Accounts Payable Manager

Zoek Pin Liverpool, England

Contract (Unspecified)

Posted 44 days ago

The overall purpose of the Accounts Payable manager is to provide direction, development and management of the Payments team to ensure the effective and timely management of payments from the organisation.

The Accounts Payable Manager is responsible for implementing and overseeing the processes and procedures which ensure payments are processed accurately and in line with agreed payment terms, managing the purchase order and invoicing system, including the implementation of systems improvements, and providing training to key champions across the organisation. Providing monthly analysis of all Supplier related activities.

The post is key to effective supplier relationship management.

The Accounts Payable manager works as part of the overall Finance Team, and has key links with the Procurement team, the Business Accountants and purchase order and invoicing system champions across the business.

Management:

  • Provide overall management to the Payments team, including encouraging personal development and provision of training as appropriate, and ensuring a rotation of key tasks amongst the team
  • Adopt and instil a commercial approach to the effective and efficient management of payments from the business
  • Manage relationships with suppliers to ensure responsive, efficient and effective service delivery
  • Ensure the purchase ledger inbox is regularly maintained by the Payments team and that invoices are scanned, logged and matched in a timely way and that the system is cleansed on a monthly basis
  • Ensure all anomalies identified on supplier statement reconciliations are actioned and resolved on a monthly basis

Policies, procedures, systems and training:

  • Keep up to date with the organisation's policies with regards to procurement and payment of suppliers and building and maintaining strong relationships with the Procurement team to work together to minimise the number of suppliers
  • Provide key input into the development or update of supplier payment policies for the organisation and into the Financial Regulations
  • Responsible for maintaining an up to date Scheme of Delegation as part of the Financial Regulations, that is mirrored within the purchase order and invoicing system and to be responsible for set up of new users, and removal of access for leavers on a monthly basis
  • Administer and maintain the purchase order and invoicing system including overseeing the setting up of new suppliers on the system following approval by Procurement and overseeing the setting up or changing of cost centre restrictions in discussion with the Business Accountants
  • Maximise the capability and capacity of the purchase order and invoicing system and its interface with the main finance system, including actively seeking to bring about continuous improvements. To be the overall champion of the purchase order and invoicing system and to deliver regular training across the organisation, particularly to system champions within teams and new users, to emphasise the importance of accurate coding and encouraging the use of requisitions, purchase orders and goods receipting to ensure effective budget management
  • Develop processes and procedures for the Payments team and the wider organisation and to ensure that these are disseminated and adhered to, including processes and procedures for requisitions, purchase orders and restrictions regarding access rights to relevant cost centres
  • Ensure payment of invoices in line with standard payment terms, as set out in the financial regulations
  • Ensure colleagues across the organisation follow the scheme of delegation as set out in the financial regulations and to inform Business Accountants of exceptions, so that this can be fed back to budget holders

Payment cycle:

  • To ensure the reporting accruals for purchase orders that have been goods receipted and for purchase to pay (P2P) has been processed on a monthly basis, in line with the monthly close down procedures for the Finance team
  • To review, upload and sign off the weekly BACS file for upload
  • To be responsible for the monthly close down of the purchase order and invoicing system, in line with the overall monthly timetable for the Finance team

Review and reporting:

  • Review monthly reconciliations of trade creditors, in line with the monthly close down procedures for the Finance team
  • Review and sign off supplier statement reconciliations carried out by the Payments team on a quarterly basis.
  • Review monthly reconciliations for the Construction Industry Scheme (CIS) returns and to ensure segregation within the team between the tasks of preparation & completion of the returns and the reconciliation
  • Determine whether old purchase orders should be cleansed from the system following the monthly review by the Payments Officer
  • Oversee the resolution of debit balances on supplier accounts on a monthly basis
  • Provide monthly forecasts on a timely basis to the Treasury team for purchase ledger payments
  • Highlight regular miscoding through exception reporting to Business Accountants

Benefits

  • Training and development opportunities
  • Minimum 35 days annual leave + bank holidays
  • Flexible working options
  • Free SOLO Medicash membership providing access to a wide range of health care benefits
  • 24 Hour, free and confidential access to our Employee Assistance Programme for you and your immediate family
  • Access to the Auto Enrolment Pension Scheme
  • As an accredited Workplace Wellbeing Charter organisation we are committed to your health and wellbeing

This is an organisation that listens to its colleagues, and this has led to our workforce creating a set of values and behaviors that everyone across the organisation can live by every day. They are:

  • Take ownership
  • Achieve for our customers
  • Work Together
  • Learn and Grow

!

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