Deputy Accounts Payable Manager | University Hospitals of Leicester NHS Trust

The post holder will assist, and deputise for, the Purchase to Pay Manager in managing the Accounts Payable team who are responsible for processing invoice and credit note requests relating to the purchase ledger financial system
• Ensure the effective and efficient operation of the Accounts Payable team, to ensure prompt and accurate payment of supplier invoices.
• To be responsible for the day-to-day management of staff within the Accounts Payable team, including recruitment, appraisal, performance management, coaching and training.
• Ensure appropriate financial records are maintained and developed in accordance with good accounting practice and in line with agreed local arrangements and service agreements.
• Prepare and maintain appropriate procedure notes and guidelines ensuring that appropriate KPIs are in place to measure the effectiveness of the departments and taking remedial action where required.
• The post holder will be expected to contribute to the efficient operation of the Finance Department.
• The post holder will support the development and review of financial systems to ensure the finance directorate provides a comprehensive and effective service to the Trust.
Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030).
We have four primary goals:
• high-quality care for all,
• being a great place to work,
• partnerships for impact, and
• research and education excellence
And we will embed health equality in all we do - taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities.
Our strategy is underpinned by new values and we will work to ensure they are an everyday reality for all:
• we are compassionate,
• we are proud,
• we are inclusive, and
• we are one team
This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.
About the University Hospitals of Leicester NHS Trust:
http://www.leicestershospitals.nhs.uk/aboutus/work-for-us/current-vacancies/
• Deal with Complex queries from suppliers to resolve issues about non-payment, incorrect or late payments, relaying sensitive and sometimes complex information using tact and sensitivity.
• To assist the Purchase to Pay Manager by managing the timely payment of invoices via BACS & actively investigate all discrepancies.
• Ensure that all Accounts Payable processes are challenged daily, and processes adhered to alongside actively challenging Accounts Payable clerks in their day-to-day routines.
• Ensure all Accounts Payable processes are in line with the Trust Standing Financial instructions.
• Support the Purchase to Pay Manager in implementing transformational change and streamlining purchase to pay processes in Accounts Payable to drive the function towards best in class, involving automation of processes.
• Consistent application of standard operating protocols across the payment teams, including but not limited to supplier statement reconciliations.
• Support the Purchase to Pay Manager in implementing the financial improvement plans, grip and control action plans and internal audit actions, relating to Accounts Payable.
• Leading by example, to create and maintain an environment of open communication with all Accounts Payable staff, optimal use of technology training, motivation, and development of the individuals within the team, particularly in the context of an agile working environment.
• Review team goals, ensuring that a high level of accuracy is achieved at all times.
• Review individual team member performance on a monthly basis, and report findings to the Purchase to Pay Manager.
• Establish regular monthly meetings to ensure the team is proficient in the most efficient mechanism to perform their roles.
• Perform annual staff appraisals and monitor all objectives.
• Providing monthly reports to the Purchase to Pay Manager highlighting the issues of quality.
• Manage the legal and threatening letters, ensuring they are all actioned immediately.
• Manage the Payments team mailbox. In addition, manage and sort through all Shared Mailboxes daily, ensuring all vendor and client issues are addressed and responded to within 48 hours.
• To provide training, support, and guidance to all individuals within the payments team.
• To actively review and manage supplier ledgers.
• Register and process creditor invoices & credit documentation on the Purchase Ledger system.
• Process all payments to suppliers and customers and actively investigate all discrepancies.
• Verify vendor accounts by reconciling monthly statements and related transactions, and monitoring and maintaining purchase ledger accounts, Purchase order queries and payment discrepancies.
• The post holder will be required to liaise with all levels of staff within the Trust, including Finance, Procurement, and wider trust.
• To assist the Purchase to Pay Manager by reviewing performance against KPIs, proactively addressing areas of concern.
• To ensure that consistently high standards of customer service are delivered by the Accounts Payable Team.
This advert closes on Tuesday 16 Apr 2024