Assistant Purchase Ledger Supervisor

Job description

Job responsibilities

Undertake regular monitoring, review and investigation of statements from supplier organisations, including other NHS organisations. Follow up on overdue creditor balances and provide information for the NHS inter-authority balances process as necessary.

Support the resolution of discrepancies relating to suppliers invoices against orders and/or supplier statements, liaising with other officers of the Procurement team and with relevant staff across the organisation.

Ensure that any non-purchase order invoices or credit notes, and any ad-hoc documents requesting payment or refund, are properly authorised in accordance with the Trust scheme of delegation, (either via system or manual routes) before processing for payment. Ensure all relevant data fields are completed, any anomalies resolved (i.e partial completion or missing data/unvalidated codes or multi-directorate approval required), and that input errors are identified and corrected.

Contribute to the maintenance of the Trusts Authorised Signature List, highlighting any discrepancies to the relevant manager and systems team for action.

Maintenance of high standards in the application of policies and procedures and adapting in accordance with any audit recommendations (both internal and external). Appropriately raising any areas for concern and highlighting any areas of potential weakness.

Support in the implementation and provision of an Accounts Payable inbox function and communication for supplier queries and progress to resolution.

Ensure that all relevant documentation is received in a timely manner to enable the Accounts Payable team to function and facilitate prompt and efficient registration and processing of supplier obligations. Stored material must be relevant, appropriate and readily retrievable to resolve any queries that may arise.

Other duties may include matching Pharmacy invoices against orders on the JAC Pharmacy System then processing them on the finance ledger.Resolution of invoice queries with the Pharmacy team around price and carriage which may occur. Matching taxi Invoices and checking prices and mileage are correct and in line with contracts. General office duties such as opening and distributing post and archiving documentation.

Where required, liaise with other members of the Finance Directorate or employees of the Trust, to ensure that any relevant input VAT is correctly identified, calculated, and recorded within the Purchase Ledger system. This includes reviewing purchase orders where VAT is reclaimable, liaising with suppliers to obtain product description and applying any relevant VAT rules.

Support quarterly review of findings issued by the Trust's external VAT advisors re VAT claims and making amendments as appropriate.

Where necessary, request information from suppliers regarding the set-up and amendment of bank details and ensuring a full audit trail is maintained at all times. Verifying bank details by contacting the company and speaking to alternative management to verify written instructions.

Support in the application of the process for early notification of, and timely intervention in, any invoices which may give rise to the Trust incurring a change under the Late Payment of Commercial Debt (1998) Interest Act.

Support the regular payment run process through providing cover, sending out remittances and any attachments or communications as required.

Contribute to the effectiveness of the finance ledger and supporting systems, identifying areas for potential improvement and their solutions referring to the Accounts Payable Supervisor for input into appropriate working groups for consideration.

Maintain core financial operations during periods of Financial System non-availability or access, reduced finance staffing, or any other environmental failures. Support the timely implementation of business continuity plans.

Undertake regular, level appropriate VAT training supplied by the NHS development network or directly with Trust VAT advisors. This is to develop wider understanding and awareness whilst helping to ensure local knowledge is accurate and up to date, in support of maximising legitimate recovery on transactions.

Undertake regular IR35 training to develop understanding and awareness of HMRC employment taxation requirements affecting supplier transactions. Refer any necessary items to the supervisor for advice before processing.

Develop own skills and competencies through training and learning and development activities, ensuring that progress is maintained and that future needs are identified and actioned.

Maintain effective working relationships with the Accounts Payable team, and other officers of the wider Finance Directorate, to deliver a professional service alongside achieving agreed objectives within daily, weekly, monthly and annual deadlines.

Any other duties deemed appropriate and necessary to maintain an appropriate level of service provision within the Accounts Payable team.

Inclusive Recruitment & Selection

We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.

We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net

We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net

Trust Values

The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:

Compassion leading by kindness and showing empathy, understanding and respect Accountability striving to do the right thing and owning responsibility Respect value differences, tackling inequality and fostering a culture of inclusion Excellence delivering a high-quality standard of care

Person Specification

Qualification

Essential

• GCSEs at Grade C/4 including Maths and English (or equivalent)

Desirable

• Evidence of on-going professional/personal development
• A Levels (or equivalent) and part AAT Qualified

Experience

Essential

• Relevant experience of working in a high-volume financial environment
• Demonstrable experience of Purchase Ledger systems
• Experience of manipulating/ interrogating ledger and information systems

Desirable

• Experience of working in a similar role
• NHS finance experience in an acute hospital

Konwledge and Skills

Essential

• Strong oral and written communication skills and good verbal reasoning
• Ability to work independently and as part of a wider team
• Effective organisational and planning skills

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

Sheffield Children’s NHS Foundation Trust

Address

Napier Street

Sheffield

S10 2TH

Employer's website

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