Job Description

Job Summary:

Responsible for the maintenance of the purchase ledger for BCS and its subsidiaries. Inputting purchase ledger invoices and expenses for BCS and its subsidiaries, to include matching invoices to purchase orders.

Responsible for the regular review of the purchase ledger to ensure all purchase orders and invoices are being approved in a timely manner. Ensure the purchase ledgers are closed and reconciled at month end.

Regular contact with suppliers regarding invoice payment schedules and reconciling supplier statements.

Manage the BACS and foreign payment runs to include sending the BACS payments, in accordance with the BCS payment schedule. Manage the allocation of direct debit payments to supplier accounts and ensure invoices to support direct debits are processed in a timely manner.

Continual review of systems and process improvements for the purchase ledger, to include training and guidance with the business on best practice and approvals.

Responsibilities:

Maintenance of the purchase ledger

Maintain accurate supplier information and update accounts with any address and contact details changes when required. Deal directly with suppliers when specific contact or payment information is required. Deal directly with suppliers when refunds or credit notes are due. Review on a monthly basis all supplier accounts to ensure they are being accurately maintained. Update bank details for suppliers and volunteers where necessary, to include foreign accounts. Create new suppliers in NetSuite as and when required. Regular reviews of aged creditors report to check for accounts with debit balances and resolve promptly.

Inputting of purchase invoices and expenses

Regular inputting of purchase ledger invoices and credit notes into NetSuite. Match and process purchase invoices with open purchase orders. Register invoices received without a purchase order and distribute to business for coding. Scan and upload copies of all purchase ledger invoices/expense claims to NetSuite. Regular inputting of expense claims into NetSuite. Monthly reconciliation of the purchase ledger control nominal and the aged creditors report. Monthly closure of the purchase ledgers. Liaise with the wider finance team to achieve the timely closure of the purchase ledgers in accordance with the month end/year end timetables.

Approve and manage the weekly BACS, International payment run and examiners payroll.

Produce biweekly BACS payment runs in NetSuite and co-ordinate the approvals of the BACS payment for BCS and its subsidiaries. Send remittance advices to suppliers via NetSuite, where necessary also send hard copy remittances Provide copies of the payment run to the Cashbook Controller for bank reconciliation purposes. Produce biweekly international payments runs in NetSuite, generate payments through online banking and co-ordinate the approval of payments. Produce monthly BACS payment runs in NetSuite, to include all credit notes due and co-ordinate the approvals of the BACS run.

Manage the allocation of direct debit payments to supplier accounts.

Regular review of direct debit supplier accounts to ensure all invoices are processed. Liaise with the business to resolve queries/delays in submitting invoices to support direct debit payments. Allocate all payments made by direct debit to the supplier accounts. Manage the supplier accounts for the business charge cards, to include allocation of direct debit payments and reconciliation of outstanding charge card statements. Liaise with charge card holders to resolve queries/delays in submitting monthly statements. Assist the Group Financial Controller in ongoing reviews of charge card usage. Monthly reconciliation of the direct debit suspense nominal.

Regular review of unapproved purchase orders and invoices.

Check NetSuite for invoices outstanding on supplier statements. Obtain copies of invoices not held on the purchase ledger. Inputting of invoices in NetSuite and co-ordinate approvals and payment. Liaise directly with named individuals in the business to ensure approvals for purchase orders and invoices are made. Assist in guiding the business in best practice of purchase order and invoice approvals. Continuous improvement of the purchase ledger systems and processes. Ongoing development of the processes for purchase orders and the purchase ledger function; Liaise with the business to ensure that the processes for purchase orders and invoices are understood and adhered to and provide training to staff where necessary; Monitor purchase orders/invoices awaiting approval within NetSuite and liaise with the business to overcome bottlenecks; Co-ordinate with the business to ensure purchase orders are approved and marked received in a timely manner; Review the effective use of notes on purchase orders and invoices and make Direct contact the with Member Groups team, Treasurers and Secretaries in relation to approvals for purchase invoices and expenses; Take responsibility for deciding upon accurate coding of invoices/expenses; Seek to resolve quickly and efficiently all queries relating to Member Groups expenditure. Regular review of outstanding invoices/expenses relating to Member Groups; Ensure that BCS procedures are followed when processing invoices/expenses relating to Member Groups; Effective leadership of staff including distribution of tasks and management day to day responsibilities;

Manage the Accounts Payable Finance email box.

Day to day management of the accounts payable email box. Respond to queries directly to resolve them where ever possible.

Who we are looking for:

Education and qualifications:

Educated to GCSE Level (Maths and English at Grade C) AAT Level 4 desirable

Experience:

Proven experience of working on purchase ledger and balance sheet reconciliations Proven experience of working in a finance department Proven experience in working with accounting systems Proven experience of managing a small team

Competencies and skills:

Excellent Computer Literacy Microsoft Skills - Word, Outlook, Excel Broad commercial and financial experience Ability to deal with people at all levels and with non-finance personnel Must be tactful in dealings with the Institute's members and officers Ability to work concurrently on a wide range of issues Self-motivated and ability to work independently and as part of a team Ability to work accurately under pressure Attention to detail Ability to prioritise tasks of self and others according to deadlines Ability to identify areas of improvement within department

Knowledge:

Finance accounting in a charity/commercial sector Knowledge of GDPR and Data Protection Regulations
Job Types: Full-time, Permanent

Pay: Up to 28,000.00 per year

Work Location: In person