Accounts Payable Officer

Your World Healthcare UK; Guildford; Hybrid; GBP 28,000 - 32,000; Full time

Job summary

Your World Healthcare UK in Guildford is seeking an Accounts Payable Officer to manage supplier invoices and credit notes within the Trust Purchase ledger and act as the central contact in Central Finance. The role is hybrid (2 days from home), temporary for ~3 months with a possible extension.

Salary: Up to £14.50 per hour PAYE, 37.5 hours per week, Mon-Fri 9am-5pm in a Healthcare setting, with ASAP start. This position offers office/hospital-based duties and supports PSPP targets.

Qualifications

• 2 years' experience of working in a financial accounting environment.
• Microsoft Office (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 - high accuracy.
• Accurate worker, confident and a team player.

Responsibilities

• Validate all suppliers' invoices and credit notes in accordance with Trust procedures.
• Identify and liaise with budget holders and others regarding invoices, with correct ledger codes and authorisation levels.
• Reconcile invoices to orders/GRNs where applicable.
• Register invoices on the Purchase ledger with up-to-date supplier details.
• Investigate discrepancies and resolve before full approval to pay.
• Assist in weekly payment runs.
• File source documentation and maintain retrievable records.
• Reconcile monthly supplier statements to the Purchase ledger and correct errors.
• Prioritise workloads to meet payment deadlines.
• Maintain day-to-day procedure notes.
• Produce monthly and year-end creditor accruals spreadsheets.
• Assist in urgent payments as required.
• Ensure correct VAT coding and stay updated with HMRC changes.

Skills

Financial accounting

Excel

Word

Accounting software

Prioritisation

Communication

Initiative

Attention to detail

Teamwork

Common sense

Tools

Purchase ledger software

Job description

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 escape 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 ad hoc 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 work loads 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.