Accounts Payable Officer

Gloucestershire Hospitals NHS Foundation Trust; Stretford; On-site; GBP 30,000 - 36,000; Full time

Job summary

Gloucestershire Hospitals NHS Foundation Trust is seeking a Senior Accounts Payable Officer on a 12-month fixed-term basis to join the NHS Shared Service AP team. You will undertake high-volume AP tasks, support payment runs, and provide technical support across the service.

This role focuses on improving processes, supplier master data governance and assisting with a new finance system while maintaining accuracy, compliance and strong financial controls for the organisation.

Qualifications

• 5 GCSEs including English Language and Mathematics.
• NVQ Level 3 or AAT Level 3 qualification, or equivalent experience in finance.
• ECDL or equivalent IT qualification; knowledge of Accounts Payable processes.
• Understanding of accounting principles and VAT regulations.

Responsibilities

• Prepare, validate, input and process Accounts Payable transactions such as invoices and payments.
• Support supplier payment runs (BACS) and remittance advice.
• Maintain supplier master data and governance, and resolve complex queries.
• Monitor workflows, KPIs and financial controls; support month-end and year-end activities.
• Provide day-to-day guidance and buddying to colleagues; assist with system changes.
• Contribute to the implementation of a new finance system and process improvements.

Skills

Accounts Payable

Problem Solving

Customer Service

Communication Skills

Prioritising Workload

Attention to Detail

Confidentiality

VAT knowledge

Education

5 GCSEs including English & Maths

NVQ Level 3 / AAT Level 3

ECDL IT qualification

Tools

Outlook

Excel

P2P systems

Finance systems

Job description

An exciting opportunity has arisen to join the Accounts Payable team within Gloucestershire NHS Shared Service as a Senior Accounts Payable Officer on a 12-month fixed-term basis. We are looking for an experienced and motivated individual with a good understanding of Accounts Payable processes who enjoys problem solving, providing excellent customer service and supporting colleagues. The role provides an opportunity to develop broader Accounts Payable knowledge and experience, undertaking a range of senior technical responsibilities including payment processing, supplier master data, complex query resolution, financial controls, performance monitoring and supporting colleagues across the team. This is an important time to join the service as we implement a new finance system and continue to review and improve the way we work. The successful candidate will have the opportunity to contribute to process improvements, system changes and the development of new ways of working whilst helping to maintain an accurate, efficient and resilient Accounts Payable service. Additional contract details: Fixed Term due to new system implementation and the role will be reviewed next year to determine if it is required on a permanent basis., The Senior Accounts Payable Officer will undertake a broad range of Accounts Payable activities and provide technical support across the service. Key responsibilities will include processing invoices and payments, supporting payment runs and BACS processes, maintaining supplier information and supporting supplier master data governance, investigating duplicate or incorrect payments and resolving complex and escalated supplier and departmental queries. The post holder will monitor workflows and performance, support the production of KPI information, contribute to financial controls and No PO No Pay requirements, and assist with month-end and year-end activities. The role will also provide day-to-day guidance, training and buddying to colleagues and cross-cover across Accounts Payable processes to support service resilience. The successful candidate will contribute to continuous improvement and will support the implementation of the new finance system, including testing, process changes, training and embedding new ways of working., The Accounts Payable team provides a high-volume transactional finance service, working closely with colleagues across Finance, Procurement and operational services as well as with a wide range of external suppliers. We are committed to providing an accurate, timely and customer-focused service whilst maintaining strong financial controls. The team is currently going through an exciting period of change with the implementation of a new finance system, providing opportunities to improve processes, increase automation and develop new ways of working. We encourage team working, knowledge sharing and development and are looking for someone who will contribute positively to the team, support colleagues and help us continue to improve the service we provide., For full details please see Job Description The post holder will: Prepare, validate, input and process Accounts Payable transactions including invoices, credit notes, payment requests, urgent payments and adjustments, ensuring payments are accurate and processed within agreed timescales. Ensure invoices and payments comply with Standing Financial Instructions, Trust policies, procedures and delegated authorisation limits. Support the preparation and processing of supplier payment runs, including BACS files, other payment methods and remittance advice. Monitor Accounts Payable workflows and queues to support the prompt processing and payment of invoices. Investigate and resolve supplier, departmental and stakeholder queries, taking ownership of more complex and escalated queries and escalating issues appropriately where required. Support supplier master data governance, including the creation and maintenance of supplier records and changes to supplier bank details in accordance with agreed procedures and financial controls. Identify, investigate and support the prevention of duplicate, incorrect or potentially fraudulent payments. Review and reconcile supplier statements, investigating discrepancies and taking appropriate corrective action. Process and monitor urgent and priority payments and elevate risks to service delivery where appropriate. Maintain accurate financial records and appropriate audit trails. Support the effective management of generic Accounts Payable mailboxes and ensure queries are responded to within agreed service standards. Support electronic invoice interfaces and other system-generated transactions. Assist with month-end and year-end processes as required. Support the production and monitoring of departmental KPIs and performance information, identifying trends, recurring issues and opportunities for improvement. Support compliance with Trust procurement and financial procedures, including No PO No Pay requirements. Contribute to the review and improvement of Accounts Payable processes and working practices. Support finance system developments and implementation, including system testing, process changes, training and the introduction and embedding of new ways of working. Produce and maintain procedural guidance and desktop instructions. Provide day-to-day guidance and support to less experienced colleagues and assist with the induction, buddying and training of new team members. Maintain knowledge across a range of Accounts Payable processes and provide cross-cover during periods of annual leave, sickness, vacancies, training and peak workload. Support workload prioritisation and service continuity during periods of high demand or system issues. Work closely with Finance, Procurement, budget holders, managers, suppliers, auditors and other internal and external stakeholders. Explain financial processes and requirements clearly and professionally and manage challenging queries appropriately. Maintain confidentiality and comply with information governance, financial control and Trust policy requirements at all times. Undertake other duties appropriate to the grade as required.

• 5 GCSEs at Grade 4/C or above (or equivalent), including English Language and Mathematics
• NVQ Level 3, AAT Level 3 or equivalent qualification, knowledge and experience gained through working within a finance environment., AAT qualification or willingness to work towards
• ECDL or equivalent IT qualification, Knowledge of Accounts Payable processes
• Understanding of accounting principles
• Knowledge of VAT regulations relating to expenditure
• Strong IT skills including Outlook and Excel
• Ability to prioritise workload and work to deadlines
• Excellent communication and customer service skills
• Ability to investigate and resolve complex queries
• Understanding of GDPR and confidentiality requirements, Knowledge of financial systems and P2P systems
• Knowledge of NHS finance procedures and Standing Financial Instructions, Experience working in an Accounts Payable or finance environment
• Experience of processing invoices and payments accurately
• Experience dealing with customer or supplier queries, Experience supporting or training less experienced staff
• Experience of working in a large and complex organisation
• Previous NHS finance experience
• Experience of finance system upgrades, testing or process improvement, Accurate and methodical with strong attention to detail
• Adaptable and flexible approach to work
• Professional and customer focused
• Able to work under pressure and meet deadlines
• Reliable and dependable
• Team focused with a collaborative approach
• Self-motivated and able to work using own initiative Gloucestershire NHS Shared Service provides financial and other support services to Gloucestershire Hospitals NHS Foundation Trust and other NHS organisations within Gloucestershire.