Job summary
An exciting opportunity has arisen to join the Financial Services team at University Hospitals Coventry and Warwickshire as a Purchase Ledger Clerk. This role a key operational role in Accounts Payable.
Please be advised sponsorship is not eligible for this post.
Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.
Secondment will be considered for internal candidates - If you are successful after interview, you must obtain approval from your current line manager to accept the offer.
Main duties of the job
To work as a member of a team responsible for ensuring that suppliers' invoices and credit notes are processed promptly and accurately in accordance with the Trusts' Standing Financial Instructions, internal office procedures and the statutory obligation to comply with the Better Payments Practice Code
About us
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellencedesignated organisation - please click the link for further details about this prestigious award.Pathway To Excellence - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.
Job description
Job responsibilities
- Planning and organising own work schedule, with the ability to work independently, to ensure that activities are completed within agreed timescales to deliver an efficient and effective service. Reconciling invoices received and registered on a weekly basis. Ensuring personal workload meets required targets on a weekly basis to achieve BPPC.
- Processing suppliers invoices and credit notes on the purchase ledger system, ensuring that all fields are accurately completed. This requires a high level of concentration, accuracy and speed as the volume of invoices processed for payment is high (circa 130k invoices per annum for the Trust). Payments are required to be made promptly in accordance with the Trusts Standing Financial Instructions, internal procedures and the Better Payments Practise Code (BPPC)
- All Invoices are processed according to weekly payment run deadlines. Each invoice is verified against the payment report to ensure that it has been input correctly and that accurate payments are made within the timescale required to meet the criteria for BPPC.
- Checking that all suppliers invoices and credit notes are accurate and validated against purchase orders. Evidence that goods/services have been received, or for non-purchase order invoices that they are properly authorised and coded correctly. When registered on the Trusts purchase ledger system, where discrepancies are found these need to be resolved to provide accurate recording of expenditure and payment to suppliers. Recording narrative of discrepancies for Trusts Divisional managers.
- Making informed decisions to ascertain the VAT status of each invoice, in order that the Trust can re-claim all the VAT to which it is entitled and ensuring that incorrect decisions are not made which could impact on the Trusts financial position. Keeping up to date with HMRC guidelines and rulings, attending courses as necessary.
- Reconciling supplier statements on a weekly basis, updating the statement tracker and saving the statements on the M:drive file. Updating suppliers with any discrepancies found and requesting missing invoices to cloud email. Retaining documentation for audit purposes.
- Resolving discrepancies relating to suppliers invoices, statements, orders and delivery notes, by liaising with suppliers, or with other officers of the Trust
- Maintaining an effective working relationship with other individuals (at all levels) of the purchase ledger, financial accounts section, other officers of the Trust and suppliers of goods and services to ensure the delivery of a professional service focused on delivering a high level of customer satisfaction
- Complete the necessary paperwork and supporting documentation for the creation of new creditors/amendments to existing creditors, before submitting to the financial accounts team. Ensure that amendments are validated to ensure against fraudulent claims against the Trust.
- Required to demonstrate own tasks to new or less experienced staff.
- Participating in the collection, opening and distribution of incoming post to the Finance Department to ensure that it is delivered promptly, scanning in the documents to other members of the purchase ledger team.
For further details of the role please see the attached job description.
Job description
Job responsibilities
- Planning and organising own work schedule, with the ability to work independently, to ensure that activities are completed within agreed timescales to deliver an efficient and effective service. Reconciling invoices received and registered on a weekly basis. Ensuring personal workload meets required targets on a weekly basis to achieve BPPC.
- Processing suppliers invoices and credit notes on the purchase ledger system, ensuring that all fields are accurately completed. This requires a high level of concentration, accuracy and speed as the volume of invoices processed for payment is high (circa 130k invoices per annum for the Trust). Payments are required to be made promptly in accordance with the Trusts Standing Financial Instructions, internal procedures and the Better Payments Practise Code (BPPC)
- All Invoices are processed according to weekly payment run deadlines. Each invoice is verified against the payment report to ensure that it has been input correctly and that accurate payments are made within the timescale required to meet the criteria for BPPC.
- Checking that all suppliers invoices and credit notes are accurate and validated against purchase orders. Evidence that goods/services have been received, or for non-purchase order invoices that they are properly authorised and coded correctly. When registered on the Trusts purchase ledger system, where discrepancies are found these need to be resolved to provide accurate recording of expenditure and payment to suppliers. Recording narrative of discrepancies for Trusts Divisional managers.
- Making informed decisions to ascertain the VAT status of each invoice, in order that the Trust can re-claim all the VAT to which it is entitled and ensuring that incorrect decisions are not made which could impact on the Trusts financial position. Keeping up to date with HMRC guidelines and rulings, attending courses as necessary.
- Reconciling supplier statements on a weekly basis, updating the statement tracker and saving the statements on the M:drive file. Updating suppliers with any discrepancies found and requesting missing invoices to cloud email. Retaining documentation for audit purposes.
- Resolving discrepancies relating to suppliers invoices, statements, orders and delivery notes, by liaising with suppliers, or with other officers of the Trust
- Maintaining an effective working relationship with other individuals (at all levels) of the purchase ledger, financial accounts section, other officers of the Trust and suppliers of goods and services to ensure the delivery of a professional service focused on delivering a high level of customer satisfaction
- Complete the necessary paperwork and supporting documentation for the creation of new creditors/amendments to existing creditors, before submitting to the financial accounts team. Ensure that amendments are validated to ensure against fraudulent claims against the Trust.
- Required to demonstrate own tasks to new or less experienced staff.
- Participating in the collection, opening and distribution of incoming post to the Finance Department to ensure that it is delivered promptly, scanning in the documents to other members of the purchase ledger team.
For further details of the role please see the attached job description.
Person Specification
Qualifications
Essential
Desirable
Experience
Essential
Desirable
Knowledge
Essential
Skills
Essential
Commitment to Trust Values and Behaviours
Essential
Person Specification
Qualifications
Essential
Desirable
Experience
Essential
Desirable
Knowledge
Essential
Skills
Essential
Commitment to Trust Values and Behaviours
Essential
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
University Hospitals Coventry and Warwickshire NHS Trust
Address
University Hospital Coventry and Warwickshire
Clifford Bridge Road
Coventry
CV2 2DX
Employer's website
https://www.jobsatuhcw.co.uk (Opens in a new tab)
