Job Description
Job Purpose
To support the Financial Controller by leading and managing all day-to-day Purchase Ledger activities, ensuring the function operates efficiently, accurately, and in line with company standards. This role is responsible for delivering excellent service to internal stakeholders and suppliers, developing the Purchase Ledger team, and contributing to the achievement of departmental objectives.
Key Accountabilities
* Team Leadership & DevelopmentRecruit, train, motivate and develop Purchase Ledger staff, ensuring the team has the knowledge, capability and engagement required to achieve departmental goals. Conduct regular performance appraisals and take full line-management responsibility for the Purchase Ledger team.
* Hands-On Operational SupportSupport daily processing activities and maintain a hands-on approach to ensure smooth and timely workflow across the Purchase Ledger function.
* Invoice & Statement ProcessingProcess Group Office and central overhead invoices, credit notes and statements accurately and within required timeframes.
* BACS Payment ProcessingCollate and verify mid-month and month-end BACS payment files, submitting them for approval and ensuring timely supplier payments.
* Supplier Statement ReconciliationEnsure the team performs accurate and timely supplier statement reconciliations, supporting correct and reliable payment runs.
* Petty Cash & ExpensesProcess petty cash requests and company credit card expenses promptly and in accordance with internal policies.
* VAT ComplianceEnsure all Purchase Ledger processes comply with VAT regulations, including handling pro-forma invoices, postponed VAT and invoice validation requirements.
* Stakeholder & Supplier SupportProvide high-quality, proactive support to internal departments and maintain strong relationships with suppliers through clear and professional communication.
* Credit Note ManagementOversee the management of credit note requests, ensuring the team promptly secures all credits due to the company.
* Supplier Setup & CommunicationComplete new supplier credit applications and work closely with the Buying Team to ensure accurate and complete information.
* Supplier Master Data ManagementOversee the setup of new suppliers and updates to existing records, ensuring compliance with company security procedures, including bank detail verification.
* Fraud PreventionIdentify risks and maintain robust controls to safeguard against fraudulent activity relating to supplier accounts and payments.
* Foreign Currency PaymentsManage the Purchase Ledger interaction with the Buying Department for foreign currency transactions, ensuring accuracy and compliance.
* GRNI (Goods Received Not Invoiced) ManagementOversee the investigation and reconciliation of GRNI balances, ensuring accuracy and full auditability.
* Process ImprovementDrive continuous improvement across Purchase Ledger processes, identifying opportunities to enhance efficiency, accuracy and service delivery.
* Housekeeping & ComplianceLead on Purchase Ledger housekeeping tasks, including maintaining authorisation records, filing systems and direct debit listings.
* Project SupportContribute to wider company projects when required, providing financial insight and support from a Purchase Ledger perspective.
Person Specification
Essential Skills & Experience
* Experience managing a Purchase Ledger team, including recruitment, training, appraisals and performance management.
* Strong background in handling high volumes of invoices within a mid-to-large organisation.
* Excellent planning, organisational and workload-prioritisation skills for both self and team.
* Strong time-management skills with the ability to work to deadlines.
* Proactive, solutions-focused approach with strong problem-solving ability.
* Logical, analytical mindset with high attention to detail.
* Strong IT skills including Excel and Microsoft Office.
* Excellent communication and interpersonal skills.
* Solid understanding of VAT rules relating to accounts payable.
* Broad understanding of finance functions and how they operate within a business.
Desirable Skills
* Studying towards or holding a recognised finance/accounting qualification.
* Experience using Open Accounts finance software.
Personal Attributes
* Strong interpersonal skills with the ability to communicate effectively at all levels.
* Self-motivated, confident and assertive.
* Flexible and adaptable approach to work.
* Professional, supportive and team-oriented mindset.
£35,000Office based / Full time / 37.5 hours / near Ferndown
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