Accounts Payable Team Leader

1 month ago

Antrim, United Kingdom Education Authority Full time

Job Purpose:

The Accounts Payable Team Leader Officer will be responsible for managing Supplier/Customer accounts, ensuring the accurate and timely payment of non-payroll payments (mileage, subsistence and expenses), whilst ensuring all issues/queries have been investigated and resolved.

The role will involve assisting with the development and implementation of any new systems for payments including ensuring all staff have been trained.

Provide specialist advice, information and support to all internal/external stakeholders such as officers within Directorates, Schools, Suppliers and other organizations on a wide and diverse range of matters relating to the Accounts Payable function.

Personal Specification

As the responsibilities of the post are varied and demanding the post holder should have good organisational skills and display commitment, enthusiasm, initiative and an ability to handle confidential material.

The post holder should be capable of working with the minimum of supervision and also be flexible in approach to these educational and administrative changes which may occur from time-to-time.

Functional Links

The Accounts Payable Team Leader will collaborate and engage with a wide range of internal/external stakeholders such as staff across all EA Directorates, Suppliers, Contractors, Department of Education, Department of Finance, HMRC and other organisations ensuring an efficient and confidential function delivery. The post holder will have to maintain a range of contacts within well-defined terms of reference relating to the provision of information and the delivery of service. The post holder may be required to interpret and explain roles and procedures, to give straightforward advice and assistance and to make routine decisions.

Main duties and Responsibilities:

Management and Supervision of Staff

The Accounts Payable Team Leader will plan, manage and delegate work within the section, ensuring compliance with financial procedures/controls and adherence to all deadlines. In collaboration with the Deputy Accounts Officers, train new staff and monitoring their progress. Carry out Performance and Achievement Conversations with the team. Supervision of the team including discipline and ensuring staff welfare. Maintaining a working knowledge of all procedures and processes relating to the Accounts Payable function. Maintaining a working knowledge of Oracle Payables, I-Procurement and other financial systems used by the Authority, including the Travel System. Maintaining a working knowledge of the Construction Industry Scheme (CIS), Check Employment Status for Tax (CEST),HMRC regulations or other similar schemes that occur.

Invoice Processing

Ensuring that all invoices/orders are authorised correctly in line with EA’s Authorisation Framework. Ensuring that all goods/services ordered and invoiced for, are in accordance with the EA’s Financial Procedures. Ensuring that the payment of claims/ monies to individuals meets HMRC requirements. Coding, checking and batching of all invoices. Input of batches to the Financial system and approval of same. Identification and amendment of any imbalanced batches on the system. Checking reports to identify errors/incorrect payments and making the correcting adjustments. Correction of errors identified by reports, suppliers or by other organisations. Matching and approving all I-procurement invoices for all Directorates and schools. Processing the accurate and prompt payment of all UNITAS computer generated invoices.

File Maintenance

Ensure staff complete the forms for new/amended suppliers and supplier sites so that the Supplier Master File data is kept up to date. Forward details of suppliers appropriate for supplier merge and/or deletion to the Supplier Maintenance Team.

Administration

Dealing with all Accounts Payable function enquiries from schools, suppliers, Directorates, and other organisations. Dealing with queries regarding orders, incorrect invoices, credit notes, debit notes and liaising with staff within Schools/Directorates regarding same. Dealing with queries regarding the employment of individuals and associated tax implications. Dealing with problems relating to the receipting of I-procurement invoices. Dealing with the recoupment of erroneous payments. Dealing with queries and extracting information required by internal/external stakeholders such as Audit, Schools, Directorates, Suppliers and Department of Education.  Assisting and supporting the Accounts Officers and Deputy Accounts Officers as required. Filing of all paid invoices and reports. Reviewing Suppliers Statements and ensuring that all outstanding invoices are identified and processed accurately and promptly.

Other Duties

Comply with Education Authority policies and procedures in relation to the duties and responsibilities of the post. Any such other duties that the Authority may from time to time require.

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