Bank Accounts Payable Assistant Band 2

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 ensuring that supplier’s invoices are processed in accordance with finance department procedures and standing financial instructions.

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 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 opening and sorting the post for the finance department.
• Management of team mail box, sorting and distribution of work queue

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 ensuring that supplier invoices have quoted valid Purchase Order number
• Responsible for ensuring authorisation is in accordance with the Authorised Signatory Matrix.
• Responsible for ensuring that supplier’s invoices are processed in accordance with finance department procedures and standing financial instructions.
• 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 scanning (OneTouch) and filing invoices and other documentation as required.