Job Description. Title of the post: Purchase Ledger Officer. Department: Finance. Reporting to: Finance Services Manager.

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1 Job Description Title of the post: Purchase Ledger Officer Department: Finance Reporting to: Finance Services Manager The Appointment The post will support the achievement of the university s Strategic Framework for 2017, by providing professional advice and a responsive, high quality, transactional support service to Budget Managers, and Finance System users. Main Duties and Responsibilities of the role: The Purchase Ledger Officer will be responsible for the workload management of the University s day to day purchase transactions, ensuring the promotion and compliance with the University s Financial Regulations. Including, but not limited to, the processing of purchase invoices and purchase transactions, payment of suppliers, staff and visitor expenses, and the operation of the university purchasing card scheme. To support the development, implementation and management of the accounts payable function to ensure objectives are met and that a high standard of service to internal customers and suppliers is achieved. Building and maintaining effective relationships and communication channels with staff; university employees and external suppliers. Ensuring the control environment surrounding the supplier set up; one-off payments and any amendments to the supplier master file are performed in an environment to prevent and detect fraud. Reporting any instances of suspected fraudulent transactions to the Financial Services Manager and Head of Financial Accounting To undertake payroll processing providing cover for the Finance Services Manager Page 1 of 7

2 The ability to organise your own workload and experience and be confident, if necessary, to supervise others within the team. Purchase Controls and Transaction Processing The Purchase Ledger Officer will be expected to carry out all tasks in the Purchase to Pay process including, but not limited to: Ensuring purchases are authorised by the relevant Budget Manager and if appropriate countersigned by the Director of Finance before processing. Processing supplier transactions to the purchase ledger, process and match approved purchase order invoices to purchase orders ensuring documents are entered accurately and efficiently resolving any issues which arise from Budget Managers. Responsibility for the reconciliation of purchase ledger accounts to supplier statements and to ensure that payments are made in accordance with agreed terms and conditions and that transactions are processed accurately. To be responsible for processing supplier payments using where appropriate BACS and Cheques in a timely manner to ensure the university group complies with the appropriate payment terms and conditions. Responsibility for the monthly reconciliation of the purchase ledger control account to aged creditor reports, and for the review of those reports to ensure accuracy of purchase ledger accounts and reporting. Support the Procurement Manager to develop and maintain records of approved suppliers within the University Finance system including any necessary due-diligence and monitoring that maybe required for new and existing suppliers, promote the use of remittances and BACS. To code and check all travel and subsistence expense claims submitted for payment, ensuring that each claim is correctly coded for VAT and compliance with the University s travel policy. Manage the operation of the university purchasing card scheme. To maintain the payables filing system in good order, scanning all transactional documents and ensure exception reports are reviewed daily resolving any issues which are identified. Identify any transactions to the Exchequer Services Manager which are handled by the University Finance Department which could be stored electronically to assist with the delivery of a paperless environment. Working Environment (knowledge of special working practice, breath of management skill required, customer impact, responsibility, efficiency) Timely payment of suppliers is critical to the organisation the role is pivotal in ensuring university liabilities are discharged within agreed payment terms. An excellent understanding of the Purchase to Pay process will enable the post holder to fully appreciate the significance of their team in the cycle. Determining Page 2 of 7

3 improvements in the Purchase to Pay process and proactively identifying system enhancements; and ensuring the Accounts Payable team are fully engaged with testing of any system developments. In particular to assist with the University s projects to: o o Implement No Order No Pay including the roll out of new purchase ordering software across the University; and Review and revise the processes involved in purchase transactions whether by purchase orders or by purchase card. Ensuring all Accounts Payable systems and processes are fully documented. To manage any special processes in the collection of transaction evidence for specific projects, e.g. European Funded projects collection of original documents. Prepare supporting data for both year-end statutory audits and internal control audits to satisfy any reconciliation and/or controls testing carried out by the internal/external audit team. Freedom to Act & Decision Making (depth of control, supervision received, use of judgement & initiative, analytical ability) The Purchase Ledger Officer (FT) will be expected to work closely with the Purchase Ledger Officer (PT) regarding the day-to-day workload but will be expected to demonstrate: Independent decision making on the day-to-day workload. Expedient resolution of all supplier queries and issues. The post holder must act with initiative and have a high degree of autonomy in organising and prioritising workload. To work proactively and the ability to work unsupervised. Initiative to deal with issues as they arise contacting the relevant person in order to resolve, liaising closely with the Procurement Manager, Finance Services Manager etc. Review purchase ledger exception reports and take remedial action to rectify system errors to ensure purchase accounts are setup appropriate and in line with approved policies and controls, reporting any discrepancies or instances of suspicious activity to the Finance Services Manager and the Head of Financial Accounting Work with Budget Managers, department administrations and nominated Dream users on a regular basis to monitor open purchase orders and clear invoices and claims held in dispute as appropriate reporting issues to the Finance Services Manager as necessary. Communication & Networking (liaison with others, type and level of communications) The post holder will need to be effective at communicating internally with members of staff at all levels across the university and externally with suppliers by face to face in meetings, by telephone and . For example: Page 3 of 7

4 Advise budget managers on value for money issues in connection with approved supplier, ensuring observance of the University Financial Regulations. Liaise with suppliers to ensure supplier accounts are reconciled, resolve supplier queries and maintain positive supplier relationships. To help manage and monitor the Purchase Ledger function, developing and implementing policy, process and system changes, communicating such amendments internally university-wide and externally to suppliers or other interested parties. The post holder is expected to attend systems user group forums and other similar meetings to engage with end users in the Purchase to Pay process Payroll To provide cover for payroll processing for the Finance Services Manager General Duties To be a member of the Transactional Processing team and expected to promote and recommend methods and processes to adhere to the University Financial regulations. To contribute to discussions at Finance team meetings and at other departmental meetings by invitation. Undertake general duties required of all Finance staff, including involvement in enrolment, and re-enrolment of students. To undertake other duties as required by the Finance Services Manager and the Head of Financial Accounting Page 4 of 7

5 PERSON SPECIFICATION MOA = Method of assessment Application Form (AF) Interview (I) Test (T) Experience Aptitudes and Skills ESSENTIAL Proven Experience: Experience of working within an accounts office, using computerised financial systems Delivering service excellence: Ability to resolve problems within the framework of the University Financial Procedures Managing self and inspiring others: Ability to work unsupervised Work as part of a team, to ensure co-ordination of effort and that work is done effectively Working together: Ability to communicate at all levels & ability to work within the wider University community, and with external partners Tact and diplomacy Organisational and stakeholder awareness: Accuracy and attention to details to ensure compliance with regulations Accountancy including bank reconciliations Accounting experience in an organisation with multiple cost centres Experience of using Microsoft Office Suite, e.g. Word, Excel, Outlook. An aptitude for figures Confident and diplomatic communicator. Organisational skills with the ability to prioritise own workload. Ability to analyse data using a range of methods e.g. pivot tables, SUMIF, VLOOKUPS MOA, T I, T T I I, T I I T Educations/Qualifications Experience Aptitudes and Skills DESIRABLE Studying AAT, AAT qualified or finalist, or relevant previous experience. Financial accounting including balance sheet control account reconciliations, and sales ledger experience Enjoys applying logical approach to resolving queries Enquiring mind set and a desire to question the current practice. MOA AF Page 5 of 7

6 Conditions of Service The national recommendations which have arisen from the negotiations between UCEA and the unions recognised at national level, the Joint Negotiating Committee for Higher Education Staff (JNCHES), directly affect the terms and conditions insofar as they have been adopted by the Board of Governors. Salary The commencing salary will be within the range 20,624-22,494 per annum. The point of entry will be dependent upon relevant qualifications and experience. Salaries are paid monthly, in arrears, by credit transfer. Hours of Work The routine working week is 37 hours over Monday to Friday, inclusive. There may be an occasional requirement for overtime working and time off in lieu will be allowed for hours worked in excess of 37 per week. Holidays The annual holiday entitlement is 22 working days, plus 3 University Closure days and Bank Holidays. After 5 years continuous employment by the University, the annual holiday entitlement will increase to 25 working days. The holiday year runs from 1 April to 31 March and in the holiday year in which the employment commences or terminates the holiday entitlement will accrue on a pro-rata basis for each complete week of service. The timing of holidays is subject to the agreement of the Line Manager. Sick Leave Pension Probationary Period Exclusivity of Service During periods of certified sickness the post-holder will be eligible to receive sick pay in accordance with the University Sick Pay Policy. The payment of sick pay is subject to compliance with the University rules for the notification and verification of sickness absence, details of which will be provided to the successful applicant upon commencement of employment. The post-holder will be entitled to join the Local Government Pension Scheme (LGPS), subject to its terms and conditions from time to time in force. Full details of the Scheme will be provided to the successful applicant upon commencement of employment. The first six months of employment will be a probationary period during which suitability to the post will be assessed. The probationary period may be extended at the discretion of the University. You are required to devote your full-time attention and abilities to your duties during working hours and to act in the best interests of the University at all times. Accordingly, you must not, without written consent of the University, undertake employment or engagement including external consultancy, which might interfere with the performance of your duties or conflict with the interests of the University. It follows that, regardless of whether you are employed on a full-time or part-time contract, you are required to notify your Page 6 of 7

7 line manager of any employment or engagement which you intend to undertake whilst in the employment of the University (including any such employment or engagement which commenced before your employment under this contract). Your line manager will then notify you within 10 working days whether such employment or engagement is prohibited. References Candidates should ensure that they provide full details of the name and postal address of their referees. Please include addresses and telephone numbers wherever possible. Referees should include your present, or most recent, employer. References will normally be taken up immediately in respect of candidates shortlisted for interview. If you do not wish any reference to be taken up at this stage, please enter an X in the relevant box provided on the application form. Application Procedure All applications should be completed and submitted using the Harper Adams e-recruitment programme at To arrive no later than Midnight Friday 14 July 2017 Page 7 of 7