Accounts Payable Officer

JOB PURPOSE 

To manage supplier accounts on the Trust Purchase ledger, ensuring that all invoices and credit notes are processed correctly and in line with Trust procedures. To be the key point of contact in Central Finance for all internal and external customers including all Trust suppliers. To respond to queries in a timely manner. To assist the Trust in achieving its statutory target of Public Sector Payment Policy (PSPP).

Location: Guildford – (hybrid 2 days from home)

Job Type: Temporary 

Duration of booking: Expected to last 3 months with possible extension

Proposed start date: ASAP

Pay Rates: Up to £14.50 per hour per hour PAYE inclusive of holiday pay

Hours / Working Days: 37.5 hours per week / Monday to Friday, 9am – 5pm 

Sector: Healthcare 

Based: Office / Hospital 

Experience Skill and Knowledge

• 2 years’ experience of working in a financial accounting environment
• Microsoft Office (especially Excel and Word) or comparable package
• Computerised accounts system
• Able to plan and prioritise
• Effective communicator – written and spoken 
• Ability to work on own initiative 
• Investigative ability
• Attention to detail – must be able to work to a high standard and with a high degree of accuracy
• Accurate worker, Confident and a Team player 
• Common sense approach

Main Duties and Responsibilities 

Accounts Payable

• To validate all suppliers’ invoices and credit notes received and ensure these are all processed correctly in accordance with the Trust procedures. 
• To identify and liaise with relevant Trust budget holders, directorate accountants and others regarding invoices received. This includes identifying correct ledger codes, purchase order numbers and authorisation levels. To be responsible for distributing invoices to appropriate areas of the Trust for authorisation. 
• To reconcile all invoices received to orders and goods received notes where appropriate. 
• To register invoices on the Purchase ledger, ensuring all fields are completed accurately and that supplier details are up to date. 
• To investigate any discrepancies or problems with invoices by liaising with the relevant internal budget holder or external organisation as appropriate. To ensure all discrepancies have been resolved prior to full approval to pay of an invoice on the Purchase ledger. To escalate any unresolved issues to the Accounts Payable manager on a timely basis. 
• To assist in checking invoices on the weekly payment runs with the Accounts Payable Manager. 
• To file all source documentation in accordance with departmental procedures, ensuring that paperwork is readily retrievable to resolve any queries that may arise. 
• To assist in adhoc training and provide guidance to budget holders as and when required. 
• To reconcile monthly supplier statements to the Purchase ledger system, ensuring any errors are highlighted, investigated and corrected where appropriate. 
• To prioritise workloads in accordance with payment deadlines set by the Accounts Payable manager. 
• To maintain operational procedure notes for day to day activities. 
• To produce monthly and year end trade creditor accruals spreadsheets for supplier accounts in an accurate and timely manner. 
• To assist in making of urgent payments as required. 

VAT

• To be responsible for the correct VAT coding in accordance with HMRC regulations ensuring recoverable VAT is correctly recorded. 
• To keep up to date with VAT updates as directed by the Accounts Payable manager or Financial Controller. 
• Office administration
• To assist with the opening of office post and distribute accordingly across the finance department.