Invoice Administrator

Routes To Work South; Glasgow; Hybrid; GBP 21,000 - 29,000; Full time

Benefits offered by this job

Work life balance

Job summary

Public sector organisation in Glasgow is recruiting an Invoicing Officer for an initial 6 month contract at £17.83/hour (PAYE). Role is mainly remote with occasional Glasgow office attendance for training/equipment collection.

Key tasks include managing purchasing service thresholds, processing high volumes of invoices, and ensuring compliance with contracts and financial authority limits. Close collaboration with staff, suppliers and internal teams is essential to ensure timely registration and

Qualifications

• Educated to SQA Standard Grade or equivalent or proven experience within a financial environment.
• Experience processing high volumes of invoices.
• Experience in Accounts Payable/Finance.
• Excellent communication and working relationship building skills.
• High levels of attention to detail, particularly in relation to numeracy.
• Experience of working with internal/external stakeholders.
• Knowledge of data protection legislation requirements.
• Proven experience within a similar Finance environment.
• Comprehensive understanding of the Purchase to Pay process.

Responsibilities

• Provide a Purchasing Service to staff when the level of expenditure is greater than financial limits allocated.
• Processing high volume of invoices each month.
• Liaise with colleagues and suppliers to ensure that goods and services are provided as per contracts and within agreed negotiated prices.
• Ownership of the purchase order process. Using the e-procurement module to ensure that all purchase orders raised have been correctly authorised by those holding an appropriate level of financial authority as per the Scheme of Delegated Authorities.
• Responsible for ensuring that Purchase Orders raised are for goods or services provided by procurement contracts.
• Assist with the development of future delivery models for provision of Accounts Payable and Purchasing activities.
• Responsible for monitoring the status of orders and the receipting of goods/services to ensure that invoices can be registered and authorised timeously.
• Responsible for the investigation and remediation of all non-matching invoices, by applying the 3-way matching process.
• Liaising with internal and external stakeholders to reach appropriate resolution.
• Ownership of all invoices received, ensuring timely registration and appropriate account codes have been used to accurately reflect the type of expenditure.
• Prepare corrective journals to ensure that all expenditure posted to the Purchase Ledger is correctly coded to a/c code and Cost Centre.
• Utilising monthly GRN reports, assist the AP/Purchasing Manager to prepare monthly accruals for posting to the ledger.
• Responsible for the Aged Creditors report analysis. Taking action where necessary and escalating issues to the Purchasing Manager.
• Ownership of the reconciliation of supplier statements. Investigating and requesting duplicates of any missing invoices, as required.
• Assist the Purchasing Manager to ensure that organisation meet their obligation to pay all undisputed invoices within 30 days from receipt.
• As first point of contact for any queries in relation to supplier invoice queries, the post holder shall seek to provide appropriate responses regarding issues with payments.
• Driving the Delegated Procurement Authority matrix, the post holder will become the subject matter expert on the Procurement to Pay process supporting and advising stakeholders across the organisation.
• The post holder will hold Delegated Procurement Authority to an agreed financial limit and will regularly communicate with suppliers.

Skills

Invoice processing

Accounts Payable

Communication skills

Attention to detail

Stakeholder management

Data protection knowledge

Education

SQA Standard Grade or equiv

Tools

e-procurement module

Job description

Job Specifics

• Reference No: CD474


• Location: Mainly remote with the odd need to attend their Glasgow office for training/equipment collection.


• Hours: Full Time


• Salary: £17.83


• Closing Date: Friday 9th October 2026


• Why you should apply for this role: Work life balance

Job Overview

Public sector organisation in Glasgow, is currently looking to recruit an Invoicing Officer for an initial 6 month contract on a rate of £17.83/hour (PAYE). This role is mainly remote with the odd need to attend their Glasgow office for training/equipment collection.

Key Tasks

• Responsible for providing a Purchasing Service to staff, when the level of expenditure is greater than financial limits allocated.


• Processing high volume of invoices each month.


• Liaise with colleagues and suppliers to ensure that goods and services are provided as per contracts and within agreed negotiated prices.


• Ownership of the purchase order process. Using the e-procurement module to ensure that all purchase orders raised have been correctly authorised by those holding an appropriate level of financial authority as per the Scheme of Delegated Authorities.


• Responsible for ensuring that Purchase Orders raised are for goods or services provided by procurement contracts.


• Assist with the development of future delivery models for provision of Accounts Payable and Purchasing activities.


• Responsible for monitoring the status of orders and the receipting of goods/services to ensure that invoices can be registered and authorised timeously.


• Responsible for the investigation and remediation of all non-matching invoices, by applying the 3-way matching process.


• Liaising with internal and external stakeholders to reach appropriate resolution.


• Ownership of all invoices received, ensuring timely registration and appropriate account codes have been used to accurately reflect the type of expenditure.


• Prepare corrective journals to ensure that all expenditure posted to the Purchase Ledger is correctly coded to a/c code and Cost Centre.


• Utilising monthly GRN reports, assist the AP/Purchasing Manager to prepare monthly accruals for posting to the ledger.


• Responsible for the Aged Creditors report analysis. Taking action where necessary and escalating issues to the Purchasing Manager.


• Ownership of the reconciliation of supplier statements. Investigating and requesting duplicates of any missing invoices, as required.


• Assist the Purchasing Manager to ensure that organisation meet their obligation to pay all undisputed invoices within 30 days from receipt.


• As first point of contact for any queries in relation to supplier invoice queries, the post holder shall seek to provide appropriate responses regarding issues with payments.


• Driving the Delegated Procurement Authority matrix, the post holder will become the subject matter expert on the Procurement to Pay process supporting and advising stakeholders across the organisation.


• The post holder will hold Delegated Procurement Authority to an agreed financial limit and will regularly communicate with suppliers.

Employer Expectations Skills/Knowledge/Experience

• Educated to SQA Standard Grade or equivalent or where no formal qualifications exist, proven experience within a financial environment.


• Experience processing high levels of invoices.


• Experience in Accounts Payable/Finance.


• Excellent communication and working relationship building skills.


• High levels of attention to detail, particularly in relation to tasks requiring proficient numeracy skills.


• Experience of working with internal/external stakeholders.


• Knowledge of data protection legislation requirements.


• Proven experience within a similar Finance environment.


• Comprehensive understanding of the Purchase to Pay process.