Job summary
Job Title: Accounts Payable Assistant
Hours per week: 37.5 hours per week
Perm/Fixed Term: Fixed Term - 12 months
Salary: £22,816 - £24,336 per annum
Please note if you commence in post prior to October 2024, you will be paid in line with 2023/2024 agenda for change pay scales.
Closing Date: 4th October 2024
Interview Date: 16th October 2024
This post may close early due to high numbers of applications, so you are advised to apply promptly.
All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas.
A great and friendly place to work, so bring your passion, commitment and expertise and enjoy the opportunities to make.
-Please note this role is hybrid but requires 3 days in the office
Main duties of the job
Working as part of a Financial Shared Services team covering duties at George Eliot Hospital NHS Trust, South Warwickshire NHS Foundation Trust and Wye Valley NHS Trust.
Ensure that supplier's invoices and credit notes are processed promptly and accurately in accordance with each Trust's Standing Financial Instructions and the statutory obligation to ensure compliance with the Better Payment Practice Code.
Keep to the same practices and procedures in line with all three locations.
About us
Here at George Eliot our vision to 'excel at patient care' taking centre stage. An ever evolving clinically- led acute service provider we are on a journey to continually provide high quality, safe and responsive health services delivered by inspiring and compassionate staff who share our corporate values:
Effective open communication
Excellence and safety in everything we do
Challenge but support
Expect respect and dignity
Local health that inspires confidence
Benefits: On-site nursery, 27 days minimum annual leave plus bank holidays, cycle to work scheme, flexible working, extensive in-house course learning directory, buying and selling of annual leave, subsidised restaurant, tranquillity garden and generous subsidised on-site parking.
Job description
Job responsibilities
Responsible for monitoring and maintaining all mailboxes daily, chase departments to ensure that invoices are goods receipted, process invoices and credit notes in a timely manner escalating complex cases to the line manager
Analyses and interprets financial payments and receipts. Investigates financial queries and analyses detailed data to identify errors and discrepancies.
Analyses financial data to identify errors and sorts out problems from a range of options.
Makes complex calculations about payments and decides whether and how to pursue over/under payments.
Ensure invoices and credit notes that are received via email or post are processed in a timely manner for payment run. Reconcile supplier statement weekly and discrepancies are resolved with AOB Tool. Contacting suppliers for any missing invoices. Match Invoice to order.
Cover the overnight and Innovate Payment runs when scheduled too. Ensuring to prepare for the process from the previous day
Register and return invoices that do not state a purchase order, checking that a PO has been raised prior to returning.
Ensure to register and forward invoices for coding that are the exceptions list.
Please note that this list is not exhaustive, for more information please find that the full details can be found in the attached Job Description and Personal Specification.
Job description
Job responsibilities
Responsible for monitoring and maintaining all mailboxes daily, chase departments to ensure that invoices are goods receipted, process invoices and credit notes in a timely manner escalating complex cases to the line manager
Analyses and interprets financial payments and receipts. Investigates financial queries and analyses detailed data to identify errors and discrepancies.
Analyses financial data to identify errors and sorts out problems from a range of options.
Makes complex calculations about payments and decides whether and how to pursue over/under payments.
Ensure invoices and credit notes that are received via email or post are processed in a timely manner for payment run. Reconcile supplier statement weekly and discrepancies are resolved with AOB Tool. Contacting suppliers for any missing invoices. Match Invoice to order.
Cover the overnight and Innovate Payment runs when scheduled too. Ensuring to prepare for the process from the previous day
Register and return invoices that do not state a purchase order, checking that a PO has been raised prior to returning.
Ensure to register and forward invoices for coding that are the exceptions list.
Please note that this list is not exhaustive, for more information please find that the full details can be found in the attached Job Description and Personal Specification.
Person Specification
Experience and Knowledge
Essential
- Experience of working in a finance department
- Knowledge of basic accounting principles
Qualifications
Essential
- Maths & English O level/ GCSE passes or equivalent
- NVQ Level 3 / AAT Level 3 or equivalent experience
skills and Abilities
Essential
- Analyses and interprets financial payments and receipts
- Investigates financial queries and analyses detailed data to identify errors and discrepancies.
- Carries out detailed financial calculations/Analyses, investigates and resolves complex financial queries and discrepancies.
- Analyses financial data to identify errors and sorts out problems from a range of options.
- Good communication skills required as this post requires direct communication with suppliers, internal managers, purchasing and supplies and other finance staff and will involve mainly verbal communication
- Inputs and manipulates financial data into computer databases and spreadsheets, where speed and accuracy are necessary
Personal Qualities
Essential
- The ability to organise his or her own daily workload within the parameters of the team.
- This post requires tact and diplomacy when dealing with potentially demanding suppliers.
- The post holder will work within a small team and the person is expected to develop good working relationships with the manager and other team members. An approachable manner is therefore required
- Attention to detail
- To work to deadlines e.g. monthly reporting timetable and annual accounts
Other
Essential
- Ability to sit and use PC/VDU for prolonged periods
- The post holder will need to familiarise themselves with the risk management policies and procedures for the Trust and remain risk aware in carrying out their duties.
- Occupational Health clearance
Person Specification
Experience and Knowledge
Essential
- Experience of working in a finance department
- Knowledge of basic accounting principles
Qualifications
Essential
- Maths & English O level/ GCSE passes or equivalent
- NVQ Level 3 / AAT Level 3 or equivalent experience
skills and Abilities
Essential
- Analyses and interprets financial payments and receipts
- Investigates financial queries and analyses detailed data to identify errors and discrepancies.
- Carries out detailed financial calculations/Analyses, investigates and resolves complex financial queries and discrepancies.
- Analyses financial data to identify errors and sorts out problems from a range of options.
- Good communication skills required as this post requires direct communication with suppliers, internal managers, purchasing and supplies and other finance staff and will involve mainly verbal communication
- Inputs and manipulates financial data into computer databases and spreadsheets, where speed and accuracy are necessary
Personal Qualities
Essential
- The ability to organise his or her own daily workload within the parameters of the team.
- This post requires tact and diplomacy when dealing with potentially demanding suppliers.
- The post holder will work within a small team and the person is expected to develop good working relationships with the manager and other team members. An approachable manner is therefore required
- Attention to detail
- To work to deadlines e.g. monthly reporting timetable and annual accounts
Other
Essential
- Ability to sit and use PC/VDU for prolonged periods
- The post holder will need to familiarise themselves with the risk management policies and procedures for the Trust and remain risk aware in carrying out their duties.
- Occupational Health clearance
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
