Accounts Payable Clerk

Accounts Payable Clerk

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

• 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
• Creating new standing data e.g. supplier accounts
• Updating records of standing data
• Routine accounting controls
• Extracting information from ledgers
• Processing payment runs
• Answering queries from suppliers, customers, budget holders and auditors

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.

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.
• Creating new standing data e.g. supplier accounts.
• Updating records of standing data.
• Routine accounting controls.
• Extracting information from ledgers.
• Processing payment runs.
• Answering queries from suppliers, customers, budget holders and auditors.

Database Maintenance (15%)

• Creating new standing data e.g. supplier accounts.
• Updating records of standing data.

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.

• 5 GCSEs grades A-C including Maths and English or an equivalent qualification (Essential)
• AAT Level 2 certificate in accounting or an equivalent (Desirable)

• 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)
• Significant experience of processing invoices and expenses (Essential)
• Recent experience working in a finance team in an accounts payable role (Essential)
• Experience of working in a multi company environment (Essential)
• Previous experience of working for a charity (Desirable)

• Good communication skills both written and verbal (Essential)
• Excellent organisational skills to manage own workload (Essential)
• Good interpersonal skills, with 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)

• Attention to detail (Essential)
• Keen to continue to learn and adapt (Essential)
• Able to present a positive image of self and the Partnership (Essential)
• 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)
• Willingness to work outside of standard working hours when required (Essential)
• Ability to maintain confidentiality and security of information where appropriate (Essential)

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…