Accounts Payable Administrator - 10 month contract

Motability Foundation; Harlow; Hybrid; GBP 27,000 - 29,000; Full time

Benefits offered by this job

Free parking

EV charging on site

Minibus service to/from town centre &駅

26 days annual leave

Pension up to 20%

Private healthcare (BUPA)

Wellbeing support

Dress for Your Day

Job summary

Motability Foundation in Harlow is seeking an Accounts Payable Assistant to ensure accurate processing of financial transactions, prepare payment batches and file invoices. You will work with Sage, Proactis and CRM to match invoices to purchase orders and support month-end duties.

The role offers hybrid working arrangements, 37.5 hours per week, and a 10-month fixed-term contract. You will engage with department managers, maintain control procedures and help cover other finance roles as needed.

Qualifications

• Experience dealing with supplier queries by telephone.
• Proficient with Microsoft Office (Outlook, Excel, Word).
• Knowledge of Sage 200, CRM systems and P2P processes.
• Experience in a Finance Department.
• Familiar with month-end close routines.
• Able to prepare and reconcile financial information under tight deadlines.
• Proven purchase ledger experience.

Responsibilities

• Process invoices on Sage/Proactis/CRM and match to purchase orders.
• Carry out monthly Proactis meetings with Department managers.
• Resolve invoice queries within SLAs and raise overdue queries as needed.
• Reconcile invoice batches to Sage before import.
• Raising and processing sales invoices if required.
• Credit Card Administration for the charity and posting to Sage.
• Support in month-end duties and maintain process notes.

Skills

Supplier queries by phone

Microsoft Office (Outlook, Excel, Word

Sage 200

CRM Systems

P2P systems

Finance department experience

Month-end close procedures

Purchase ledger experience

Education

GCSE or equivalent incl English & Maths

AAT or part-qualified

Tools

Sage 200

CRM systems

P2P systems

Job description

Salary: £27,000 to £29,000 per annum

Advert closing date: Wednesday 18th November 2026

Hours: 37.5 hours per week, 10 month fixed term contract

Reports to: Accounts Payable Manager

Location: Harlow, Essex. Easily commutable from London Liverpool Street or Tottenham Hale Station. We offer a free minibus service to/from Harlow Town Train Station as well as free parking and EV charging on site.

Extra Information: Open to conversation on hybrid, flexible and compressed working arrangements.

About the role:

To ensure accurate and prompt processing of financial transactions with analysis of error rates, preparation of payment batches and filing of invoices. You will also actively keep abreast of changing processes and procedures across finance with the aim of providing flexibility across the team and the ability to cover other roles as required.

What you will be doing:

Purchase Invoices

• Check and process invoices onto Sage/Proactis/Customer Relationship Management (CRM) and match to purchase order.

• Carry out monthly Proactis meetings with Department managers

• Work through the list of first time invoice uploads matching failures and raise any FQs needed.

• Review outstanding invoice queries and raise overdue queries with Team Managers.

• Raise and resolve invoice queries with departments / suppliers within agreed SLAs.

• Deal with invoices received at ‘not live’ status.

• Reconcile invoice batches processed daily to the Sage batch import list before the import is carried out.

• Raising Sales invoices.

• Credit Card Administrator for the charity to include distributing statements, following up with all cardholders, resolving any queries and processing onto Sage in a timely manner.

Staff Expenses

• Check and process Manual and Proactis staff expenses.

Supplier and Staff Expenses Payments

• Reconcile purchase ledger balances to supplier statements to ensure accuracy of expenditure and payments to suppliers.

• Ensure invoices are ready for payment batches by due dates and create suggested payment batches.

Barclaycard Expenditure

• Download Field Team Barclaycard Expenditure on a weekly basis and email to relevant departments.

• Download all Barclaycard statements each month and email out to individual cardholders requesting completed Credit Card Expenditure forms ensuring forms are returned efficiently to the Accounts Payable team.

• Check all Credit Card Expenditure forms and manually post onto Sage.

System Maintenance

• Review CRM invoice page daily to ensure items are processed to Sage and problems are flagged for resolution.

• Ensure process notes are maintained and updated.

• Follow up on authorisation paperwork then create / amend purchase ledger accounts accordingly.

• Attend Disaster Recovery site to carry out testing.

Financial Accounting

• Process journals to Sage as directed.

• Assist in month end duties to ensure queries and differences from reconciliations are resolved promptly in preparation for monthly ledger closures.

• Update spreadsheets for analysing expenditure and income as required.

Internal Control

• Update balance sheet reconciliation spreadsheets.

Other

• Training new members of staff

• Accurate filing of purchase ledger invoices, batch reports, payment reports and journals by fund.

• Take part in CRM testing

Your experience:

Must haves:

• Previous customer contact experience i.e. dealing with supplier queries over the telephone.

• Microsoft Office training including Outlook, Excel and Word.

• Working knowledge of Sage 200, CRM Systems and P2P systems.
• Experience of working within a Finance Department.
• Accounting closure routines within specified month end timetable.
• Preparing financial information and reconciliations to tight deadlines.
• Proven purchase ledger experience.

Nice to haves:

• GCSE (or equivalent qualification) including English and Mathematics.
• AAT or part qualified and studying for professional exams.

Who are we?

We are building a future where all disabled people have the transport options to make the journeys they choose.

We fund, support, research and innovate so that all disabled people can make the journeys they choose. We oversee the Motability Scheme and provide grants to help people use it, providing access to transport to hundreds of thousands of people a year. We award grants to charities and organisations who provide different types of transport, or work towards making transport accessible. We also carry out ongoing research, in partnership with disabled people and key stakeholders in the industry, to inspire innovations that continue to champion accessible transport for all.

Why choose us?

We want working for the Motability Foundation to be the best career move you’ve ever made. When you join the Motability Foundation you will join a group of people who are supportive, innovative and motivated to improve the lives of our beneficiaries.

We value everyone’s unique qualities and celebrate having a diverse, equitable and inclusive culture where everyone feels safe to be their authentic selves. This is embedded into our values, Collaborative, Respectful and Evolving.

We bring our people together through our People Forum, Equity, Diversity and Inclusion Forum, Social Squad and our Wellbeing Champions and our employee Spotlight Awards help us recognise the excellence and dedication of our staff.

We are proud to be recognised as Disability Confident Leader, have attained Platinum Level Award for Investors in People and are members of the Business Disability Forum.

A career with Motability Foundation can offer you so much more than earning potential, we pride ourselves in offering some fantastic benefits. Some of these include:

• 26 days annual leave, plus the option to buy/ sell up to five days.
• One wellbeing day for extra flexibility.
• Pension scheme - Up to 20%, including a 10% non-contributory contribution and matched contributions up to 5%.
• Life Assurance of four times your salary.
• Private healthcare through BUPA for you and your family, along with a Medicash Health Plan.
• Employee assistance programme: GP appointments, eye tests, flu vaccinations, sick pay and free gym and yoga sessions.
• Enhanced Parental Leave, including Adoption Pay.
• Free parking, EV charge points and a minibus service to/from the town centre and train station.
• Fresh fruit, breakfast snacks, and a Dress for Your Day dress code.
• Learning and development opportunities to help you grow.

Our vision is to create a charity where everyone feels like they belong, benefits from and participates in, the work we do. We actively encourage applications from people of all backgrounds and cultures, and we aim to be an employer of choice for candidates with disabilities.

As a Disability Confident Leader, we have committed to ensuring that disabled people and those with long term health conditions have the opportunities to fulfil their potential. We want to ensure everyone has the opportunity to perform their best when interviewing and when working with us, so if you require any reasonable adjustments that would make you more comfortable, please let us know so that we can do our best to support you.

To help us create an inclusive workplace we are committed to offering to interview every disabled applicant who meets the minimum criteria for the job. Some of our roles attract a high volume of applications and in some circumstances, we may need to limit the number of interviews offered to disabled and non-disabled candidates.

While we are unable to provide visa sponsorship for this role, we welcome applications from candidates who already hold a valid right to work in the UK. Candidates with an existing visa may be considered, subject to the type and conditions of their visa.