Job Description and Person Specification (HR5)
Post Number: /
Job Description
School/Department: / Professional Services, Finance / Accounts Payable
Post Title: / Accounts Payable Team Leader/ Administrator
Please enter Level under appropriate Career Pathway / ERE / TAE / MSA / CAO / R.Nurse / Clinical
3
ERE Category / Academic Posts / Non-Academic Posts
Academic
(mixed) / Research
only / Teaching
Only / Enterprise / Education Development
Posts Responsible to (and Level): / Deputy Head of Expenses, Purchasing and Payments
Posts Responsible for (and Level): / Admin team 3 posts
Job Purpose:
Oversee the day to day workload of the administration team ensuring the smooth and timely process of documentation. Identify team training needs as well as individual needs through the PPDR process. To promote best practice across the wider University, streamlining processes and identifying and implementing system improvements. Checking and authorising payments prior to input. Selecting and completing weekly payment runs. Provide an excellent customer care service to externalsuppliers, staff and students.Be able to complete stat processes and MI information from the agresso system.
Ensure key processes are completed when required, HMRC intrastat submission, Online expense posting, monthly stats, bank transfers, quarterly studentship files processed and payment runs relating to this completed.
Knowledge of the various VAT charges required for purchasing goods in the UK, EU and overseas.
Key Accountabilities/Primary Responsibilities:
  1. To develop and maintain appropriate operational procedures in delivering a range of administrative functions.
  1. Plan and prioritise the duties/workloads of the team ensuring the timely process of all documentation.
  1. To promote best practice across the University and to play a key role in the communication plan and execution.
  1. Complete annual PPDR’s identifying training needs and objectives.
  1. Play a key role in developing and enhancing working relationships with the Expense and Purchasing team.
  1. Any other duties of a similar nature as directed by the Deputy Head of Expenses, Purchasing and Payments.
/ % Time
30
20
25
15
10
Internal & External Relationships: (nature & purpose of relationship)
The development of strong, trustworthy relations with both internal (end users and academics) and external suppliers.
Special Requirements:
Excellent communication skills to deal with the more complex queries received within the team. Be able to work under pressure and to dead lines at key times of the year. Must possess strong organisational skills and be able to priorities workloads. Ability to ensure that security is maintained when dealing with payment procedures.
Play a key role in implementation of any new processes required.
Have a good understanding of the accountancy requirements for a finance system
Person Specification
Criteria / Essential / Desirable / How to be assessed
Qualifications, Knowledge and Experience:
Equivalent to A level, AAT, NVQ.
Proven experience of working for a large organisation in a Purchase and or Payables environment
Working to dead lines and under pressure
Working experience of Agresso Systems or another ERP e.g. SAP
Working experience of MS Office, particularly excel. / Yes
Yes
Yes
Yes
Yes / Interview
Copy documentation detailing past working experience.
Supply details of systems already used.
Planning and Organising:
Good Planning and organisation skills required to prioritise the teams work as well as your own. / Yes
Problem Solving and Initiative:
Ability to resolve complex issues and communicate outcomes logically.
Initiate new practices to enhance the working efficiency of the team. / Yes
Yes
Management and Teamwork:
Effective team working to achieve the core objectives of the department
Positively influence the way a team works together
To ensure staff are clear about changing working priorities and service expectations / Yes
Yes
Yes
Communicating and Influencing:
Good communication skills both written and oral.
Deliver an excellent Customer Care Service.
Able to offer proactive advice and guidance / Yes
Yes
Yes
Other Skills and Behaviours:
Ability to multi task.
Be calm but firm when working under pressure
and with difficult personnel. / Yes
Yes
Special Requirements:

Job Hazard Analysis Form - Appendix to Job and Person Specification

Please tick one of the following statements:

This post is an office-based job with routine office hazards e.g. use of VDU (if ticked, no further information needs to be supplied) / 
This post has some hazards other than routine office e.g. more than use of VDU

Please tick all those that apply, and put N/A if not applicable

Environmental Exposures / O* / F / C
Outside work
Extremes of temperature (e.g. fridge/ furnace)
Potential for exposure to body fluids ##
Noise (greater than 80 dba - 8 hrs twa) ##
Exposure to hazardous substances (e.g. solvents, liquids, dust, fumes, biohazards). Specify …………………………………………………………. ##
Frequent hand washing
Ionising radiation.
Equipment/Tools/Machines used
Food Handling ##
Driving university vehicles(e.g. car/van/LGV/PCV) ##
Use of latex gloves (note: prohibited unless specific clinical necessity) ##
Vibrating tools ( e.g. strimmers, hammer drill, lawnmowers) ##
Physical Abilities
Load manual handling.
Repetitive Crouching/Kneeling/Stooping
Repetitive Pulling/Pushing
Repetitive Lifting
Standing for prolonged periods
Repetitive Climbing i.e. steps, stools, ladders
Fine motor grips (e.g. pipetting)
Gross motor grips
Repetitive reaching below shoulder height
Repetitive reaching at shoulder height
Repetitive reaching above shoulder height
Psychosocial Issues
Face to face contact with public
Lone working
Shift work/night work/on call duties ##

O – Occasionally (up to 1/3 of time); F – Frequently (up to 2/3 of time); C – Constantly (more than 2/3 of time) ## denotes to HR the need for a full PEHQ to be sent to all applicants for this position.

FOR SCHOOL/SERVICE USE ONLY / ResourceLink Post Number
Which post does this job report to
Is this post a Line Manager? / Yes / No
If yes, which posts directly report into it? / ResourceLink Post Number
Post 1
Post 2
Post 3
Post 4
Post 5
Post 6
Post 7
Post 8
Please add additional rows as required

1