Detailed job description and main responsibilities

• Planning and organising own work schedule, with the ability to work independently, to ensure that activities are completed within agreed timescales to deliver an efficient and effective service. Reconciling invoices received and registered on a weekly basis. Ensuring personal workload meets required targets on a weekly basis to achieve BPPC.
• Processing suppliers’ invoices and credit notes on the purchase ledger system, ensuring that all fields are accurately completed. This requires a high level of concentration, accuracy and speed as the volume of invoices processed for payment is high (circa 130k invoices per annum for the Trust).  Payments are required to be made promptly in accordance with the Trusts’ Standing Financial Instructions, internal procedures and the Better Payments Practise Code (BPPC)
• All Invoices are processed according to weekly payment run deadlines. Each invoice is verified against the payment report to ensure that it has been input correctly and that accurate payments are made within the timescale required to meet the criteria for BPPC.
• Checking that all suppliers’ invoices and credit notes are accurate and validated against purchase orders. Evidence that goods/services have been received, or for non-purchase order invoices that they are properly authorised and coded correctly. When registered on the Trusts’ purchase ledger system, where discrepancies are found these need to be resolved to provide accurate recording of expenditure and payment to suppliers. Recording narrative of discrepancies for Trust’s Divisional managers. 
• Making informed decisions to ascertain the VAT status of each invoice, in order that the Trust can re-claim all the VAT to which it is entitled and ensuring that incorrect decisions are not made which could impact on the Trust’s financial position. Keeping up to date with HMRC guidelines and rulings, attending courses as necessary.
• Reconciling supplier statements on a weekly basis, updating the statement tracker and saving the statements on the M:drive file. Updating suppliers with any discrepancies found and requesting missing invoices to cloud email. Retaining documentation for audit purposes.
• Resolving discrepancies relating to supplier’s invoices, statements, orders and delivery notes, by liaising with suppliers, or with other officers of the Trust
• Maintaining an effective working relationship with other individuals (at all levels) of the purchase ledger, financial account’s section, other officers of the Trust and suppliers of goods and services to ensure the delivery of a professional service focused on delivering a high level of customer satisfaction
• Complete the necessary paperwork and supporting documentation for the creation of new creditors/amendments to existing creditors, before submitting to the financial accounts team. Ensure that amendments are validated to ensure against fraudulent claims against the Trust.
• Required to demonstrate own tasks to new or less experienced staff.     
• Participating in the collection, opening and distribution of incoming post to the Finance Department to ensure that it is delivered promptly, scanning in the documents to other members of the purchase ledger team.

For further details of the role please see the attached job description.