Job Description

Responsible for the management of the accounts payable function ensuring timely review and processing of invoices and staff expenses and reconciliations of all corporate cards and cash. This role will be responsible for delivering efficient day to day purchase ledger operations ensuring all payments are appropriately authorized and compliant with internal policies and procedures. In addition, it will ensure accurate and timely information is captured into the accounting systems and reports are provided as requested. This role will supervise the day to day work of the finance assistant but will not be responsible for their line management.

• Sole responsibility for managing and maintaining a purchase order system for all purchases made within the charity ensuring all PO’s are properly authorized and matched with invoices and are logged and tracked to completion.
• Ensure coding of invoices evolves as changes are made to reflect internal accounting structures and VAT legislation.
• Responsible for providing high quality customer service resolving queries quickly to ensure smooth processing of supplier payments, prompt resolution of queries and adherence to KPI’s.
• Ensure invoices that do not have a PO have been appropriately authorized.
• Responsible and accountable for preparation of weekly payment runs, obtaining payment run authorizations, coordination of payment submissions to the bank and issuing electronic remittance advices to suppliers.
• Ensure suppliers’ reconciliations are carried out on monthly basis, they are formally signed off and any differences are investigated.
• Investigate all debit balances on the supplier ledger as they occur and request repayments if appropriate.
• Review all unauthorized invoices and queried invoices at the month end and discuss any unusual items with the Management Accounting team; assist the team with preparation and posting of the accruals journal as requested.
• Ensure all paperwork relating to the purchase ledger is filed and archived accurately and in a timely fashion.
• Ensure Accounts Payable records are complete and accurate to correctly record expenditure within the month end accounts ensuring this is achieved within strict deadlines.
• Assist the Management Accounting team as and when required with enquiries during the preparation of reporting and expenditure budgets.
• Regularly review expenditure entries made to the finance system and investigate and resolve unusual or incorrect entries.
• Be the main point of contact and ownership for all expenditure related matters raised as part of the annual audit process.
• Create and maintain systems notes for all areas of work for which you are responsible.
• Maintain reporting summary of expense and mileage claims.
• Participate in ad-hoc Finance projects that directly affect current business procedures and processes performed by the Accounts Payable function.
• Ensure all expenses are properly authorized and adhere to the expenses policy.
• Ensure staff expense claims are processed on time and within deadlines.
• Deal with all queries arising from expenses in a timely manner.
• Develop and implement new expenses procedures for electronic processing ensuring it is communicated to the relevant stakeholders.
• Respond to requests from other departments to make payments using the company credit card ensuring all such payments are in accordance with internal procedures including raising PO’s.
• Responsible for recording payments within accounting system (PSF) and maintaining charge card records.
• Reconcile charge card statements to supporting documentation and ledger balance, and investigate and resolve queries or issues and ensure any concerns are escalated.
• Ensure Cash Floats are available upon request for any fundraising activity being undertaken by the Charity.
• Responsible for the security, management and administrations of petty cash including accurate recording of income, expenditure and reconciliation on a monthly basis.
• Assist with month-end and year-end aspects of work as required ensuring all deadlines are adhered to.
• Assist the Reconciliations Controller with queries on expenditure payments and DD's.
• Assist Head of Finance with meeting year end deadlines and dealing with queries from the auditors.
• Act as the first point of contact for all expenditure related queries.
• Engage and support all staff in following the correct processes for the PO system and submitting expenses.
• Influence budget holders to approve PO's, invoices and expenses in a timely manner.
• Undertake any other duties that are commensurate with the post as requested by the Manager.
• Carry out the duties of post in accordance with the Trust’s policies and procedures on Health and Safety and take responsibility for ensuring personal health and safety.
• This role will have access to company accounts, personal details and cash and is therefore subject to standard DBS check.
• Work flexibly; priorities workload for Accounts Payable function and work collaboratively with Finance Assistant to ensure the team tasks and deadlines are met.
• Provide absence cover within Finance team as required.
• This role will have access to company accounts, personal details and cash and is therefore subject to Basic Disclosure check.

Required Knowledge, Skills, and Abilities

• Educated to A Level standards
• AAT Level 4 or higher
• Experience in a senior accounts payable position.
• Experience of processing invoices and expense claim.
• Managing the petty cash and company credit card facilities.
• Processing payment runs.
• Working to regular and tight deadlines.
• Previous experience managing a busy purchase ledger function.
• Experience of working to regular and tight deadlines.
• Experience of operating all aspects of the purchase ledger function with little or no supervision.
• Experience of processing staff expense claims for 70+ claims monthly and to tight deadlines.
• Experience of supervising more junior staff.
• Online banking and bacs payment file generation.
• Pulling together and processing regular payment runs.
• Working closely with other stakeholders to resolve queries and provide support and advice.
• Knowledge of VAT, Double entry bookkeeping.
• Knowledge of charity financial rules and regulations
• Previous use of accounts software
• Intermediate Excel skills.
• Proactive.
• Performs well under pressure.
• Ability to meet regular deadlines.
• Flexible and proactive attitude.
• Ability to work on own initiative but to also be able to work as part of a committed and hardworking team.
• Excellent attention to detail.
• Strong communication and interpersonal skills.
• Works well under pressure and is resilient when working to deadlines.
• Able to build and manage relationships that influence and engage people at all levels across the charity.
• Previous experience of working within a senior accounts payable position