Accounts Payable

University of Sheffield; Sheffield; On-site; GBP 25,000 - 27,000; Full time

Benefits offered by this job

Flexible working

Annual leave (pro rata) and pension

Staff networks

Discounts and rewards

Job summary

University of Sheffield is seeking a Vendor Management Assistant to join the Department of Finance's busy Accounts Payable team. You will enter new vendors, amend vendor details across systems, and provide clerical support to ensure a proactive, compliant AP service.

Your role requires attention to detail, strong communication, and the ability to work with internal and external stakeholders while adhering to Financial Regulations. Hybrid work options are available.

Qualifications

• 5 GCSEs (or equivalent) including English and Maths.
• Experience using Microsoft Office packages such as Word, Excel, and Google apps.
• Experience in a hybrid team environment and maintaining relationships.
• Excellent written and verbal communication and customer service skills.
• Strong organisational and time management abilities with deadline focus.
• Ability to prioritise work and manage conflicting demands with accuracy.
• Experience promoting departments and updating relevant webpages.

Responsibilities

• Set up new vendors and maintain existing vendor account details.
• Ensure vendor records are up to date and ready for audits.
• Support the payments team by amending vendor records per banking mandates.
• Update the Accounts Payable webpage with relevant information.
• Assist staff with Financial Regulation adherence and alternative payment methods.
• Handle one-time vendor requests and take meeting minutes as required.
• Prioritise workload based on departmental demands and timelines.
• Perform other duties commensurate with the grade.

Skills

Microsoft Office

Communication skills

Organisational skills

Time management

Customer service

Education

GCSEs including English and Maths

Tools

Microsoft Excel

Google Drive

Google Sheets

Google Mail

Job description

An exciting opportunity has arisen for a Vendor Management Assistant to join the Department of Finance and utilise and develop their skills and knowledge within a busy and forward focused Accounts Payable team. The Accounts Payable team deals with the administration of the supplier records and the processing, payment and reconciliation of supplier invoices, amounting to approximately 100,000 invoices annually. The Accounts Payable team works together to ensure excellent customer service is provided to all our stakeholders. Reporting to the Accounts Payable Team Leader, the post holder will be responsible for the accurate entry of new vendors and amendments of vendor details in multiple systems, alongside providing clerical support to the Accounts Payable team in order to facilitate them in implementing and delivering an innovative and professional Accounts Payable service. The post holder will be required to use initiative to understand and resolve routine and non-standard vendor queries, referring complex issues to senior staff members where necessary. A keen attention to detail, willingness to engage with fellow colleagues both internal and external to the department, and an ability to assist University staff with matters relating to Financial Regulation adherence will be required in order to perform the functions of this role. This post ensures compliance with the Vendor and Contract Management Policy by managing vendor onboarding records and verifying that all vendor requests are appropriately tiered. The post holder will be required to demonstrate a keen sense of administrative acumen and evidence experience of working in a professional business environment. The Accounts Payable department operates on a service basis, which recognises that different approaches and levels of support are required for different areas of the University. Therefore, you will be required to work in partnership with all teams within the Department of Finance but with particular emphasis on Procurement to provide the support required. Main duties and responsibilities To provide a high quality administrative and clerical service including but not limited to:

• Managing, monitoring and responding to standard and non-standard requests for information and support for all vendor queries.
• To facilitate the setting up of new vendors and managing existing vendor account details. To ensure compliance with the Vendor and Contract Management Policy, verifying all new requests are appropriately tiered.
• To ensure all vendor records are up to date, available and accessible for all exercises and to ensure information is ready for audit either internally or externally.
• To support the payments team with amending vendor records according to banking mandates and file formats, to enable the smooth payment process through our banking partners.
• To update the Accounts Payable Team's website as and when required to ensure all information is relevant and valid.
• Assist staff with matters relating to Financial Regulation adherence, and sign posting to viable alternative payment methods.
• To support the Accounts Payable team with one time vendor requests.
• To take minutes and details of actions, roles, responsibilities and timelines at meetings when requested to do so by team member.
• To prioritise and plan own workload based on departmental demands.
• Any other duties commensurate with the grade.

Person Specification

You should provide evidence in your application that you meet the following criteria. We will use a range of selection methods to measure your abilities in these areas including reviewing your online application, seeking references, inviting shortlisted candidates to interview and other forms of assessment action relevant to the post. Our diverse community of staff and students recognises the unique abilities, backgrounds, and beliefs of all. We foster a culture where everyone feels they belong and is respected. Even if your past experience doesn't match perfectly with this role's criteria, your contribution is valuable, and we encourage you to apply. Please ensure that you reference the application criteria in the application statement when you apply.

Criteria

• 5 GCSE (or equivalent) at grade C or above (must include English and Maths) – Essential
• Experience of working with Microsoft Office Packages such as Word, Excel and Google applications such as Drive, Mail, Sheets – Essential
• Experience of working in a hybrid team environment and maintaining effective working relationships – Desirable
• Ability to demonstrate effective communication skills both written and verbal, combined with excellent customer service skills – Essential
• Ability to demonstrate excellent organisational and time management skills including the ability to assess and organise resources, and plan and progress work activities – Essential
• Ability to demonstrate effective work prioritisation paying particular regard to deadlines – Essential
• Ability to manage conflicting demands and meet strict deadlines while maintaining a high degree of accuracy – Essential
• Ability to promote the department and team with paying particular regards to updating webpages and information relating to Accounts Payable – Essential
• Further Information

Further Information

Grade Grade 4. Possession of a criminal record is not an automatic bar to employment at the University of Sheffield. We recognise the value of steady employment in the rehabilitation process and examine each case in its own right. More information can be found on our Information for candidates page.

Our University

The University of Sheffield is a remarkable place to work. Our people are at the heart of everything we do. Their diverse backgrounds, abilities and beliefs make Sheffield a world-class university. We offer a fantastic range of benefits including a highly competitive annual leave entitlement (with the ability to purchase more), a generous pensions scheme, flexible working opportunities, a commitment to your development and wellbeing, a wide range of retail discounts, and much more. Find out more about our vision and strategic plan and join us to become part of something special.

Our vision and strategic plan: We are the University of Sheffield. This is our vision:.

Our University Vision ( ) outlines our commitment to building a diverse community of staff and students that recognises and values the abilities, backgrounds, beliefs and ways of living for everyone.

Salary

£25,249 - £26,707 per annum pro-rata with the potential to progress to £28,778 per annum through sustained exceptional contribution.

Work arrangement

Full-time. Duration: Open ended. Line manager: Team Leader - Accounts Payable. Direct reports: None.

Contact

For informal enquiries about this job contact Sheryl Trezise, Accounts Payable and Payments Manager: [e-mail]

Next steps

Successful candidates will be informed of interview details directly.

What we offer

• A minimum of 38 days annual leave including bank holiday and closure days (pro rata) with the ability to purchase more.
• Flexible working opportunities, including hybrid working for some roles.
• Generous pension scheme.
• A wide range of discounts and rewards on shopping, eating out and travel.
• A variety of staff networks, providing opportunities for social interaction, peer support and personal development (for example, Race Equality, LGBT+, Women's and Parent's networks).
• Recognition Awards to reward staff who go above and beyond in their role.
• A commitment to your development access to learning and mentoring schemes;
• A range of generous family-friendly policies.
• Paid time off for parenting and caring emergencies.
• Support for those going through the menopause.
• Paid time off and support for fertility treatment.
• and more.