Accounts Payable Assistant

Heriot-Watt University; Easter Howgate; Hybrid; GBP 27,000 - 32,000; Full time

Benefits offered by this job

28 days annual leave

Hybrid working Edinburgh Campus

Christmas Eve closure (weekday)

Job summary

Heriot-Watt University in Edinburgh Campus is seeking a detail-driven Accounts Payable Assistant to join our busy Finance team. You will process supplier invoices, expenses, scholarships and payments using Oracle, ensure compliance with financial regulations, and maintain accurate supporting records.

You will respond to supplier queries, perform reconciliations and contribute to process improvements, aiming for timely, accurate payments and strong financial controls within a hybrid working

Qualifications

• Experience in Accounts Payable or transactional finance in a busy financial environment.
• Understanding of financial controls, accuracy and supporting evidence.
• Ability to learn and use financial systems and standard Microsoft 365 apps.

Responsibilities

• Process supplier invoices accurately and promptly in Oracle following procedures.
• Review invoices for completeness and resolve routine exceptions.
• Apply purchase order requirements and resolve non-compliance with colleagues.
• Process student and visitor expenses and audit staff claims.
• Maintain complete records and supporting documentation.
• Prepare payment runs and issue remittances; handle bounced payments.
• Reconcile supplier statements and respond to supplier queries.
• Support audit queries and period-end activities.
• Identify process improvements and contribute to system enhancements.

Skills

Attention to detail

Communication skills

Workload management

Problem solving

Team collaboration

Tools

Oracle Fusion

Excel

Microsoft 365

Job description

Grade and Salary: Grade 5 (£27,241 - £31,861)

FTE and working pattern: Full-time, 35hrs per week, Monday - Friday

Holiday Entitlement: 28 days annual leaveplus 9 buildings closed days (and Christmas Eve when it falls on a weekday)

Location: Edinburgh Campus, with hybrid working in line with university arrangements

Heriot-Watt University – Strategy 2035

Driven by purpose. Measured by impact.

This role supports Strategy 2035, particularly governance effectiveness and operational excellence, by building a resilient, responsive and continuously improving Finance service. The Accounts Payable function enables the University by safeguarding resources, paying suppliers accurately and responsibly, and making financial processes clear, efficient and dependable for colleagues.

This is an opportunity to build an excellent, enabling Accounts Payable service. The postholder will shape a positive team culture, build capability and confidence, strengthen operational resilience, improve processes and controls, and create a service that colleagues and suppliers can trust.

Success requires more than technical knowledge. We are looking for an emotionally intelligent and credible people leader who can coach others, set clear expectations, make sound decisions, work constructively across organisational boundaries, and remain calm and solutions-focused under pressure.

The Opportunity

We are looking for a detail-driven Accounts Payable Assistant to join our busy Accounts Payable team, supporting the University's global organisation and contributing to the wider Financial Control team. The role requires experience of working in a busy financial environment using financial systems, together with enthusiasm, a willingness to learn and strong attention to detail.

This is also an opportunity to contribute to the continued development of the Accounts Payable service by improving processes, strengthening controls and making effective use of systems and automation.

Purpose of Role

The Accounts Payable Assistant is responsible for delivering a range of operational Accounts Payable activities accurately, efficiently and in accordance with University Financial Regulations, policies, procedures and controls.

Working as part of the Accounts Payable team, the postholder will process and resolve transactions relating to supplier invoices, expenses, scholarships, supplier accounts and payments; respond to supplier and departmental queries; undertake reconciliations and control checks; and maintain appropriate supporting records.

The role supports the Accounts Payable Manager in ensuring that supplier invoices, expenses, scholarships and payment activities are delivered accurately, promptly and within the University's financial control framework.

Key Duties & Responsibilities

Operational processing and purchase order compliance

• Process supplier invoices accurately and promptly in Oracle, following agreed procedures and the University financial control framework.
• Review invoices and associated documentation for completeness and accuracy, resolving routine exceptions and escalating matters where required.
• Apply University purchase order requirements when processing invoices, identify non-compliance and work constructively with colleagues to resolve exceptions and promote correct first-time processing.
• Process student and visitor expenses in accordance with the applicable Travel and Expenses policy and undertake required checks and audit of staff expense claims.
• Process scholarship payments in accordance with University policy and escalte transactions that do not meet policy or control requirements.
• Maintain complete and accurate records and supporting evidence for transactions processed.

Payments, supplier maintenance and financial control

• Prepare and build payment runs within Oracle in accordance with agreed schedules, procedures and controls, escalating exceptions and supporting the required review and approval process.
• Issue payment remittances to suppliers following payment and review bounced or unsuccessful payments and refunds, correcting or escalating issues as appropriate.
• Process authorised supplier-maintenance requests, including changes to supplier details, in accordance with established procedures, approval requirements and segregation-of-duties controls.
• Perform required transactional and control checks accurately and consistently, maintaining appropriate evidence.
• Identify errors, unusual transactions, exceptions or potential control weaknesses and escalation them promptly.
• Maintain confidentiality and handle financial and personal information appropriately.

Supplier reconciliation, queries and service delivery

• Prepare supplier statement reconciliations, investigate discrepancies and progress identified issues to resolution.
• Liaise with suppliers and University colleagues to obtain missing information, resolve differences and support the resolution of aged or outstanding Accounts Payable items.
• Maintain designated Accounts Payable mailboxes daily.
• Take ownership of routine supplier and departmental queries through to resolution, involving other teams where required and escalating complex, sensitive or higher-risk issues appropriately.
• Communicate Accounts Payable processes and requirements clearly and professionally to colleagues and suppliers.
• Contribute to a responsive, service-focused Accounts Payable function in which strong customer service and effective financial control reinforce one another.

Audit, administration and period-end support

• Assist with internal and external audit queries and provide supporting information and evidence as required.
• Support reconciliations, period-end activities and other priority Finance work as required.
• Open incoming mail and action or redirect correspondence appropriately.
• Attend relevant departmental and University meetings where required.
• Undertake other appropriate Accounts Payable activities or ad hoc duties for the benefit of the wider Finance function.

Process improvement and digital enablement

• Identify opportunities to improve Accounts Payable processes and make better use of Oracle functionality, contributing to testing, implementation, documentation and adoption of agreed improvements.
• Follow established standard operating procedures and contribute practical feedback to keep guidance and process documentation current.
• Develop knowledge across Accounts Payable activities, share learning and support effective operational cover within the team.
• Challenge inefficient working practices constructively and contribute ideas that improve control, efficiency or service.

Decision-making and accountability

• Complete assigned transactions and controls accurately and within agreed timescales.
• Resolve routine operational issues using established procedures and sound judgement.
• Recognise when an issue falls outside delegated responsibility or presents increased financial, control, service or reputational risk and escalation it promptly.
• Take ownership of routine queries and identified discrepancies through to resolution or appropriate hand-off.
• Contribute to agreed service standards, team objectives and improvement actions.

Essential & Desirable Criteria

Selection will consider the candidate's relevant experience, capabilities and behaviors, including their ability to deliver accurate work, provide good service and contribute positively to a controlled and continuously improving Accounts Payable function.

Essential Criteria

• Experience of working in Accounts Payable, transactional finance or a comparable busy financial environment and experience using financial systems and processing financial transactions.
• Understanding of the importance of financial controls, accuracy, compliance and appropriate supporting evidence with strong attention to detail.
• Experience using financial systems and standard Microsoft 365 applications with the ability to learn and use systems effectively.
• Ability to manage detailed transactional work and investigate routine exceptions.
• Good written and verbal communication, interpersonal skills and the ability to work effectively with colleagues and suppliers.
• Ability to manage workload in a fast-paced environment, take ownership of routine matters and recognise when escalation is required.
• Positive attitude, enthusiasm, willingness to learn and commitment to continuous improvement.

Desirable Criteria

• Experience supporting audit requirements or providing financial control evidence.
• Good working knowledge of Excel and experience of Oracle Fusion or a comparable ERP system.
• Experience of supplier statement reconciliation, invoice processing, expenses, scholarships or payment-run preparation.
• Experience in resolving supplier or customer queries in a complex organisation.
• Experience working in Higher Education or another large or complex organisation.
• Experience contributing to process improvement, systems testing or procedure documentation.

What success will look like

Indicative outcomes for the role are:

• Supplier invoices and other transactions are processed accurately and promptly.
• Payment, expense and scholarship activities comply with relevant University controls and procedures.
• Supplier statement reconciliations and identified discrepancies are actively progressed.
• Supplier and departmental queries are owned and resolved or appropriately escalated.
• Controls are completed consistently and supporting evidence is maintained.
• Audit and period-end information can be readily retrieved when required.
• The postholder develops capability across Accounts Payable activities and contributes to effective operational cover.
• Oracle and available functionality are used effectively, with practical improvement opportunities identified.
• Suppliers and University colleagues experience Accounts Payable as professional, responsive and helpful.

Role Aptitude & Behaviours

• Takes responsibility for producing accurate work and sees transactions and issues through to an appropriate conclusion.
• Provides a professional and responsive service while applying required financial controls consistently.
• Works constructively with colleagues, shares knowledge and supports effective delivery across the team.
• Recognises exceptions and risks and knows when an issue can be resolved directly and when it needs to be escalated.
• Challenges inefficient ways of working constructively and contributes practical ideas for improvement.
• Builds knowledge and capability, responds positively to change and develops confidence across different Accounts Payable activities.

Heriot-WattUniversity is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected, trained, promoted, appraised, and otherwise treated on the sole basis of their relevant merits and abilities.Equality and diversity are all about maximising potential and creating a culture of inclusion for all.

Heriot-WattUniversity values diversity across our university community and welcomes applications from all sectors of society, particularly from underrepresented groups.

About Heriot-Watt University

At Heriot-Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team.

Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.