts, the negotiation of payment plans in attending to collect arrears on all accounts.
- Drive the reduction of bad and doubtful debts as well as the addressing of missed first instalments within the branch.
- Support in the management of payment plans for arrears customers.
- Ensure that branch performance meets their monthly collection, bad debt, debit order sign-up targets and arrears reduction, customer activations and repossession targets. Support in the creation of action plans to meet the required targets.
- Drive individual staff outputs to ensure that they are understood, know how to manage, and meet their respective individual targets and provide overall direction and assistance in support of performance.
- Provide daily feedback to the Branch Manager and RAM on progress made within the debtor’s book and ensure alignment of targets, outputs, and deliverables.
- Ensure all potential sign-up customers complete debit orders.
- Ensure all outstanding form 27’s are sent to Head office.
- Ensure all credit files are in place and in use, including target sheets.
- Ensure credit staff are always informed about the latest Account action plans & available incentives.
- Ensure banking, petty cash & manual receipt processes followed as per Company policy & procedures.
- Be accountable to achieve all credit related targets.

**Stock**
- Assist with searching and locating stock to finalise any sale as soon as possible.

**People**
- Support in the appraisal and evaluation of the performance of store staff against established targets and provides corrective guidance/training regarding credit to all staff.
- Support in the Induction of debtor’s clerks according to company credit policy and procedures ensuring that they understand their role, are trained, and developed, and understand the performance requirements.
- Support in managing leave and time off, of all credit staff, including arranging of temp staff when needed.

**Customer Service**
- Drive customer service, which is aligned to the company values and strategy, ensuring a positive experience of the Lewis brand.
- Support in managing difficult conversations with customers relating to problem accounts, with overall consideration for respect and dignity of our customers.
- Drive positive customer experience through maintaining high standards of housekeeping, compliance, vetting and collection conversations with all customers
- To assist with sorting out all customer complaints in the branch.

**Compliance**
- Ensure compliance to reporting and control procedures of the company.
- Review delivery notes are signed for P.O.D and filed with credit information files.
- Ensure that credit agreements are reviewed, meet compliance requirements, are signed and scanned for electronic safe keeping.
- To ensure that all Credit Proposal documents are filed in the correct sequence on the same date as the invoice date.

**Management**
- Review and utilise TMS and VMS systems to ensure efficient use of company assets in daily call and personal contact management.
- Ensure pc’s are done daily and personally issued to driver\porters. Review these on their return to store.
- Ensure commissions captured are up to date.
- To maintain administrative procedures in terms of company policy and procedure
- Petty Cash - To ensure that necessary documentation is maintained for the control of petty cash daily.
- Banking Procedures - To ensure that all Banking and Cashing up procedures are completed in terms of company
- Refunds - To ensure that all refund transactions comply with company policy and procedures and all necessary data is computerised.
- To ensure all manual receipts used are Captured on the System as per company policy and procedures and that Manual Receipts books are checked for any discrepancies.
- To be familiar with all administrative pro