Senior Accounts Payable Administrator – Finance Office – 6124 – Band 500
Location: University of Birmingham, Edgbaston, Birmingham UK
Full time starting salary is normally in the range £23,699 to £25,458, with potential progression once in post to £29,471
Band – 500
Full Time – Permenant
Closing date – 6th June 2021
Our offer to you
People are at the heart of what we are and do.
The University of Birmingham is proud to have been a part of the City of Birmingham and the wider region for over 100 years, and we are equally proud to be recognised as a leading global university. We want to attract talented people from across the city and beyond, support them to succeed, and celebrate their success.
We are committed to helping the people who work here to develop through our sector-leading Birmingham Professional programme which provides all professional services staff with development opportunities and the encouragement to reach their full potential. With almost 5,000 professional services jobs in a wide-range of functions in Edgbaston and in our campus in Dubai, there are plenty of opportunities for you to be able to develop your career at the University.
We believe there is no such thing as a typical member of staff and that diversity is a source of strength that underpins the exchange of ideas, innovation, and debate. We warmly welcome people from all backgrounds and are committed to fostering an inclusive environment where diversity is at the heart of who and what we are, and how we work.
Supporting our people to achieve a healthy work/life balance is important both to our employees and to the success of the University and, depending on the role, we offer a variety of flexible working arrangements. We therefore welcome discussions on all forms of flexible working. In addition, you will receive a generous package of benefits including 40 days paid holiday a year, one paid day a year for volunteering, occupational sick pay, and a pension scheme. We also have three high quality subsidised day nurseries.
The University is situated in leafy Edgbaston and there are excellent transport links to our beautiful campus, including main bus routes and a train station on site. On campus we have a state-of-the-art sports centre with pool, shops, places to eat and drink, our own art gallery, museum and botanical gardens.
Find out more about the benefits of working for the University of Birmingham
The post-holder will be expected to process all accounts payable transactions with due regard to the University’s Financial Rules and Regulations, related Payment Procedures and external regulations. The role will need to have knowledge of 3-way matching as well as an excellent eye for detail.
This post will also be required to provide advice, guidance and query resolution to all service users, including liaison with internal departments, students, external suppliers, and other third party contacts.
The role requires excellent IT skills, a sound understanding of accounting concepts and strong communication skills to ensure that services can be professionally managed and good relationships are maintained.
Ensuring that the University only pays legitimate suppliers for goods or services satisfactorily provided.
- The generation of payment runs, including BACS, foreign payments, faster payments, and cheques that comply with the University’s Fiduciary Duties as laid down by the Director of Finance.
- Ensure rejected BACS payments are resubmitted to correct account. This involves liaison with suppliers and colleagues to clear rejection and process payments.
- Ensure all remittances and cheques are sent out with necessary attachments or special requirements.
To support the completeness and accuracy of the University’s expenditure
- Ensure all invoices, and other payment requests are checked with reference to University guidelines and are duly authorised by budget holders and entered onto financial accounting software promptly and accurately.
- Ensure all invoices are received from bona-fide suppliers, are correctly calculated (including VAT) and sufficiently detailed to meet HMRC standards.
- Ensure invoices are received, approved and processed for direct bank payments (i.e. direct debits, CHAPS payments and similar payments).
- Follow up disputed invoices with budget holders and suppliers and ensure disputes are resolved promptly.
- Act as a point of contact with suppliers both by telephone, email and face to face to resolve any issues around payment of invoices and be responsible for certain accounts and their conduct. This may also involve meetings to discuss issues such as account conduct and options for improvement.
- Handle and resolve queries from both suppliers and internal departments.
Stopped accounts – use skills of persuasion to get supplier to remove stop
- Supplier Maintenance – Bank details, remittance.
- Reconcile supplier statements to ensure all liabilities recognised
- Monitor, chase and escalate held documents to ensure they are cleared in a prompt and effective manner
- Undertake other duties commensurate with the grading of the post.
Knowledge, Skills, Qualifications & Experience Required
- Prior experience of working in a large customer focused Accounts Payable environment.
- Adaptable and quick to gain a thorough knowledge of the University’s core computer systems
- Understand financial regulations in relation to all forms of supplier related activities received into the University
- Understand the University’s general accounting policies and procedures.
- Knowledge of Microsoft Access, Excel and Word applications is an advantage.
- Be highly literate, numerate, accurate and analytical.
- High degree of computer literacy and able to understand and learn new systems quickly.
- Excellent communication skills, both written and verbal, tact, discretion and patience are essential.
- Good interpersonal, negotiation and influencing skills.
- Excellent organisation skills and ability to work on a number of different processes at the same time.
- Ability to prioritise own workloads and work under pressure to meet deadlines and targets.
- Work well within a team environment, and provide support to other team members.
- Be adaptable in approach to work, including a commitment to work flexible hours to give the best customer service.
Informal enquires to Roberto Lavella, email: R.Lavella@bham.ac.uk
Valuing excellence, sustaining investment
We value diversity and inclusion at the University of Birmingham and welcome applications from all sections of the community and are open to discussions around all forms of flexible working.