Job summary
Local Care Direct is a non-profit Social Enterprise operating across 24 hours a day, 7 days a week, 365 days a year, to provide various primary and urgent health care services across West Yorkshire.
We are looking for a Fixed Term Purchasing / Purchase
Ledger Administrator to support our finance team working 30 to 37.5 hours per week Monday to Friday with some flexibility in hours.
They will provide accurate and
efficient Purchasing and Purchase Ledger functions that support the operational
and financial requirements of the business. Ideally we are looking for a candidate with prior experience in a similar role and excellent excel skills or willing to learn.
Pay rate: £10.61 per hour
Location: Local Care Direct, Unit 14, Longbow Close, Bradley, Huddersfield, HD2 1GQ
Hours: 30 to 37.5 hours per week Monday to Friday with some flexibility in hours
Contract Length: Fixed Term for upto 6 months
Main duties of the job
The Purchasing/Purchase Ledger Administrator's tasks will include:
- Inputting of Supplier Invoices
- Supplier Payment Runs (Twice Monthly)
- Approval of Purchase Order
- Supplier Statement Reconciliations
- Answering Telephone
- Filing
Along with any other Ad Hoc duties required by the Finance Team.
The systems used in this role include:
- Zahara
- Sage Line 50
- Microsoft Excel (Intermediate skills required including Look Ups & Pivot Tables)
About us
Benefits of working for Local Care Direct:
- Supportive and Friendly teams within a positive and rewarding atmosphere
- Health & Wellbeing group and Mental Health First Aiders to support staff
- NHS Pensions
- Various opportunities to support local charities
- Feel proud working for an organisation that does the right thing.
Local Care Direct’s core values:
- We are open and honest
- We are professional
- We respect each other
- We inform, involve and listen
- We do what we say we will do
- We support each other
We care about people –Our core mission is to care about people, not only our patients but also the people we work with.
We do what we say we will do and we do it well -Local Care Direct is a Social Enterprise organisation providing a wide range of healthcare services in Yorkshire. We are a community owned organisation, independent from the NHS and committed to putting patients first.
Internal reference number: LB3238
Job description
Job responsibilities
Job Title: Purchasing/Purchase Ledger Administrator
Contract Type: Up to 6 months Fixed Term
Team: Finance
Hours of Work: 30 to 37.5 hrs per week (Monday – Friday)
Base location: Bradley
Line Manager: Assistant Accountant
Job Purpose:
To provide accurate and efficient Purchasing and Purchase Ledger functions that support the operational and financial requirements of the business.
Service delivery
- Responsible for centralised purchasing of goods and services ensuring value for money and appropriate competitive tendering from suppliers.
- Matching delivery notes, purchase orders and invoices and entering details onto the system.
- Nominal ledger coding of Purchase Orders and Purchase Invoices in line with Chart of Accounts structure to ensure data is captured at the appropriate level.
- Preparation and processing of supplier payments, dealing with queries, recharges and associated administrative tasks.
- Completion of agreed month end routines on the purchase ledger.
- Cover for daily opening and distribution of post for Finance Department.
- Processing and payment of non taxable employee expenses
- Maintaining an accurate and up to date schedule of regular payments including car tax.
Team
- To assist in providing appropriate cover as required for Sales ledger functions as requested by the Assistant Accountant.
- To ensure adherence to legal, professional and organisational standards, policies and protocols in relation to Purchasing and Purchase Ledger operations.
- To work effectively as part of the finance team.
- To act in a manner which is consistent with organisational values.
Communications & Relationships
- To develop and maintain appropriate channels of communication with suppliers and ensure the supply of goods and services is therefore maintained even when there are disputed items outstanding.
- To develop and maintain appropriate channels of communication with budget managers to ensure timely authorisation of Purchase Requisitions, Orders and Invoices.
- To ensure the Assistant Accountant is informed of any supplier circumstances which could jeopardise either the agreed Cashflow position or the continuity of business supplies.
Organisational
- To ensure compliance with all relevant Standing Financial Instructions, Standing Orders and relevant working capital management policies.
- To proactively advise the Assistant Accountant of issues and risks associated with purchasing systems and processes and assisting with the identification and implementation of contingency arrangements.
Patient care
- To act in the best interests of the patient at all times and refer any ambiguous circumstances to the attention of the Assistant Accountant in this respect.
- To undertake appropriate “customer care” training as directed by the Assistant Accountant.
Financial resources
- To manage supplier payments in line with agreed cash flow forecasts and ensure Creditors days targets are achieved consistently.
Information resources
- To maintain records of Insurance arrangements across relevant sites and advise the Financial Controller of renewal dates.
- To provide Supplier related reports as required by senior finance staff.
- To maintain manual supplier files including contracts for Vehicles, Office Equipment and Premises.
Health, safety and security
- To comply with all relevant aspects of the organisations Health and Safety policies and report and identify risks in a timely manner to the appropriate personnel.
Confidentiality
- To ensure supplier (and customer) data is handled in line with information governance protocols and that business confidentiality is maintained at all times.
Training
- To take an active role in the completion of an annual performance and development review and take ownership of the resulting personal development plan.
Environment & location
- To work in accordance with Local Care Direct environmental management policy.
Safeguarding
- Individual’s have a duty of care to children and vulnerable adults that they come into contact with whilst at work to safeguard and promote their welfare and to work to prevent, detect and report neglect and abuse, adhering to the company’s Safeguarding Children and Safeguarding Vulnerable Adults policies and procedures
Job description
Job responsibilities
Job Title: Purchasing/Purchase Ledger Administrator
Contract Type: Up to 6 months Fixed Term
Team: Finance
Hours of Work: 30 to 37.5 hrs per week (Monday – Friday)
Base location: Bradley
Line Manager: Assistant Accountant
Job Purpose:
To provide accurate and efficient Purchasing and Purchase Ledger functions that support the operational and financial requirements of the business.
Service delivery
- Responsible for centralised purchasing of goods and services ensuring value for money and appropriate competitive tendering from suppliers.
- Matching delivery notes, purchase orders and invoices and entering details onto the system.
- Nominal ledger coding of Purchase Orders and Purchase Invoices in line with Chart of Accounts structure to ensure data is captured at the appropriate level.
- Preparation and processing of supplier payments, dealing with queries, recharges and associated administrative tasks.
- Completion of agreed month end routines on the purchase ledger.
- Cover for daily opening and distribution of post for Finance Department.
- Processing and payment of non taxable employee expenses
- Maintaining an accurate and up to date schedule of regular payments including car tax.
Team
- To assist in providing appropriate cover as required for Sales ledger functions as requested by the Assistant Accountant.
- To ensure adherence to legal, professional and organisational standards, policies and protocols in relation to Purchasing and Purchase Ledger operations.
- To work effectively as part of the finance team.
- To act in a manner which is consistent with organisational values.
Communications & Relationships
- To develop and maintain appropriate channels of communication with suppliers and ensure the supply of goods and services is therefore maintained even when there are disputed items outstanding.
- To develop and maintain appropriate channels of communication with budget managers to ensure timely authorisation of Purchase Requisitions, Orders and Invoices.
- To ensure the Assistant Accountant is informed of any supplier circumstances which could jeopardise either the agreed Cashflow position or the continuity of business supplies.
Organisational
- To ensure compliance with all relevant Standing Financial Instructions, Standing Orders and relevant working capital management policies.
- To proactively advise the Assistant Accountant of issues and risks associated with purchasing systems and processes and assisting with the identification and implementation of contingency arrangements.
Patient care
- To act in the best interests of the patient at all times and refer any ambiguous circumstances to the attention of the Assistant Accountant in this respect.
- To undertake appropriate “customer care” training as directed by the Assistant Accountant.
Financial resources
- To manage supplier payments in line with agreed cash flow forecasts and ensure Creditors days targets are achieved consistently.
Information resources
- To maintain records of Insurance arrangements across relevant sites and advise the Financial Controller of renewal dates.
- To provide Supplier related reports as required by senior finance staff.
- To maintain manual supplier files including contracts for Vehicles, Office Equipment and Premises.
Health, safety and security
- To comply with all relevant aspects of the organisations Health and Safety policies and report and identify risks in a timely manner to the appropriate personnel.
Confidentiality
- To ensure supplier (and customer) data is handled in line with information governance protocols and that business confidentiality is maintained at all times.
Training
- To take an active role in the completion of an annual performance and development review and take ownership of the resulting personal development plan.
Environment & location
- To work in accordance with Local Care Direct environmental management policy.
Safeguarding
- Individual’s have a duty of care to children and vulnerable adults that they come into contact with whilst at work to safeguard and promote their welfare and to work to prevent, detect and report neglect and abuse, adhering to the company’s Safeguarding Children and Safeguarding Vulnerable Adults policies and procedures
Person Specification
Experience
Essential
- Previous office based experience of general administrative tasks.
- Previous experience of purchase ledger systems and processes.
Desirable
- All aspects of Purchasing and Purchase Ledger experience.
- 18 months Purchase Ledger and purchasing experience.
Personal
Essential
- Strong attention to detail and comfortable working with numeric data.
- Strength of personality to deal with irate suppliers in a calm and effective manner.
- Able to demonstrate initiative.
Desirable
- Ability to question processes from an efficiency perspective and to suggest improvements.
Skills
Essential
- Intermediate level IT Literacy.
- Intermediate Excel skills required including Look Ups & Pivot Tables.
- Ability to prioritise own workload and manage time effectively.
- Well developed communications skills, both written and oral.
Desirable
- IT literacy such as the EDL in IT.
Qualifications
Essential
- Maths and English GCSE or equivalent passed to Grade 4 / C or above.
Knowledge
Essential
- Understanding of the key aspects of an effective supplier payment process.
Desirable
- Zahara.
- Sage Line 50 (or above) Purchase Ledger (Stage 2 or above).
- Sage line 50 (or above) Purchasing function.
- Previous NHS purchasing experience.
Person Specification
Experience
Essential
- Previous office based experience of general administrative tasks.
- Previous experience of purchase ledger systems and processes.
Desirable
- All aspects of Purchasing and Purchase Ledger experience.
- 18 months Purchase Ledger and purchasing experience.
Personal
Essential
- Strong attention to detail and comfortable working with numeric data.
- Strength of personality to deal with irate suppliers in a calm and effective manner.
- Able to demonstrate initiative.
Desirable
- Ability to question processes from an efficiency perspective and to suggest improvements.
Skills
Essential
- Intermediate level IT Literacy.
- Intermediate Excel skills required including Look Ups & Pivot Tables.
- Ability to prioritise own workload and manage time effectively.
- Well developed communications skills, both written and oral.
Desirable
- IT literacy such as the EDL in IT.
Qualifications
Essential
- Maths and English GCSE or equivalent passed to Grade 4 / C or above.
Knowledge
Essential
- Understanding of the key aspects of an effective supplier payment process.
Desirable
- Zahara.
- Sage Line 50 (or above) Purchase Ledger (Stage 2 or above).
- Sage line 50 (or above) Purchasing function.
- Previous NHS purchasing experience.
