Accounts Payable Assistant Apprentice

Job description

Job responsibilities

To work as part of a team alongside other clerical staff within the department and to be part of a wider multidisciplinary team delivering a high-quality service to other staff and patients. This includes working with identified external contacts and stakeholders.

To provide a high-quality administrative service for the Finance department and to ensure appointments are made in line with Trust policies, guidelines and departmental protocols.

Retrieve and process incoming mail ensuring all opened post is date stamped, scanned and promptly allocated to the correct person or department.

Process outgoing telephone calls in accordance with Trust Policies.

Gain the knowledge in the event of the hospital system failure the relevant disaster recovery procedure is followed.

Accurately input, retrieve and collate information using departmental and Trust computer systems in a timely way being mindful of data protection at all times.

Respond promptly and efficiently to routine queries referring queries on to other personnel as appropriate

To undertake clerical support e.g. filing, photocopying, typing and retrieval of documentation in line with Trust and departmental procedures.

To ensure all Health and Safety guidelines are followed and equipment is used according to instruction. Any potential hazards and accidents to be reported and recorded promptly in line with Trust policies and procedures.

To ensure that confidentiality is strictly adhered to in line with legislation and Trust policies and procedures.

To report any service or performance shortfalls to the manager and work as part of the team in order to address and resolve any issues.

Responsible on a daily basis for maintaining a logbook of all cheques received in the post. Ensuring accuracy in recording the date, cheque numbers and amount.

Maintaining new vendors register

Dealing with and resolving complex queries from staff, suppliers and customers. responsible for provision of up-to-date, accurate and relevant information to suppliers and customers regarding invoices and payment.

Communicating verbally, and in writing, with suppliers regarding their queries about late payments, incorrect billing and disputes and resolvingthese queries.

Checking procurement system for receipt of purchase orders, and inputting and matchingsupplier invoices to the purchase system. Liaising with procurement provider to resolveproblems including interface issues and priced queries, etc., for timely resolution.

Processing high volumes of supplier invoices / credit notes via the finance system inaccordance with Trust procedures.

Weekly maintenance of the AP Registered Report

Supporting the AP Manager to ensure payment of invoices is made within 30 days in orderto achieve the statutory Better Payments Practice Code (BPPC) compliance target.

Responsible for checking invoices on pharmacy JAC Report.

Process ad-hoc and urgent payments as required, ensuring appropriate documentation andauthorisation are evidenced.

Inputting certain invoices direct to the Financial Accounting system.

Responsible for checking the weekly call over reports, which lists all invoices for payment toensure the details on invoices have been accurately processed.

Ensure that VAT is reclaimed, in accordance with the identification for reclaim via thepurchase order or invoice approval.

Reconcile supplier statements with accounts payable balances, resolving discrepancies orreferring them to an appropriate person to action, to ensure supplier balances are accurate.

Responsible for maintaining & filing all paid invoices and ensuring that there is easy access to these to outside users such as auditors.

Preparing invoices for the payment run, including ensuring appropriate budget holderAuthorisation

Chasing authorisation of invoices from the budget holders.Assist in training new staff members and guidance with day-to-day duties.Review processes and identify areas of improvement.Any other duties requested by supervisor which are appropriate to role

Person Specification

Education and qualifications

Essential

• Educated to GCSE or equivalent. Level 2 Literacy and Level 2 Numeracy

Desirable

• Microsoft Office IT qualification

Skills and abilities

Essential

• Willingness to learn and committed to studies in order to achieve qualifications.
• Ability to develop effective working relationships across the organization.
• Maintain a professional approach: Smart and presentable
• Ability to communicate clearly, effectively and sensitively with others from a variety of backgrounds, both verbal and written
• Demonstrate understanding re the importance of patient confidentiality and data protection.
• Excellent keyboard skills with speed and accuracy

Desirable

• Knowledge of Accounts Payable policies and procedure
• Ability to work in a fastpaced environment using problem solving skills

Values

Essential

• Demonstrable ability to meet Trust values

Experience

Essential

• Positive approachable team member with a flexible approach to work, willing to adapt workload to changing priorities and deadlines
• Honest with integrity
• Result oriented.

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.

Certificate of Sponsorship

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).

Employer details

Employer name

North Middlesex University Hospital NHS Trust

Address

North Middlesex University Hospital NHS Trust Site

Sterling Way

London

N18 1QX

Employer's website

https://www.northmid.nhs.uk/ (Opens in a new tab)