Accounts Payable Team Leader

Job Description

Accounts Payable Team LeaderLocation: HarrowJob Type: TemporaryDuration of booking:Expected to last 3 months with possible extension.Proposed start date: ASAPPay Rates: Up to£19 per hour Umbrella or £17 per hour PAYE inclusive of holidaypayHours / Working Days: 37.5 hours per week / Monday to Friday, 9am - 5pmSector: HealthcareBased: Office / HospitalJOB SUMMARY

• To assist in the running of the Accounts Payable Section, ensuring that it runs effectively, and processes invoices promptly and accurately, applying agreed discounts accurately, deputising for the Accounts Payable manager as required.
• The post holder will supervise a team of 9 Accounts Payable Officers and deputise for the Accounts Payable Manager.
• Manage the monthly financial close down processes, ensuring the AP ledger reconciles with the General Ledger
• Have detailed understanding of VAT regulations impacting on the supply of goods and services. Able to manage deductions and advising budget holders of correct VAT treatment to ensure costs are budgeted for appropriately.
• The post holder is also required to ensure that the department daily KPI performance targets are met which includes prompt action on all reports.
• To ensure that procedures and timetables are followed for invoice processing and payment management and ensuring that daily targets are completed, levels of debt reduced, and all areas of disputes actioned accordingly
• Provide a key customer service function, analysing and investigating financial queries to identify errors and discrepancies. They should resolve complex problems, stops on orders, potentially impacting on clinical services, in a professional and timelyway, via various communication modes
• Clear and concise communication, both written and verbal, addressing concerns and issues from staff, customers and suppliers to understand and resolve complex queries and to advise on compliance to Standing Financial Instructions. Communicate effectively,not using financial jargon, to relay the importance of achieving the Better Payment Practice Code (BPPC) targets.

Skills knowledge and experience:

• Educated to Degree level
• Preferably AAT qualified or a recognised professional accounting qualification (or studying towards)
• Significant Experience in using Microsoft Office/Excel at intermediate level
• Experience of finance regimes (preferably in the NHS or public sector organisation)
• Extensive experience in Accounts Payable - dealing with NHS Bodies, Private Companies and Individuals.
• Experience of computerised Oracle purchase ledger systems including
• Proficient in the use of a computerised payments system & has excellent IT skills
• Decision making; ability to decide a course of action based on the facts at hand.
• Ability to deal with difficult situations, ability to listen, and has a diplomatic approach to potential conflicts.

KEY RESPONSIBILITIES

• Assisting in the planning and monitoring of the Section’s workload ensuring effective utilisation of resources to achieve department KPI’s
• To manage the team, manage annual leave approvals, carrying out appraisals and provide ongoing training for the team
• Overseeing and administering the weekly payment run processes by CHAPS and BACS, with cheque payments made where necessary.
• Responsible for and ensuring that supplier invoices and other financial documentation are scanned and processed in a timely manner and data captured is reviewed before acceptance.
• To oversee and provide support in ensuring that supplier invoices are correctly paid and in a timely manner in accordance with departmental procedures and compliant with the Better Payments Practice Code.
• Assisting and overseeing training, including application of correct VAT treatment for supplies and services, and development of the Accounts Payable Officers - enabling full flexibility within the section
• Assisting the Accounts Payable Manager in the objective setting and performance review of the team.
• Day to day line-management responsibility of the team, including compliance to mandatory and statutory training and capability management.
• Extract and analyse reports and provide feedback to Accounts Payable Manager or Head of Transactional Finance as part of KPI monitoring measures.
• Identifying and following up on significant issues as and when they arise, ensuring these are flagged up to Accounts Payable Manager/Head of Transactional Finance
• To ensure that the database is up to date with the relevant information and communications captured on the system and random audit reviews carried out for accuracy and compliance
• To ensure that thorough compliance checks are carried out prior to final processing of invoices for payment in accordance with the Trust’s Standing Financial Instructions
• To maintain regular contact with Budget Holders and ensure that invoices are authorised in a timely manner to help meet payment targets. This also involves having meetings to address long outstanding issues with internal stakeholders
• Assist with NHSI agreement of balances exercise with other NHS bodies, ensuring statements are received, reconciled, agreed and accurately reported within the agreed timetable and in accordance with the statutory requirements
• Ensure that all supplier communications received individually and to the central mailbox are dealt with promptly on a daily basis
• Ensuring that work is dealt by priority to ensure that the department’s daily KPI targets are met, which includes processing invoice data received via automated daily reports
• To ensure that financial data is captured and accurately entered on to the systems in accordance with audit requirements,- promptly and efficiently
• Overseeing the housekeeping processes including maintenance of authorised signatory list, identification and de-activation of duplicate accounts and maintenance of standing data on Purchase Ledger