Accounts Payable Manager

Recruiter
University Hospitals Coventry and Warwickshire
Location
Coventry, West Midlands, United Kingdom, United Kingdom
Salary
Competitive salary
Posted
23 Jul 2021
Closes
25 Jul 2021
Ref
32891091807
Experience level
Manager
University Hospitals Coventry and Warwickshire (UHCW) NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.

We are extremely proud of our skilled employees across our hospital sites in Coventry and Rugby, with high quality patient care positioned at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a national and international leader in healthcare.

By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities.

There has never been a better time to join our team.

Job overview

Management of the Accounts Payable section and responsible for ensuring that supplier invoices and credit notes are processed promptly and accurately in accordance with the Trust's Standing Financial Instructions, internal office procedures and the statutory obligation to comply with the Public Sector Prompt Payment Policy. Motivation, fostering continuous learning and catering to the welfare of the Accounts Payable team. Also involves providing accounting information to assist with the preparation of interim and annual accounts particularly in respect of the Agreement of Balances exercise.

Main duties of the job

We are looking for a diligent, well organised and self-motivated individual to oversee the Accounts Payable function of the Trust and manage a Team of nine staff members.

The ideal candidate will need to be able to manage and cater to the needs of a large team, allocate tasks, improve current productivity and achieve team KPI's. They will need to be able to drive process improvement, aided by good technical system awareness and by constantly striving to innovate the Trust's Accounts Payable operations.

Reliable and enthusiastic with good attention to detail, this person will need to be able to work accurately to tight deadlines. Also possess excellent verbal and written communication skills.

Experience of supervising a large team is desirable.

Working for our organisation

University Hospitals Coventry and Warwickshire (UHCW) NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.

We are extremely proud of our skilled employees across our hospital sites in Coventry and Rugby, with high quality patient care positioned at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a national and international leader in healthcare.

By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities.

There has never been a better time to join our team.

Detailed job description and main responsibilities
As part of our commitment to patients and delivery of a world class service for all we have created the UHCW Improvement (UHCWi) System in partnership with the Virginia Mason Institute in Seattle; this involves a structured approach to removing waste and putting the patient first using a lean management system and methodologies. Our culture and ways of working reflect and embed the practices and methodologies of UHCWi. You are expected, where identified, to attend and complete relevant training and development opportunities to support this. This may include Lean for Leaders, Advanced Lean Training, and the Human Factors Programme, amongst others. Full attendance and completion of identified courses is considered essential and a pre requisite for this post.

CORE

  • Ensuring that workloads are organised and monitored appropriately. Co-ordinating, monitoring and reviewing own activities and those of the Accounts Payable section to optimise the use of resources, ensuring that the activities of the section are completed within agreed timescales.


  • Ensuring that all supplier invoices and credit notes are accurately registered, either automatically or manually and payments are made promptly to correct suppliers in accordance with the Trust's Standing Financial Instructions, internal procedures and the Public Sector Prompt Payment Policy. Also involves resolving anomalies on invoices and escalation of suppliers on stop.


  • Ascertaining that all Non Purchase Order Invoices are properly certified by authorised receiving officers, accurately coded in accordance with the Financial Chart of Accounts and correctly posted to the Accounts Payable system in order to provide correct recording of expenditure and payment to suppliers.


  • Maintaining an effective working relationship with other staff within the Accounts Payable section, other officers of the Trust and suppliers of goods and services to ensure the delivery of a professional service focused on delivering a high level of customer satisfaction.


  • Carrying out regular reviews of the working practices within the Accounts Payable section. This involves continuously identifying better and more streamlined ways of working and ensuring all implemented changes are documented in the procedure notes of the function.


  • Ensuring supplier account statements are reconciled periodically, by identifying any discrepancies between accounts and the Suppliers Statements and requesting copies of missing documentation.


  • Overseeing the external storage of the Accounts Payable invoices ensuring they are kept in line with the Trust retention policy.


  • Maintaining a filing system in accordance with departmental procedures, ensuring that stored material is readily retrievable to resolve any queries that may arise.

  • SYSTEM

  • Partaking and contributing to the strategic overhaul of the Trust's Procurement to Pay system.


  • Monitoring the Trust's Cloudtrade portal and ensuring that all invoices submitted via this platform are successfully carried through to the Accounts Payable module.


  • Setting up new supplier templates and maintaining existing ones for the implementation of optical character recognition registration where applicable.


  • Working in liaison with the system and financial accountants in improving and maintaining the efficiency of the system, including assisting in troubleshooting the system in the event of rare anomalies.


  • Downloading and preparing Accounts Payable data obtained from supplier websites (e.g. Vodafone) on spreadsheets and manipulating into a format suitable for upload onto the Accounts Payable module.


  • Producing monthly reports to identify duplicate payments, duplicate supplier set up, and monitoring supplier details are verified to payee details contained on the relevant supplier invoices.

  • STAFF MANAGEMENT

  • Ensuring the wellbeing, motivation and continuous development of the Accounts Payable staff members.
  • Assisting with the recruitment and selection of Accounts Payable staff where appropriate.
  • Ensuring the completion and accuracy of employment documentation within the procedural guidelines.
  • Undertaking staff appraisals, setting objectives and reviewing training and development needs to ensure that individuals are given the opportunity to develop their career potential and the Trust and Divisions' Business Plan is met.
  • Managing staff absence ensuring that areas are adequately and appropriately staffed.
  • Monitoring and reviewing any staff sickness absence in accordance with Trust policies and procedures.
  • Taking responsibility for first line discipline of Accounts Payable staff and participating in the Trust's Grievance and Disciplinary Procedure.
  • Producing and maintaining financial procedures for related areas of work to ensure activities are controlled and to assist training of new staff.


  • OTHER CONDITIONS

    This job description is intended to provide a broad outline of the scope and competencies of the post. It will be reviewed with the post holder at least annually, as part of the appraisal process during which specific performance objectives will be discussed and agreed with the post holder.

    Between these formal reviews the post holder may be expected to undertake other work, as required, in accordance with the grade and nature of the post.

    The postholder will comply with health and safety legislation, promoting high standards and acting immediately on hazards or unsafe practices in conjunction with other staff.

    The postholder will participate in self-development activities to develop their skills and competencies against

    Person specification

    Qualifications
    Essential criteria
    • See supporting documents


    Desirable criteria
    • See supporting documents


    Experience
    Essential criteria
    • See supporting documents


    Desirable criteria
    • See supporting documents


    Knowledge
    Essential criteria
    • See supporting documents


    Desirable criteria
    • See supporting documents


    Skills
    Essential criteria
    • See supporting documents


    Recruiting to Values

    To ensure that we provide world-class patient care, UHCW recruits people that can demonstrate the Trust's Values and Behaviours in their everyday life. Therefore, if you are invited to interview, you will be undertaking a Values Based Interview/Assessment, which explores not only what you do but how and why you do it.
    Before applying, we encourage you to review the Trust's Values and Behaviours Framework and Values Based Recruitment Factsheet which can be accessed on the right side of this page under the job description.
    The Supporting Information Section in your application should therefore reflect your understanding of the Trust's Values and associated Behaviours. You will be expected to provide us with examples from work experience and/or personal life which demonstrate these values through your behaviour.
    All correspondence will be sent by email; please check your account regularly including your Junk/SPAM folders

    If you are invited to attend interview you will be asked to set up an account with the Trac recruitment system in order to confirm your interview time

    If you are identified as the successful applicant and are currently not being paid by the Trust (new starter), depending on you level of exposure with patients you may be required to undertake a Standard or Enhanced DBS. The cost of this check will be charged to you and will be deducted from your salary over the first 3 months of employment at the current rate.

    The University Hospitals of Warwickshire and Coventry is located in the West Midlands and is home to one of the largest teaching hospitals in England. Our mission to Care, Achieve and Innovate is demonstrated in our reputation for innovation, teaching and research and high quality patient care. University Hospital in Coventry is one of the most modern healthcare facilities in Western Europe.

    The Trust is committed to Equal Opportunities within the workplace. All vacancies will be considered for Job Share unless otherwise stated. All applicants who have a disability and who meet the minimum criteria for the job will be interviewed. Where a post has an overwhelming response, this Trust may use random selection in order to reduce numbers to interview, any disabled applicants will automatically be guaranteed an interview and will be exempt from this process.

    The Trust is committed to flexible working opportunities including job share.
    Childcare Voucher Scheme available to help with the cost of childcare. University Hospitals has an on site Nursery at Coventry.

    In submitting an application form, you authorise University Hospital Coventry & Warwickshire NHS Trust to confirm from your previous or current NHS employer and other prior employers; previous NHS service details and personal data held about you, including Occupational Health data (inoculations and screening tests). This data will be transferred using NHS Electronic Staff Record and third party systems via an automated process and only used for the purposes of obtaining and maintaining accurate employment records, should you be appointed to the post."

    Documents to download
    • Accounts Payable Manager - JD ( PDF , 168.0 KB )
    • Accounts Payable Manager - Person Spec ( PDF , 182.1 KB )
    • How to complete an application form & Values Fact Sheet ( DOCX , 874.6 KB )
    • Welcoming Applicants with a Disability ( PDF , 53.2 KB )

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