Purchase Ledger Assistant

Job description

Job responsibilities

1 MAIN PURPOSE OF JOB:

To manage various aspects of the finance department, including purchase ledger processing, sales ledger invoicing, credit control, and the monitoring of accounts-related mailboxes. The role supports daily financial operations and ensures compliance with organizational policies.

2 POSITION IN ORGANISATION:

The post holder reports to the Financial Accountant and is part of a small finance team.

The post holder may have line management responsibilities in relation to the administration of volunteers.

3 SCOPE OF JOB:

Overseeing purchase and sales ledger functions (including invoice processing, supplier payments, and credit control)

Ensures the smooth operation of day-to-day financial tasks such as managing accounts mailboxes, handling petty cash, and preparing remittances.

Support the finance team in month-end processes and the reconciliation of sales and purchase ledger accounts

4 DIMENSIONS & LIMITS OF AUTHORITY:

The role will work within the laid down procedures.

5 QUALIFICATIONS & SKILLS LEVEL:

Experience of purchase ledger and SAGE 50 accounts

Knowledge and experience of accounting principles preferably AAT qualified

Computer literate, with good knowledge of word and excel

Good planning and organisational skills

Ability to communicate both orally and in writing at all levels

Display initiative and ability to work on own

Good interpersonal skills

Commitment to Claire House and its corporate objectives

A belief in the value of volunteers and of a multi-disciplinary approach

Understanding the importance of confidentiality

KEY RESPONSIBILITIES:

Purchase Ledger Processing: (70 percent)

o Paperless: Process purchase ledger invoices from various suppliers and online platforms in a paperless environment.

o Pull invoices from online platforms, check them for accuracy, and process them accordingly.

o Pleo: Manage the Pleo credit card and mileage system, ensuring proper allocation and expense processing.

o Reconcile supplier statements and ensure all invoices are accurately recorded and paid on time.

Supplier Payments: (5 percent)

o Raise faster payments in the banking system as required.

o Prepare and execute supplier payment runs, ensuring timely and accurate payments. Including sending remittances.

Analysis and Reconciliation: (10 percent)

o Perform purchase ledger analysis and reconcile supplier accounts.

o Conduct sales ledger analysis and credit control tasks to ensure accurate invoicing and timely collection of payments.

Sales Ledger Invoicing: (5 percent)

o Raise sales invoices and handle associated administrative tasks in the sales ledger.

Administrative duties: (10 percent)

o Purchase Order Creation: Raise and manage purchase orders

o Accounts and Invoice Mailboxes: Monitor and manage finance email boxes to ensure prompt responses and resolution of internal and external queries.

o Floats and Petty Cash: Maintain and manage the handling, counting, and reconciliation of petty cash and floats.

o Post, Cash Receipts, and Banking: Process incoming cash, receipts, and handle banking tasks in a timely manner.

This job description does not attempt to describe all the tasks and responsibilities of the post, but rather illustrates with examples, the main role of the post-holder. It is therefore subject to alteration and development as and when required.

Subject to a basic level criminal records check.

Person Specification

Experience

Essential

• Experience of purchase ledger and working in an accounts department
• Experience of computer based accounts systems
• Knowledge of SAGE line 50
• Knowledge of VAT and basic VAT rules

Desirable

• Work experience on purchase ledger
• Cash handling experience
• Knowledge of credit card systems.
• Knowledge of Charity VAT reliefs and exemptions

Skills

Essential

• Good IT skills in particular Excel
• Excellent communication skills with the ability to communicate, both verbally and in writing

Personal Attributes/Abilities

Essential

• Ability to work effectively as part of a team & on your own initiative
• Reliable and excellent timekeeping and attendance records
• Excellent attention to detail
• Understand confidentiality
• Flexibility to cover for sickness and holidays

Qualifications

Essential

• Educated to GCSE standard A-C Grades (must include English and Maths)
• Working toward AAT qualification

Desirable

• Educated to A level Standard or equivalent
• AAT foundation completed or equivalent

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Claire House

Address

Clatterbridge Road

Bebington

Wirral

Merseyside

CH63 4JD

Employer's website

https://www.clairehouse.org.uk (Opens in a new tab)