Description
Accounts Payable Administrator
£11.84 per hour. Inside IR35.
Start: ASAP
End: End of September 2022
Full time, 37 hours per week
Location: Mix of home working and Newton Park, Bath
Ordering and Invoice Processing
- To assist the Accounts Payable Team Leader with the maintenance and the update of the web-based ordering system (eProc).
- To assist the Accounts Payable Team Leader with the delivery of effective and efficient invoice processes, for all aspects of timely and accurate payments to suppliers.
- To assist the Accounts Payable Team Leader with ensuring that all CHAPS and foreign payments are processed and completed accurately and on a timely basis.
- To assist the Accounts Payable Team Leader with ensuring all Schools/Colleges/Service follow procurement processes, in particular waivers and monitor orders and invoices on a daily basis.
Supplier Management
- To assist with the management of external supplier accounts within all ledgers. Actively manage aged creditors, debit balances, unmatched items and duplicate payments
- To assist the Accounts Payable Team Leader with ensuring that all BACS payment runs, cheques, foreign payments and remittance advices are processed and completed accurately and on a timely basis.
- Assist with the reconciliation of Supplier statements. Ensure key issues are resolved on a timely basis.
- Assist with the University authority records on the signatory database.
- Assist with new supplier requests.
Expenses Processing & Management
Purchasing Cards Processing & Management
Customer Service & Relationships
- Respond to enquiries and provide specialist support and advice by responding to enquiries (in person, by telephone, email or letter) in a professional timely and customer-focused manner.
- Work collaboratively and in partnership with Schools/Colleges and Professional Services staff across the University
- Assist the Accounts Payable Team Leader with the day-to-day operational external relationships, including identifying opportunities to minimise operating costs whilst maintaining appropriate service levels.
Financial Assarance, Month-end Close & Reporting
- Assist with month-end activities in line with the agreed month-end close timetable.
- Assist with the completeness of reporting pack covering all Accounts Payable activities. Ensure monthly pack is available for review in accordance with the agreed timetable.
- Assist with the provision of information to support Internal Audit and External Audit.
- To be aware of potential fraudulent or money laundering activities. Actively manage associated risks or potential cases, highlighting risks and issues to Accounts Payable Team Leader as appropriate.
- To be aware of University Financial regulations and policies relating to Accounts Payable
Process & System Improvements
- Assist with identifying improvements for financial processes and transactions and provide recommendations of best practice to the Accounts Payable Team Leader
- To assist with testing and ensure results are reported on new functionality and upgrades of systems used by the Accounts Payable team, highlighting any risks or issues to Accounts Payable Team Leader or IT as appropriate.
- Contribute towards regular process reviews and ensure are documented.
- To maintain detailed knowledge and awareness of changes to policies within the University and those affecting financial arrangements and consider the implications for the University.
Communications
- The post holder will liaise with students, external customers and their representatives, Schools/Colleges and Professional Services staff in order to co-ordinate information in respect of the delivery of the Accounts Payable Service. They will be required to communicate effectively with staff at all levels within these areas whilst maintaining a professional attitude at all times.
- This job description summaries the main duties and accountabilities of the post, and is not comprehensive. The post holder may be required to undertake other duties of similar level and responsibilities
Essential:
- Have a good standard of education including GCSE Maths and English grade C or above or NVQ2 equivalent.
- Demonstrable experience of working within a financial operations environment, including Accounts Payable activities.
- Demonstrate IT skills including using Outlook and Word, Excel.
- Demonstrate a proactive approach towards customer service.
- Demonstrate good negotiation and problem solving skills.
- Demonstrate good communication and interpersonal skills with ability to communicate technical information to non-technical stakeholders. Understanding of basic accounting principles, including an ability to analyse and understand accounting processes
- Ability to prioritise and schedule own workload in the face of conflicting demands.
- Ability to meet set deadlines within the agreed timetable.
- Ability to continually develop and improve systems and processes within a changing environment.