Accounts Payable Officer

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.