Job Description. Title of the post: Purchase Ledger Officer (Full-time, Fixed-term, Maternity cover) Department: Finance

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1 Job Description Title of the post: Purchase Ledger Officer (Full-time, Fixed-term, Maternity cover) Department: Finance Reporting to: Financial Payments Manager The Appointment We are seeking to appoint a Purchase Ledger Officer to provide maternity cover. The post will be offered for a fixed term of up to 1 year, to start ideally, mid-may The role will also involve providing support to the Finance Payments Manager as and when required as the University enters into a project to implement a new HR/Payroll system. The ideal candidate will be an experienced purchase ledger clerk who is comfortable carrying out the purchase ledger responsibilities detailed below independently and as part of a team. Some level of payroll experience would also be desirable so that support can be provided with the monthly processing of certain payroll tasks working closely with, and supervised by the Finance Services Manager. Key Responsibilities include: To independently carry out all the tasks in the University s Purchase-to-Pay process; To carry out certain tasks to support the monthly Payroll process supervised by the Finance Services Manager; and To ensure a high standard of service to internal customers and suppliers. Major Activities and Responsibilities: Purchase Controls and Transaction Processing 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. Carry out the necessary due-diligence required as part of setting up new suppliers and maintaining existing suppliers on the approved supplier database, this could include obtaining credit checks and references where required. 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 and Strategic Procurement. Be able to advise budget managers on the correct procurement process, ensuring observance of the University Financial Regulations. Page 1 of 5

2 To ensure purchases are authorised by the relevant Budget Manager and if appropriate countersigned by the Director of Finance before processing. To assist with the promotion and compliance of the University Financial Regulations with specific consideration for procurement. To process 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. To assist in any special processes in the collection of transaction evidence for specific projects, e.g. European Funded projects collection of original documents. 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. 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. 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. Resolve supplier queries promptly and professionally to ensure suppliers are paid in line with the University payment terms to ensure continuity of supply. Provide periodic analysis of purchases by category and supplier to support the management of procurement efficiencies across the University Group with specific consideration to utilising existing suppliers within the approved supplier database. 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. 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 Finance Services Manager which are handled by the University Finance Department which could be stored electronically to assist with the delivery of a paperless environment. Support the Head of Financial Accounting and Strategic Procurement by providing supplier data for statistical returns to HEFCE, The Purchasing Consortium, freedom of information requests and any other governing bodies. Payroll During peak periods support the Finance Services Manager to input data relating to staff payments onto the University payroll system, ensuring that staff are paid on time and receive the correct payments. To assist the Finance Services Manager with the review of staff payments, adhoc reports, statutory returns to HMRC, the University occupational pension schemes, national insurance and other statutory bodies. Page 2 of 5

3 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 and Strategic Procurement Experience Aptitudes and Skills PERSON SPECIFICATION ESSENTIAL Ability to work independently and as part of a team to carry out all duties within the University s Purchase-to- Pay function, this will include but not limited to; supplier set up, processing of purchase invoices, credit notes, and prepare and process the weekly BACS and Cheques supplier payment run Experience of using financial systems will be essential including BACs software. Excellent interpersonal skills and evidence of an ability to develop and maintain good networks and working relationships in order to work across teams with colleagues at all levels, across all functions of the University, with discretion. The role requires a confident and diplomatic communicator Evidence of competence in the basic Microsoft Office products. This role require excellent organisational skills with the ability to prioritise own workload often to tight nonnegotiable time constraints MOA interview DESIRABLE MOA Some level of payroll experience would be highly desirable interview Page 3 of 5

4 Conditions of Service Salary Contract Term Hours of Work A commencing salary within the range 18,734-19,828 per annum will be offered dependent upon relevant qualifications and experience. Salaries are paid monthly, in arrears, by credit transfer. This is a full-time, fixed-term appointment to provide maternity leave cover. The expected duration of the contract is for a maximum of 12 months, commencing mid May It may be terminated by either party giving one months notice. The routine working week is 37 hours over Monday to Friday, inclusive. Occasional evening or weekend work may be required with notice. Time off in lieu will be allowed for hours worked in excess of 37 per week. Holidays The annual holiday entitlement is 20 working days, plus 3 University closure days and Bank Holidays. 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 Pensions 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 line manager of any employment or engagement which you Page 4 of 5

5 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. Procedure All applications should be completed and submitted using the Harper Adams e-recruitment programme at to arrive no later than Friday 6 May 2016 Page 5 of 5