Accounts Payable Officer

Job overview

Oxleas NHS Foundation Trust are  currently looking to recruit a bank staff member to its busy accounts payable. The Trust often makes £3m-£4m payments per week to suppliers and therefore the role is within a high paced team. The role will be to support the team in processing invoices, scanning invoices and using Excel to interrogate data from the Finance software.

• Responsible for the prompt and accurate inputting, processing and scanning of supplier invoices.
• Responsible for dealing with enquiries and payment queries from staff and suppliers, investigating queries and providing assistance and advice as required.
• Responsible for opening and sorting the post for the finance department
• Management of team mail box, sorting and distribution of work queue
• Responsible for planning and prioritising own work to ensure that work is completed within financial timescales.
• Works within clearly defined finance policies and procedures, work is managed rather than supervised.

Main duties of the job

• Responsible for promptly inputting supplier invoices into the computerised purchase ledger finance system (Integra 2) ensuring that the data entered is accurate and valid.
• Responsible for ensuring that supplier invoices have quoted valid Purchase Order number
• Responsible for ensuring authorisation is in accordance with the Authorised Signatory Matrix.
• Responsible for checking invoices input by other Accounts Payable Officers and authorising invoices for payment on the purchase ledger system.
• Responsible for performing the weekly supplier payment runs on the purchase ledger system for payment by Bacs and cheque (average payment run figure of £4m per week).
• Responsible for ensuring that supplier’s invoices are processed in accordance with finance department procedures and standing financial instructions.
• Responsible for prioritising work to ensure that the Trust achieves the Public Sector Payment Policy (PSPP) target of paying 95% of the Trust’s creditors within 30 days.
• Responsible for dealing promptly and courteously with telephone/email and written payment queries from suppliers and staff, investigating, analysing and resolving queries.

Detailed job description and main responsibilities

• Responsible for promptly inputting supplier invoices into the computerised purchase ledger finance system (Integra 2) ensuring that the data entered is accurate and valid.
• Responsible for identifying when VAT can be reclaimed on supplier invoices and ensuring that this is correctly recorded in the purchase ledger system.
• Responsible for ensuring that supplier invoices have quoted valid Purchase Order number
• Responsible for ensuring authorisation is in accordance with the Authorised Signatory Matrix.
• Responsible for checking invoices input by other Accounts Payable Officers and authorising invoices for payment on the purchase ledger system.
• Responsible for performing the weekly supplier payment runs on the purchase ledger system for payment by Bacs and cheque (average payment run figure of £4m per week).
• Responsible for ensuring that supplier’s invoices are processed in accordance with finance department procedures and standing financial instructions.
• Responsible for prioritising work to ensure that the Trust achieves the Public Sector Payment Policy (PSPP) target of paying 95% of the Trust’s creditors within 30 days.
• Responsible for dealing promptly and courteously with telephone/email and written payment queries from suppliers and staff, investigating, analysing and resolving queries.
• Responsible for reconciling the balance of invoices outstanding per supplier statements; investigating and analysing any differences.
• Responsible for ensuring that standing data in respect of a section of suppliers is maintained and is accurate (including bank details).
• Responsible for maintaining records of expenditure relating to the prior year (accruals) at the year end cut off point by inputting these on an excel spreadsheet.
• Responsible for scanning and filing invoices and other documentation as required.
• Required to cover for the other Accounts Payable Officers as required.
• Responsible for opening and sorting the post for the finance department.
• Management of team mail box, sorting and distribution of work queue