Creditors Manager
Venesky-Brown’s client, a public sector organisation in Ashford, is currently looking to recruit a Creditors Manager on a rolling contract with a rate of £20.05/hour PAYE.
Responsibilities:
– Responsibility for the provision of high quality creditor payments services and day to day planning ensuring that deadlines are met and the workload is managed. This includes the recruitment and management of one staff member and the assessment of their training and development needs.
– Supervise staff to ensure that proper procedures exist and are followed in the Section to set up new vendors on the system. Work with the organisation to ensure that vendor accounts are reviewed periodically and removed as necessary.
– The postholder will advise the organisation of any bank details, and changes, for suppliers ensuring that the correct documentation exists to support details. They will minimise the number of payments by cheque or faster payment, and maximise the number of creditor payments that are made by BACS (automated payment).
– To ensure that systems are in place so that the section staff are aware of the latest authorisation list as well as account code and cost centre code information.
– To ensure that invoices, credit notes and cheque requests allocated to the postholder are not duplicates of previously processed documents and that they are properly calculated (i.e. unit cost x price = value) and also that the correct VAT charge has been applied.
– For those invoices where an order has been raised on the procurement system to match the invoice to the completed (or occasionally part completed) order in that system, and if there are differences in volume, price, carriage or discount to enquire with the supplier and/or Supplies Department to resolve these.
– For those invoices that do not have a purchase order to register these on the Finance system and either match these to other forms of order or send them to the relevant department for authorisation, ensuring that the authoriser is on the approved authorisation list.
– To ensure that the postholder has a system for chasing outstanding invoices that have been sent out to departments for authorisation. Also responsible for the monthly review of the accruals code on the finance system to ensure only valid balances remain.
– To analyse invoices with a view to ensuring that the correct VAT treatment is applied to all invoices and credit notes such that the Trust maximises its recovery of VAT under the Contracted-Out Services and Business Activities regulations.
– To ensure that the postholder is up to date with the latest VAT issues (literature or courses/conferences) and to ensure that this knowledge is passed to section staff so that they are aware of what VAT can and cannot be recovered on purchases. They will also liaise with the Trust’s external VAT advisors when they carry out their quarterly audits.
– To ensure that invoices are processed to enable discounts to be maximised, contractual payments to be made by the required dates and for the remaining invoices to be paid in accordance with Better Payment Practice Code.
– To ensure that any invoices, credit notes and cheque requests not scanned by the organisation onto the finance system are given a sequential voucher number and filed correctly.
– To scrutinise statements from suppliers where received, reconcile them to the finance system and to obtain copies of outstanding invoices, credit notes as necessary.
– To take calls and answer correspondence from suppliers, advising them of issues and expected payment dates for invoices. This may well involve the postholder advising suppliers that payments will be made late, negotiating with them over payment schedules
and taking action to prevent supplies being put on hold/stop. In addition to ensure that overpayments to suppliers are chased and recovered promptly.
– Responsibility for weekly payment runs to suppliers ensuring that system outputs are correct. Liaise with the Head of Financial Services to ensure funds are available to meet payment runs, amending the value of payment runs as necessary and identifying and prioritising payments which if not made will be detrimental to the Trust. Producing twice weekly ‘urgent’ cheques as necessary and supervising the distribution of cheques and remittance advices to suppliers.
– Responsible for the completion of information for monthly finance reports/reconciliations, Annual Accounts, and other ad-hoc reports as required. This requires good knowledge of excel as the postholder will be expected to use some advanced functionality.
– Co-ordinate for the Trust the national month 9 and month 12 organisation expenditure and creditor balances reconciliation exercises, liaising with other Trusts and organisational Bodies as necessary.
– Responsibility for the design, issue and regular review of Creditor Procedure Notes in accordance with Corporate Governance requirements. Responsible for ensuring that all creditor payment staff have Financial Procedure Notes.
– Responsible for ensuring that financial transactions are undertaken in accordance with Standing Financial Instructions (SFI’s) and Standing Orders (SO’s). The post holder is responsible for informing the Head of Financial Services of any breach of SFI’s or SO’s and reporting incidences of suspected fraud.
– Providing information to, and undertaking meetings with, both Internal and External auditors.
– Other duties as required by the Head of Financial Services.
– General responsibilities:
– To support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work.
Essential Skills:
– Association of Accounting Technicians (AAT) Member or part qualified CCAB, plus supervisory experience.
– Evidence and record of personal development and training
– Studying or partly qualified in a recognised accountancy qualification (eg AAT Technical level or NVQ 4/5) or willing to undertake such training.
– Experience of working within an accounts payable section for at least 5 years and of staff supervisory work in a finance department of at least two years.
– Experience and expertise in reconciliation and balances, VAT payments and deductions.
– Experience of producing high-level financial information, reports and analyses in accordance with NHS finance policies and other financial legislation
– Experience of working in a finance environment, with a thorough understanding of current Financial Accounting legislation i.e. IFRS
– High level of computer literacy and experience of computerised financial systems, software packages, and coding structures.
– Analyses, investigates and resolves financial queries and discrepancies.
– Understanding of VAT and its application to purchase invoices.
If you would like to hear more about this opportunity please get in touch.
Responsibilities:
– Responsibility for the provision of high quality creditor payments services and day to day planning ensuring that deadlines are met and the workload is managed. This includes the recruitment and management of one staff member and the assessment of their training and development needs.
– Supervise staff to ensure that proper procedures exist and are followed in the Section to set up new vendors on the system. Work with the organisation to ensure that vendor accounts are reviewed periodically and removed as necessary.
– The postholder will advise the organisation of any bank details, and changes, for suppliers ensuring that the correct documentation exists to support details. They will minimise the number of payments by cheque or faster payment, and maximise the number of creditor payments that are made by BACS (automated payment).
– To ensure that systems are in place so that the section staff are aware of the latest authorisation list as well as account code and cost centre code information.
– To ensure that invoices, credit notes and cheque requests allocated to the postholder are not duplicates of previously processed documents and that they are properly calculated (i.e. unit cost x price = value) and also that the correct VAT charge has been applied.
– For those invoices where an order has been raised on the procurement system to match the invoice to the completed (or occasionally part completed) order in that system, and if there are differences in volume, price, carriage or discount to enquire with the supplier and/or Supplies Department to resolve these.
– For those invoices that do not have a purchase order to register these on the Finance system and either match these to other forms of order or send them to the relevant department for authorisation, ensuring that the authoriser is on the approved authorisation list.
– To ensure that the postholder has a system for chasing outstanding invoices that have been sent out to departments for authorisation. Also responsible for the monthly review of the accruals code on the finance system to ensure only valid balances remain.
– To analyse invoices with a view to ensuring that the correct VAT treatment is applied to all invoices and credit notes such that the Trust maximises its recovery of VAT under the Contracted-Out Services and Business Activities regulations.
– To ensure that the postholder is up to date with the latest VAT issues (literature or courses/conferences) and to ensure that this knowledge is passed to section staff so that they are aware of what VAT can and cannot be recovered on purchases. They will also liaise with the Trust’s external VAT advisors when they carry out their quarterly audits.
– To ensure that invoices are processed to enable discounts to be maximised, contractual payments to be made by the required dates and for the remaining invoices to be paid in accordance with Better Payment Practice Code.
– To ensure that any invoices, credit notes and cheque requests not scanned by the organisation onto the finance system are given a sequential voucher number and filed correctly.
– To scrutinise statements from suppliers where received, reconcile them to the finance system and to obtain copies of outstanding invoices, credit notes as necessary.
– To take calls and answer correspondence from suppliers, advising them of issues and expected payment dates for invoices. This may well involve the postholder advising suppliers that payments will be made late, negotiating with them over payment schedules
and taking action to prevent supplies being put on hold/stop. In addition to ensure that overpayments to suppliers are chased and recovered promptly.
– Responsibility for weekly payment runs to suppliers ensuring that system outputs are correct. Liaise with the Head of Financial Services to ensure funds are available to meet payment runs, amending the value of payment runs as necessary and identifying and prioritising payments which if not made will be detrimental to the Trust. Producing twice weekly ‘urgent’ cheques as necessary and supervising the distribution of cheques and remittance advices to suppliers.
– Responsible for the completion of information for monthly finance reports/reconciliations, Annual Accounts, and other ad-hoc reports as required. This requires good knowledge of excel as the postholder will be expected to use some advanced functionality.
– Co-ordinate for the Trust the national month 9 and month 12 organisation expenditure and creditor balances reconciliation exercises, liaising with other Trusts and organisational Bodies as necessary.
– Responsibility for the design, issue and regular review of Creditor Procedure Notes in accordance with Corporate Governance requirements. Responsible for ensuring that all creditor payment staff have Financial Procedure Notes.
– Responsible for ensuring that financial transactions are undertaken in accordance with Standing Financial Instructions (SFI’s) and Standing Orders (SO’s). The post holder is responsible for informing the Head of Financial Services of any breach of SFI’s or SO’s and reporting incidences of suspected fraud.
– Providing information to, and undertaking meetings with, both Internal and External auditors.
– Other duties as required by the Head of Financial Services.
– General responsibilities:
– To support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work.
Essential Skills:
– Association of Accounting Technicians (AAT) Member or part qualified CCAB, plus supervisory experience.
– Evidence and record of personal development and training
– Studying or partly qualified in a recognised accountancy qualification (eg AAT Technical level or NVQ 4/5) or willing to undertake such training.
– Experience of working within an accounts payable section for at least 5 years and of staff supervisory work in a finance department of at least two years.
– Experience and expertise in reconciliation and balances, VAT payments and deductions.
– Experience of producing high-level financial information, reports and analyses in accordance with NHS finance policies and other financial legislation
– Experience of working in a finance environment, with a thorough understanding of current Financial Accounting legislation i.e. IFRS
– High level of computer literacy and experience of computerised financial systems, software packages, and coding structures.
– Analyses, investigates and resolves financial queries and discrepancies.
– Understanding of VAT and its application to purchase invoices.
If you would like to hear more about this opportunity please get in touch.
