Accounts Payable Assistant

Times Higher Education; London Borough of Harrow; Hybrid; GBP 30,000

Job description

HYBRID / LOCATION (1 - 2 days/week in the office)

SALARY: £30,000 per annum

Times Higher Education is the data provider underpinning university excellence in every continent across the world. As the company behind the world’s most influential university ranking, and with almost five decades of experience as a source of analysis and insight on higher education, we have unparalleled expertise on the trends underpinning university performance globally. Our data and benchmarking tools are used by many of the world’s most prestigious universities to help them achieve their strategic goals and our events series act as the home of higher education thought leadership around the world.

Scope and Objectives

Reporting to the Accounts Payable Manager, the Accounts Payable Assistant will work to effectively manage the Accounts Payable function to deliver a service within, and on behalf of, the Finance Department. The role will provide an efficient and customer-focused Accounts Payable service by managing and supporting processes in all areas.

The role will require some flexibility around hours given that the role encompasses international Businesses in the group and therefore different time zones.

Key Responsibilities

• Processing payment preparation cycles for: supplier invoices, staff expense claims, corporate credit cards and contributor invoices.
• Bank reconciliations
• Preparing payment batches through NetSuite into Banking Portals
• Preparing urgent and international manual payments on Banking Portals
• Preparing supporting paperwork for remote bank account payment approvers
• Reconciling supplier accounts in NetSuite, posting journals where appropriate.
• To receive invoices and ensure entry to the Docupeak logging system, ensuring they are entered correctly (including VAT/equivalent sales tax coding) and sent to the correct Department for approval
• To keep track of outstanding Purchase Orders and close when necessary
• To complete supplier statement/account reconciliations on a periodic basis
• To check all employee expenses submitted are coded correctly for VAT/equivalent sales tax, authorised and are per the Group expense policy
• To manage the Group Corporate Credit Cards and ensure that holders are submitting the expense detail in a timely manner and keeping within the Group Corporate Card policy
• To handle queries from suppliers and across the business
• To check all updates have been processed through NetSuite and any problems highlighted and reported to the Finance Manager
• To review and follow up on any unauthorised invoices on a timely basis
• To review and action items in query on AP, Expense & Contributions ledgers
• To review and action credit balances on AP, Expense & Contributions ledgers
• To ensure prompt turnaround of unauthorised invoices to cost centre heads once logged on the system
• Follow controls around new supplier creation and bank account changes
• To ensure all items are coded and logged into the system correctly
• To ensure VAT/equivalent sales tax is reclaimed where appropriate
• To ensure filing is carried out regularly
• To ensure timely journal completion and that support is attached to backup the posting
• To ensure month end close and balance sheet reconciliations are completed monthly per the month end timetable
• To check input of journals and manual/cancelled cheques
• To track manual cheques, returned and stopped cheques
• To keep manual and cheque payments to a minimum
• To assist with system testing where appropriate
• To document AP processes and key controls and maintain as required, making recommendations for improvement where necessary
• To ensure strong financial controls are in place surrounding AP, making improvements where necessary
• To ensure that key AP financial controls are working effectively
• To ensure that the AP functionality of the accounting system is being fully utilised in an efficient manner
• To maintain good relations with other departments within THE

Essential Skills/Qualifications/Attributes

• Systems knowledge including Microsoft applications and ideally NetSuite or similar cloud-based enterprise solutions. Familiarity with online banking platforms.
• Ability to manage high volume without compromising quality. Excellent organisational and time management skills with impeccable attention to detail.
• Excellent communication skills both written and verbal
• Excellent administration skills
• Strong interpersonal and relationship building skills
• Strong intellect, ability to work with verbal & numerical issues.
• Calm, self-motivated and customer orientated
• Proactive, conscientious and has a can-do attitude
• Able to work on own initiative and with a team in a fast-paced environment
• Desire to provide an excellent service to the business
• Has a common sense approach and is realistic and practical in their advice and ways of working
• Takes care and pride in their work

Experience

• Previous Accounts Payable experience within a similar role
• Previous bank reconciliation experience
• Strong communications skills
• Intermediate Microsoft skills