Accounts Payable Executive Officer

4 weeks ago

Leeds, United Kingdom UK Civil Service Full time

Job summary

In DHSC, we are proud of our purpose � to enable everyone to live more independent, healthier lives for longer. To achieve this, and create a great place to work, we have four values: we are inclusive, we constantly improve, we challenge, and we are agile. If this sounds like an environment you�d like to work in, we�d love to hear from you.

This is an Executive Officer role within the Accounts Payable team. We use Microsoft Dynamics 365 to process and pay supplier invoices and credit notes (approximately 2,000 invoices a month), various grants and funding, and foreign currency payments.

We are currently working three days per week in the office. You will be provided with a laptop, and the system and processes are working well remotely. We are currently a team of approximately 11 staff who manage in small teams.�

You will be required to process invoices and credit notes, as well as manual payments such as faster payments, CHAPs, and foreign currency payments. You will also support our administrative officers and provide cover for them as required.��

�

Job description


To process invoices on a timely basis� ensuring� they are valid in line with the department�s corporate policy.To perform detailed high value checks prior to processing Foreign Currency, CHAPS and Faster Payments requests, as appropriate.To ensure manual payments transactions are posted to D365 promptly following the corporate guidance and policy.To reconcile supplier statements to our accounting ledgers monthly to ensure all outstanding invoices and credit notes are� promptly processedTo work collaboratively with the Buying Coordinator team to process all pending invoices� promptly and� accurately for payment.To support all UAT activities ensuring our internal controls are complied with fully.

Person specification

Load payment files into RBS Bankline for authorisationAct as 1st signatory on RBS Bankline for .txt file uploads, as requested;Process supplier invoices promptly in line with the department�s KPIs to ensure accurate and timely paymentProcess credit notes promptly in line with the departments� policy and� processes� to minimise over paymentProcess and account for manual payments including Foreign Currency, CHAPS and Faster Payments;Advise other members of the team, department as well as external suppliers on queries, as necessary;Manage the Department�s AP mailbox as assigned; ensuring queries are dealt with promptly and appropriately.Administration duties including taking appropriate action on post received; allocating and taking action on invoices including from the AP mailbox.Identify incorrect invoices received by the Department and treat appropriately.Process invoices received onto the systemAssist with the clearance of payment holds.Provide assistance over the phone and in writing as to status of invoices internally and externally.To ensure supplier statements reconcile with our ledger and investigate discrepancy as� requiredCarry out UAT testing in line with the Finance Operation�s internal controlsCarry out adhoc projects� for operational improvement as and when required.

Key Skills and Experience

Essential Key Skills and Experience

Experience working with Enterprise Resource Planning Systems such as Microsoft Dynamics D365 and supporting colleagues using the system.Experience processing CHAPS, Faster and Foreign Currency payments requests on �banking platforms such as Bankline.

Essential Technical� Skills

Experience working with basic Microsoft� Excel�Finance experience in processing journals .Data management and reporting � Manual Payment KPI �Reports

Your normal place of work will be your contractual primary workplace, usually either London or Leeds.� Within DHSC we offer non-contractual hybrid working. The expectation at present is a minimum of 60% of your working time spent in the office, enabling in person interaction and collaboration and enhancing team working, learning, and support.�

You will be asked to express a location preference during the application process. Please be aware that this role can only be worked in the UK and not overseas and some travel may be required across the DHSC estate.�

Opportunities for some working from home may be available; other flexible working options may be discussed with the hiring manager in line with individual circumstances and business need.�

There are a limited number of DHSC colleagues who have existing agreed homeworking contracts resulting from Our Future Estate Programme 2023-2024. Colleagues covered by these arrangements are eligible to apply for this role whilst continuing their agreed existing home working arrangement. Occasional travel to DHSC offices or other locations may still be required according to business need. Travel and subsistence will be provided in line with the pre-agreed homeworker arrangements.

Behaviours

We'll assess you against these behaviours during the selection process:

Managing a Quality ServiceChanging and ImprovingWorking Together

Technical skills

We'll assess you against these technical skills during the selection process:

Briefly describe your experience of using Microsoft excel to support accurate accounting of payments data to prevent risk of double counting or overpayment to supplier.

Benefits

Alongside your salary of �27,079, Department of Health and Social Care contributes �7,311 towards you being a member of the Civil Service Defined Benefit Pension scheme. Learning and development tailored to your roleAn environment with flexible working optionsA culture encouraging inclusion and diversityA with an average employer contribution of 27%

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