Job summary
The opportunity has arisen within the Finance & Procurement Directorate for an Accounts Payable Team Leader to work within the Financial Services function.
The post holders will assist, and deputise for, the Purchase to Pay Manager in managing the Accounts Payable team who are responsible for processing invoice and credit note requests relating to the purchase ledger financial system.
The post holders will need to hold a NVQ Level 4/AAT Technical Level/NEBS Level 3 or have equivalent experience.
Previous applicants need not apply.
Main duties of the job
The duties will be to assist the Purchase to Pay Manager by managing the timely payment of invoices via BACS & actively investigate all discrepancies.
This will be in accordance with statutory requirements, accounting guidance and agreed local procedures.
The post holder should have experience within a fast-paced Accounts Payable environment at supervisory level and have experience of managing staff on a day to day basis.
The post holder will have experience of working on their own initiative but also be able to work effectively within a team. The post holder will be able to communicate confidently and effectively at all levels with customers and colleagues, both orally and in writing.
The post holder will be at ease using computers and computer software such as MS Office and have good written and oral skills to communicate with staff.
You will be an accurate record keeper with the ability to work under pressure and prioritise workload to meet deadlines. They will have a methodical approach to problem solving as well as following up actions to ensure completion.
The positions are fulltime (37.5 hours) Monday to Friday and will be delivered via hybrid working, requiring the post-holder to be on-site for a minimum of 2 days per week.
About us
Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030).
We have four primary goals:
- high-quality care for all,
- being a great place to work,
- partnerships for impact, and
- research and education excellence
And we will embed health equality in all we do - taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities.
Our strategy is underpinned by new values and we will work to ensure they are an everyday reality for all:
- we are compassionate,
- we are proud,
- we are inclusive, and
- we are one team
This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.
Job description
Job responsibilities
- To assist the Purchase to Pay Manager by managing the timely payment of invoices via BACS & actively investigate all discrepancies.
- To assist the Purchase to Pay Manager to ensure that all Accounts Payable processes are challenged daily and processes adhered to alongside actively challenging Accounts Payable clerks in their day-to-day routines.
- To ensure all Accounts Payable processes are in line with the Trust Standing Financial instructions.
- Support the Purchase to Pay Manager in implementing transformational change and streamlining purchase to pay processes in Accounts Payable to drive the function towards best in class, involving automation of processes.
- Assist the Purchase to Pay Manager in consistent application of standard operating protocols across the payment teams, including but not limited to supplier statement reconciliations.
- Support the Purchase to Pay Manager in implementing the financial improvement plans, grip and control action plans and internal audit actions, relating to Accounts Payable.
- Assist the Purchase to Pay Manager, by leading by example, to create and maintain an environment of open communication with all Accounts Payable staff, optimal use of technology training, motivation and development of the individuals within the team, particularly in the context of an agile working environment.
- Review team goals, ensuring that a high level of accuracy is achieved at all times.
- Review individual team member performance on a monthly basis, and report findings to the Purchase to Pay Manager.
- Establish regular monthly meetings to ensure the team is proficient in the most efficient mechanism to perform their roles.
- Assist the Purchase to Pay Manager with annual staff appraisals and monitor all objectives.
- Providing monthly reports to the Purchase to Pay Manager highlighting the issues of quality.
- Manage the legal and threatening letters, ensuring they are all actioned immediately.
- Manage the Payments team mailbox. In addition, manage and sort through all Shared Mailboxes daily, ensuring all vendor and client issues are addressed and responded to within 48 hours.
- To ensure all Suppler/Vendor Accounts are up to date and accurate at all times, changes to be communicated, signed off and updated as per Trust process & policies.
- To assist Auditors with queries and questions during Trust Audits.
- To provide training, support and guidance to all individuals within the payments team.
- To actively review and manage supplier ledgers.
- Register and process creditor invoices & credit documentation on the Purchase Ledger system.
- Process all payments to suppliers and customers and actively investigate all discrepancies.
- To assist the Purchase to Pay Manager and team in resolving all queries relating to all suppliers and customers.
- Verify vendor accounts by reconciling monthly statements and related transactions, and monitoring and maintaining purchase ledger accounts, Purchase order queries and payment discrepancies.
- The post holder will be required to liaise with all levels of staff within the Trust.
- To assist the Purchase to Pay Manager by reviewing performance against KPIs, proactively addressing areas of concern.
- To ensure that consistently high standards of customer service are delivered by the Accounts Payable Team.
Job description
Job responsibilities
- To assist the Purchase to Pay Manager by managing the timely payment of invoices via BACS & actively investigate all discrepancies.
- To assist the Purchase to Pay Manager to ensure that all Accounts Payable processes are challenged daily and processes adhered to alongside actively challenging Accounts Payable clerks in their day-to-day routines.
- To ensure all Accounts Payable processes are in line with the Trust Standing Financial instructions.
- Support the Purchase to Pay Manager in implementing transformational change and streamlining purchase to pay processes in Accounts Payable to drive the function towards best in class, involving automation of processes.
- Assist the Purchase to Pay Manager in consistent application of standard operating protocols across the payment teams, including but not limited to supplier statement reconciliations.
- Support the Purchase to Pay Manager in implementing the financial improvement plans, grip and control action plans and internal audit actions, relating to Accounts Payable.
- Assist the Purchase to Pay Manager, by leading by example, to create and maintain an environment of open communication with all Accounts Payable staff, optimal use of technology training, motivation and development of the individuals within the team, particularly in the context of an agile working environment.
- Review team goals, ensuring that a high level of accuracy is achieved at all times.
- Review individual team member performance on a monthly basis, and report findings to the Purchase to Pay Manager.
- Establish regular monthly meetings to ensure the team is proficient in the most efficient mechanism to perform their roles.
- Assist the Purchase to Pay Manager with annual staff appraisals and monitor all objectives.
- Providing monthly reports to the Purchase to Pay Manager highlighting the issues of quality.
- Manage the legal and threatening letters, ensuring they are all actioned immediately.
- Manage the Payments team mailbox. In addition, manage and sort through all Shared Mailboxes daily, ensuring all vendor and client issues are addressed and responded to within 48 hours.
- To ensure all Suppler/Vendor Accounts are up to date and accurate at all times, changes to be communicated, signed off and updated as per Trust process & policies.
- To assist Auditors with queries and questions during Trust Audits.
- To provide training, support and guidance to all individuals within the payments team.
- To actively review and manage supplier ledgers.
- Register and process creditor invoices & credit documentation on the Purchase Ledger system.
- Process all payments to suppliers and customers and actively investigate all discrepancies.
- To assist the Purchase to Pay Manager and team in resolving all queries relating to all suppliers and customers.
- Verify vendor accounts by reconciling monthly statements and related transactions, and monitoring and maintaining purchase ledger accounts, Purchase order queries and payment discrepancies.
- The post holder will be required to liaise with all levels of staff within the Trust.
- To assist the Purchase to Pay Manager by reviewing performance against KPIs, proactively addressing areas of concern.
- To ensure that consistently high standards of customer service are delivered by the Accounts Payable Team.
Person Specification
Qualifications
Essential
- NVQ Level 4/AAT Technical Level/NEBS Level 3 or equivalent experience
Experience
Essential
- Experience within a fast-paced Accounts Payable environment at supervisory level
Desirable
- Experience within NHS finance
Skills
Essential
- Conversant with information management and technology. At ease using computers and computer software such as MS Office
Planning and Organisation
Essential
- Strong planning and organisation skills
Person Specification
Qualifications
Essential
- NVQ Level 4/AAT Technical Level/NEBS Level 3 or equivalent experience
Experience
Essential
- Experience within a fast-paced Accounts Payable environment at supervisory level
Desirable
- Experience within NHS finance
Skills
Essential
- Conversant with information management and technology. At ease using computers and computer software such as MS Office
Planning and Organisation
Essential
- Strong planning and organisation 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.
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).
