Royal Devon University Healthcare NHS Foundation Trust
Location: Gladstone House, Gladstone Road, Exeter, EX1 2ED
Job Title: Accounts Payable Officer
Band 2: GBP12.08
Hours/Days: 37.5 - Monday to Friday
Shift Pattern: 8:30am - 4:30pm with 30 minute break
Start Date: ASAP
End Date: 30/04/2025
Job Purpose:
The Trust's Cash Management Department is responsible for providing a quality, accurate and cost-effective Treasury Management service for the Trust. Key functions include the management of the Trust's cash-flow helping to ensure the Trust has sufficient cash to meet its financial liabilities, providing an effective and efficient accounts payable service and an accounts receivable/credit control service.
Key Responsibilities:
1. The Accounts Payable Officer's main duties will be to assist and actively support the Cash Management Department Manager and Accounts Payable Team Leader in providing a reliable, accurate and efficient service regarding the payment of supplier invoices for goods and services received.
2. The postholder will manage invoice payments for a specific group of suppliers, ensuring that invoices are approved for payment in a timely manner and that the suppliers are paid within agreed terms.
3. Assist with the administration of General Office duties including reimbursement of travel claims, petty cash, telephone and desk enquiries, recording and banking of monies received.
4. The postholder will have incidental contact with patients, usually in relation to financial matters.
5. The postholder is required to remember that patient care is central to all activities undertaken in the Department.
6. Participate in, encourage and support improvements in working methods and the sharing of ideas and procedures within the Cash Management Department and Finance as a whole.
7. Update and maintain guidance notes and procedures.
8. Maintain supplier records, ensuring compliance with relevant procedures and legislation.
9. Use a number of IT systems including Unit 4 and Microsoft Office.
10. Support the Accounts Payable Team Leader in the administration and clearing of goods received notes, ensuring that any queries are investigated and resolved.
11. Ensure supplier credit notes are checked and can be traced to original invoices and are appropriately accounted for.
12. This role includes data entry tasks where both speed and accuracy are essential.
13. Undertake general filing, photocopying, and scanning.
14. Opening and distributing daily post and emails.
15. Deal with patients, colleagues, customers and suppliers in a confidential and sensitive manner, whether by telephone, email, Microsoft Teams or in person.
16. Liaise with suppliers as required to resolve queries relating to non-payment, including the investigation of queried invoices and negotiation of payment plans as appropriate.
17. Liaise with invoice approvers to ensure payment is made in a timely manner for outstanding invoices.
18. Assist the Team Leaders with the reconciliation of allocated balance sheet control accounts in accordance with the timetable and laid down procedures.
19. Investigate posting queries, and correct errors and omissions promptly.
20. Monitor supplier invoices, take responsibility for investigating and monitoring all queries, ensuring that disputes are investigated and resolved.
21. Plan own workload to ensure internal and external deadlines are met.
Knowledge Skills:
* Basic understanding of accounting principles
* IT literate, and competent in the use of Microsoft Office software (Excel, Word, Outlook)
* Ability to work to deadlines
Experience:
* A minimum of 6 months experience of working in an office environment
* A minimum of 12 months experience with computerised sales or purchase ledgers, within the last 3 years
Personal Attributes:
* Ability to work within a team
* Ability to adapt to changing circumstances or priorities.
* Attention to detail
* Accuracy
* Awareness of confidentiality and data protection
* Committed to personal and professional development
* Good oral and written communication skills
* Willingness to contribute to the development of more efficient and effective systems and methods
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