The role
supports cash flow management, maintains strong supplier relationships, and provides reliable financial information to management and external stakeholders where required.
Right to Vary Job Description:This job description reflects the role as currently defined. The organisation regularly reviews job descriptions to ensure they accurately reflect the duties being performed or to incorporate operational changes. Reviews will be conducted in consultation with the post-holder. While agreement will be sought on reasonable changes, the organisation reserves the right to amend the job description in line with the role's grade and business requirements following consultation.
Key Objectives:
1. Administer the Purchase Ledger with accurate and timely ERP postings in line with company policy
2. Ensure effective communication with suppliers and internal stakeholders regarding invoices, queries, and payments
3. Work closely with the AP & AR Supervisor to deliver consistently high-quality outputs and strong service levels.
4. Contribute to continuous improvement initiatives within the Finance function
Key Duties & Responsibilities:Purchase Ledger & Payments
5. Process purchase order, manual invoices and credit notes, obtaining appropriate authorisation in line with company policy.
6. Prepare weekly and ad-hoc payment runs in line with supplier terms and cash flow forecasts
7. Process payment runs through the ERP system and banking platform, and distribute remittance advice.
8. Ensure all bank statement payments are accurately posted and reconciled
9. Maintain a high level of on-time payments and retain records for payment practices reporting
Supplier & Internal Liaison
10. Work closely with the Purchasing team to resolve invoice and pricing queries
11. Manage supplier correspondence and complete supplier statement reconciliations
12. Handle pro forma invoices, unallocated payments, and supplier returns
13. Manage aged GRNI balances, deferment statements, and petty cash where applicable
Forecasting, Reporting & Compliance
14. Forecast monthly payments inline with operating cashflow targets, providing weekly updates
15. Provide accurate information to management and external stakeholders when required
16. Support internal and external audits by providing documentation and explanations
17. Maintain accurate filing and scanning of all purchase ledger documentation
Process Improvement & Team Support
18. Maintain up-to-date process documentation for the role
19. Support cross-training within the Finance team to ensure resilience
20. Assist the AP & AR Supervisor with business improvement initiatives, ad-hoc analysis, and projects
General Responsibilities
21. Contribute to the overall effectiveness and reputation of the Finance function
22. Ensure effective communication at all levels of the business
23. Adhere to all company policies, procedures, and internal controls
24. Maintain a safe, compliant, and efficient working environment
25. Ensure optimal use of systems, equipment, and resources
26. Demonstrate flexibility, including working longer hours during peak periods where necessary
27. Participate in project teams and cross-functional initiatives as required