Job summary
The post holder 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
Main duties of the job
- Ensure the effective and efficient operation of the Accounts Payable team, to ensure prompt and accurate payment of supplier invoices.
- To be responsible for the day-to-day management of staff within the Accounts Payable team, including recruitment, appraisal, performance management, coaching and training.
- Ensure appropriate financial records are maintained and developed in accordance with good accounting practice and in line with agreed local arrangements and service agreements.
- Prepare and maintain appropriate procedure notes and guidelines ensuring that appropriate KPIs are in place to measure the effectiveness of the departments and taking remedial action where required.
- The post holder will be expected to contribute to the efficient operation of the Finance Department.
- The post holder will support the development and review of financial systems to ensure the finance directorate provides a comprehensive and effective service to the Trust.
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.
About the University Hospitals of Leicester NHS Trust:
http://www.leicestershospitals.nhs.uk/aboutus/work-for-us/current-vacancies/
Job description
Job responsibilities
- Deal with Complex queries from suppliers to resolve issues about non-payment, incorrect or late payments, relaying sensitive and sometimes complex information using tact and sensitivity.
- To assist the Purchase to Pay Manager by managing the timely payment of invoices via BACS & actively investigate all discrepancies.
- 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.
- 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.
- 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.
- 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.
- Perform 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 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.
- 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, including Finance, Procurement, and wider 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
- Deal with Complex queries from suppliers to resolve issues about non-payment, incorrect or late payments, relaying sensitive and sometimes complex information using tact and sensitivity.
- To assist the Purchase to Pay Manager by managing the timely payment of invoices via BACS & actively investigate all discrepancies.
- 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.
- 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.
- 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.
- 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.
- Perform 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 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.
- 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, including Finance, Procurement, and wider 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
COMMITMENT TO TRUST VALUES
Essential
- Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours
TRAINING AND QUALIFICATIONS
Essential
- Certificate Level/AAT Member or equivalent experience at degree level
- Evidence of continual professional development and a commitment to ongoing personal development
Experience
Essential
- Proven experience of working in a Finance department within the NHS
- Conversant with information management and technology
- Experience of year-end NHS financial accounts
- Supervisory experience, with a proven record of managing change within a department
Desirable
- Experience of working within Income and Treasury sections
COMMUNICATION AND RELATIONSHIP SKILLS
Essential
- Able to communicate confidently and effectively at all levels both internally and externally, orally and in writing. Able to adapt the communication approach to the audience (i.e. finance or non-finance background)
- Able to demonstrate a commitment to quality and a business-like customer focussed service
- Able to work effectively in a multidisciplinary environment Able to employ tact, diplomacy and persuasion, and maintain confidentiality
- Able to participate fully and offer ideas during discussions around interpretation of new / revised regulations or procedures
- Strong interpersonal skills, proven ability to develop and sustain productive relationships with team members, colleagues and other managers
ANALYTICAL AND JUDGEMENT SKILLS
Essential
- Able to analyse and interpret complex financial data and resolve queries and anomalies
- Able to make decisions when guided by broad principles and departmental policies
Skills
Essential
- At ease using computers and computer software such as MS Office Experience of Access, Excel and Word packages
PLANNING AND ORGANISATION SKILLS
Essential
- Able to work independently towards expected results within defined operating policies, with no direct supervision
- Able to plan, organise and achieve objectives / tasks set within specified timeframes and co-ordinate the activities of the teams
- Able to work effectively under pressure, maintaining accuracy of input
- Excellent problem solving skills
- Well organised and able to concentrate to complete tasks in a busy office environment
- Methodical in approach
OTHER REQUIREMENTS TO THE ROLE
Essential
- Demonstrate solid achievement in their current role
- Theoretical knowledge of NHS accounting
- Ambitious
Desirable
- Have a flexible approach to working and be available to work outside normal hours as and when required
EQUALITY DIVERSITY AND INCLUSION
Essential
- Able to demonstrate a commitment and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs
- All staff are expected to engage in compassionate and inclusive leadership in the provision of high quality care and interactions with others
Person Specification
COMMITMENT TO TRUST VALUES
Essential
- Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours
TRAINING AND QUALIFICATIONS
Essential
- Certificate Level/AAT Member or equivalent experience at degree level
- Evidence of continual professional development and a commitment to ongoing personal development
Experience
Essential
- Proven experience of working in a Finance department within the NHS
- Conversant with information management and technology
- Experience of year-end NHS financial accounts
- Supervisory experience, with a proven record of managing change within a department
Desirable
- Experience of working within Income and Treasury sections
COMMUNICATION AND RELATIONSHIP SKILLS
Essential
- Able to communicate confidently and effectively at all levels both internally and externally, orally and in writing. Able to adapt the communication approach to the audience (i.e. finance or non-finance background)
- Able to demonstrate a commitment to quality and a business-like customer focussed service
- Able to work effectively in a multidisciplinary environment Able to employ tact, diplomacy and persuasion, and maintain confidentiality
- Able to participate fully and offer ideas during discussions around interpretation of new / revised regulations or procedures
- Strong interpersonal skills, proven ability to develop and sustain productive relationships with team members, colleagues and other managers
ANALYTICAL AND JUDGEMENT SKILLS
Essential
- Able to analyse and interpret complex financial data and resolve queries and anomalies
- Able to make decisions when guided by broad principles and departmental policies
Skills
Essential
- At ease using computers and computer software such as MS Office Experience of Access, Excel and Word packages
PLANNING AND ORGANISATION SKILLS
Essential
- Able to work independently towards expected results within defined operating policies, with no direct supervision
- Able to plan, organise and achieve objectives / tasks set within specified timeframes and co-ordinate the activities of the teams
- Able to work effectively under pressure, maintaining accuracy of input
- Excellent problem solving skills
- Well organised and able to concentrate to complete tasks in a busy office environment
- Methodical in approach
OTHER REQUIREMENTS TO THE ROLE
Essential
- Demonstrate solid achievement in their current role
- Theoretical knowledge of NHS accounting
- Ambitious
Desirable
- Have a flexible approach to working and be available to work outside normal hours as and when required
EQUALITY DIVERSITY AND INCLUSION
Essential
- Able to demonstrate a commitment and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs
- All staff are expected to engage in compassionate and inclusive leadership in the provision of high quality care and interactions with others
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
