Accounts Payable Clerk 

Job Summary

The post holder is responsible for ensuring that financial documents are uploaded and processed in accordance with agreed principles and in a timely manner. They will deal with all queries from internal and external stakeholders in respect of the supplier accounts. The post holder is also required to ensure that the department daily performance targets are met which includes prompt action on all reports received from the AP Manager and via the automated system They provide a key customer service function, analysing and investigating financial queries to identify errors and discrepancies. They should resolve problems in a professional and timely way, via various communication modes.

Location: Harrow

Job Type: Temporary 

Duration of booking: Expected to last 3 with a possible extension. 

Proposed start date: 30th October 2023

Pay Rates: Up to £15 per hour Umbrella or £13 per hour PAYE inclusive of holiday pay

Hours / Working Days: 37.5 hours per week / Monday to Friday, 9am – 5:30pm 

Sector: Healthcare 

Based: Office/Hospital

Key Skills:

• Attention to detail.
• Extensive knowledge in Microsoft office applications
• Ability to work to tight deadlines
• Experience of finance regimes - Essential
• AAT Foundation level - Desirable

Duties:

• Sort through post on a daily basis for processing, ensuring that invoices are placed onto the relevant trays for processing and scanning. 
• To scan, upload and process all suppliers’ invoices and other financial documentations in a timely manner and ensuring that the data captured is reviewed before acceptance 
• To ensure that the database is up to date with the relevant information and communications captured on the system 
• 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 
• 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 as directed by the Accounts Payable Manager to ensure that the department’s daily targets are met, which includes processing 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 
• To ensure that all supplier statements are reconciled on a regular basis including the quarterly statements, as required for statutory reporting 
• Adapting to changes that are brought in to streamline processes
• Comply with all department internal procedures and policies
• Responsible for performing calculations on invoices received, in respect of VAT, discounts and numerical accuracy. 
• To provide information to managers and colleagues as required. 
• Complex queries from suppliers and staff that cannot be resolved initially should be escalated to the Accounts Payable Team Leader and/or Manager as required ensuring the necessary information is provided. 

To understand and apply VAT rules to invoicing processing, ensuring regular training is attended to ensure the latest knowledge is applied. 

To process goods received notes to ensure that they correspond to the relevant invoices and orders, and dealing with any issues that may arise. 

To assist with Audits being conducted by providing documents requested by the auditor in a timely manner. 

To deal with all supplier queries, ensuring these are investigated and responded to in a timely and professional manner. 

Carry out general office duties such as scanning, photocopying, filling, ordering of stationery and reporting issues to the estates department 

Maintain all electronic and paper-based filing systems appropriately, regularly taking action to rectify issues with mis-filing or inadequate labelling of documentation. Participate in filing systems reviews / overhauls and large-scale scanning projects as and when required. 

Carry any out other ad hoc duties as directed by the Accounts Payable Team Leader / Manager