Accounts Payable Clerk

The Norwich BioScience Institutes; Norwich; On-site; GBP 23,000 - 28,000; Part time

Job description

Job Title: Accounts Payable Clerk
Post Number: 1004886
Closing Date: 28 Apr 2025
Grade: SC8
Starting Salary: £23,493-£28,000 (Salary will be pro-rata, based on a full-time 37 hour week)

Hours per week: 22.5
Months Duration: Indefinite

Job Description

Main Purpose of the Job

The role of the Accounts Payable Clerk is to process transactions as accurately and effectively as possible. This includes:

1. Entering invoices onto computer systems
2. Matching invoices to purchase orders and querying variances
3. Checking invoices for accuracy, VAT treatment and payment terms
4. Processing expense claims via an online system
5. Obtaining valid internal authorisation for transactions
6. Monitoring finance inbox queries and invoice printing
7. Ensuring invoices are correctly coded in the general ledger
8. Arranging payment of foreign currency invoices
9. Collecting, distributing and scanning post
10. Creating new standing data e.g. supplier accounts
11. Updating records of standing data
12. Routine accounting controls
13. Extracting information from ledgers
14. Processing payment runs
15. Answering queries from suppliers, customers, budget holders and auditors

Key Relationships

Regular interaction across all levels in finance and purchasing. Dealing with all individuals in all institutes with regards to payment of invoices. Interaction with suppliers.

Main Activities & Responsibilities

Percentage

1. Invoice and Expenses Transaction Processing
   70%
   • Entering invoices onto computer systems.
   • Matching invoices to purchase orders and querying variances.
   • Checking invoices for accuracy, VAT treatment and payment terms.
   • Processing expense claims via an online system.
   • Obtaining valid internal authorisation for transactions.
   • Monitoring finance inbox queries and invoice printing.
   • Ensuring invoices are correctly coded in the general ledger.
   • Arranging payment of foreign currency invoices.
   • Collecting, distributing and scanning post.
2. Database Maintenance
   15%
   • Creating new standing data e.g. supplier accounts.
   • Updating records of standing data.
3. Ledger Analyses and Reports
   15%
   • Answering queries from suppliers, customers, budget holders and auditors.
   • Extracting information from ledgers.

As agreed with line manager, any other duties commensurate with the nature of the role.

Person Profile

Education & Qualifications

Requirement Importance
5 GCSEs grades A-C including Maths and English or an equivalent qualification: Essential
AAT Level 2 certificate in accounting or an equivalent: Desirable

Specialist Knowledge & Skills

Requirement Importance
Excellent computer skills, including Microsoft Office 365: Essential
Knowledge of Great Plains software package: Desirable
Knowledge of online expense systems: Desirable
Knowledge and understanding of VAT: Desirable

Requirement Importance
Experience of working in a multi-company environment: Essential
Significant experience of processing invoices and expenses: Essential
Recent experience working in a finance team in an accounts payable role: Essential
Previous experience of working for a charity: Desirable

Interpersonal & Communication Skills

Requirement Importance
Good communication skills both written and verbal: Essential
Excellent organisational skills to manage own workload: Essential
Good interpersonal skills, with the ability to work well as part of a team: Essential
Ability to work with precision and accuracy: Essential
Customer focused: Essential
Willingness to help others and be flexible: Essential

Additional Requirements

Requirement Importance
Promotes equality and values diversity: Essential
Willingness to embrace the expected values and behaviours of all staff at the Partnership, ensuring it is a great place to work: Essential
Attention to detail: Essential
Keen to continue to learn and adapt: Essential
Able to present a positive image of self and the Partnership, promoting both the international reputation and public engagement aims of the Partnership: Essential

Who We Are

NBI Partnership

The NBI Partnership provides non-scientific services to the John Innes Centre (JIC), Quadram Institute Bioscience (QIB), Earlham Institute (EI) and The Sainsbury Laboratory (TSL). All of these organisations carry out scientific research funded by the UK Government, European Union, Charitable and Industrial Sponsors. The Partnership employs around 140 staff to cater for the needs of approximately 1100 Research Staff, Students and Visiting Scientists who are all located in close proximity on the Norwich Research Park.

The John Innes Centre, Quadram Institute Bioscience, the Earlham Institute and The Sainsbury Laboratory are registered charities (No’s 223852, 1058499, 1136213 and 106550) and are Equal Opportunity Employers.

This position is based within the NBI Partnership finance team.

Accounts Payable Clerk

The Norwich Bioscience Institutes Partnership (NBIP) has an exciting opportunity for an Accounts Payable Clerk to join their busy Finance department.

Background:

The Norwich Bioscience Institutes are a cluster of internationally renowned research organisations, working to tackle major challenges of the 21st Century – the sustainability of our environment, our food supplies and healthy ageing.

The NBI Partnership provides high quality, non-scientific support services for the diverse community of staff, students and visiting workers at the Institutes (the Earlham Institute, John Innes Centre, The Sainsbury Laboratory and Quadram Institute Bioscience) and for the NBI Partnership.

Based on the Norwich Research Park amongst 230 hectares of parkland, you will be joining a committed, professional and welcoming team. In addition, you will enjoy a competitive salary and annual leave, our defined contribution pension scheme, excellent recreational facilities and a range of other employee benefits.

The Finance department is responsible for dealing with all finance matters for the main organisations on site and other subsidiary companies. Financial services provided include Management Accounts, Petty Cash, Expense Claims, Budgeting and Grant Accounting. They also deal with all Statutory Accounting, VAT and Taxation issues.

The role:

The Accounts Payable Clerk will be required to process payable transactions such as invoices, expenses and payments accurately and effectively. Candidates should have experience in finance and fundamental knowledge of accounts payable processes. High attention to detail, integrity and good communication skills, as well as being a team player with a supportive attitude are key traits needed for this role.

The ideal candidate:

The ideal candidate will have 5 GCSEs (at grade A-C) including Mathematics and English, or equivalent. AAT level 2 qualification or experience on Great Plains software would be advantageous.

The successful candidate should also have good attention to detail and be an excellent team player. Additionally, excellent computer skills (including Microsoft Excel) and experience of processing invoices are essential.

Additional information:

Salary on appointment will be within the range £23,493 to £28,000 pro-rata, per annum depending on qualifications and experience. This is a part-time post offered on an indefinite basis.

Please note, this post does not meet UKVI requirements to provide visa sponsorship.

The NBI Partnership is an equal opportunities and disability confident employer. We are committed to attracting, recruiting and retaining the best talent, and welcome all applications.

The closing date for applications will be 28 April 2025

We reserve the right to close the advert prior to the closing date stated should we receive a high volume of applications. It is therefore advisable that you submit your application as early as possible to avoid disappointment.