Accounts Payable Officer

Royal Devon University Healthcare NHS Foundation Trust

Location:Gladstone House, Gladstone Road, Exeter, EX1 2ED

Job Title: Accounts Payable Officer
Band 2:  £12.08
Hours/Days: 37.5 - Monday to Friday
Shift Pattern: 8:30m - 4:30am 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:

•    The Accounts Payable Assistant’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 with regard to the payment of supplier invoices for goods and services received.  

•    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.  

•    Assist with the administration of the General Office duties including reimbursement of travel claims, petty cash, telephone and desk enquiries, recording and banking of monies received.
•    The post holder will have incidental contact with patients, usually in relation to financial matters.
•    The post holder is required to remember that patient care is central to all activities undertaken in the Department.
•    Participate in, encourage and support the improvements in working methods and the sharing of ideas and procedures within the Cash Management Department and Finance as a whole.
•    Update and maintain guidance notes and procedures.
•    Maintain supplier records, ensuring compliance with relevant procedures and legislation.
•    Use a number of IT systems including Unit 4 and Microsoft Office
•    Support the Accounts Payable Team Leader in the administration and clearing of goods received notes, to include ensuring that any queries are investigated and resolved.
•    Ensure supplier credit notes are checked and can be traced to original invoices and are appropriately accounted for.
•    This role includes data entry tasks where both speed and accuracy are essential.
•    Undertake general filing, photocopying and scanning.
•    Opening and distributing of daily post and emails.
•    Deal with patients, colleagues, customers and suppliers in a confidential and sensitive manner.  This can be by telephone, email, Microsoft Teams or in person.
•    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.  This requires being tactful and sensitive to the situation, whilst ensuring that the Trust’s requirements are met.
•    Liaise with invoice approvers to ensure payment is made in a timely manner for outstanding invoices.
•    Assist the Team Leaders with the reconciliation of allocated balance sheet control accounts in accordance with the timetable and laid down procedures.
•    Investigate posting queries, and correct errors and omissions promptly.
•    Monitor supplier invoices, take responsibility for investigating and monitoring all queries, ensuring that disputes are investigated and resolved.
•    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