Accounts Payable Clerk

Job overview

The post holder will work as a member of a team responsible for ensuring that suppliers’ invoices and credit notes are paid promptly and accurately and are duly authorised in accordance with the Trust’s Standing Financial Instructions.

The post holder will ensure at all times that the Trust’s internal procedures, designed to provide compliance with the Better Payment Practice Policy and avoidance of interest charges as a result of the Late Payment of Commercial Debts Act (1998), are strictly observed

Main duties of the job

While responsible to the Accounts Payable Team Leader, this post requires a high level of initiative in dealing with queries from Managers, Doctors and other staff within the Trust.  Decisions on day to day operational issues can be made, however the Head of Accounts Payable would make decisions in respect of the more complex/strategic issues.  It would be expected a member of staff in this post would to a large extent manage and prioritise their own workload, to ensure predetermined deadlines are met in a timely manner. This post requires excellent communication and working relationships within the Finance Department, the Trust and externally. In particular the post has to deal with a high volume of queries from the Directorates, and from within the Finance Department.  It is expected that the post holder would communicate complex financial matters to non financial staff such as Clinicians, Clinical Managers and administrators

Detailed job description and main responsibilities

Responsible for ensuring that all invoices which have been logged on to the Accounts Payable System have been matched to an official order. An official order is the prime expenditure control of the Trust and must be raised in respect of all supplies.

Responsible for ensuring that all invoices, which are eligible for recovery of VAT, have been appropriately coded by the logging section and the correct VAT code has been used. The post holder will be expected to have a general awareness of contracted out services eligible for VAT recovery as well as an understanding of the general ledger expenditure codes associated with relevant directorates

Responsible for ensuring that the Trust’s system for authorisation of invoices is operated in accordance with established procedures and that the system is maintained to ensure maximum compliance with the Better Payment Practice Policy.

Responsible for ensuring that invoices returned to the department after authorisation are verified against the accounts payable system to ensure that all input errors have been identified, invoices have been allocated to the correct supplier account and the correct expenditure code has been used. Accurately modify the data as appropriate to ensure that the invoice is selected for payment on planned payment runs.

Propose changes to working practices in order to ensure that the Trust continually complies with the Better Payment Practice Policy.

Liaise with the Procurement department on a regular basis to resolve problems associated with the raising of official orders

Respond to supplier queries as they arise in a prompt and efficient manner, recording as appropriate any action that may be required.

Responsible for liaising with the Directorate to ensure that those invoices which have not been authorised and which are not under query, are authorised.