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Purchase Ledger Assistant

Closing date
23 Feb 2021

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Contract Type
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Job Details

Job Title: Purchase Ledger Assistant - Temporary

Department/Location: Office based in Bridgwater/Home working during lockdown

Reports to: Financial Controller

Staff Responsibilities: N/a

Hours of work: 9am to 3pm - Monday to Friday (30 hours)

Summary of Position:

This role is primarily concerned with controlling and maintaining all aspects of the Vapormatt Purchase Ledger.

To ensure that all supplier invoices and employee expense claims are appropriately authorised and correctly recorded on Sage, ready for payment in accordance with agreed terms.

Be responsible for maintaining the Purchase Ledger as an accurate and complete record of all expenses that have been incurred by the company and reflects its current liability to its suppliers.

The duties associated with this role are not limited to those listed below and may also not extend to include all those listed below; the scope will be dependent on the capability of the applicant or circumstance of the department and as such the job role may be subject to change.

It should be understood that this position requires handling information of a sensitive and often personal nature. All sensitive information (including all information that could potentially be deemed 'sensitive') is to be kept confidential and not disclosed to any individual who is not a member of the Accounts Department (within the confines of the Data Protection Act, 1998) unless otherwise instructed.

Primary Responsibilities

Invoice Processing:
  • Match and check purchase invoices to goods received notes or purchase orders
  • Obtain authorisation for invoices not linked to a purchase order
  • Identify queries and liaise with suppliers or internal departments for resolution
  • Input invoices onto Sage 200 ensuring that the coding and processing is accurate and complies with company requirements and current legislation
  • Generate payment runs from Sage and check they are correct prior to submitting for authorisation

Supplier Data:
  • Set up Supplier accounts on Sage in accordance with company processes
  • Ensure supplier account details are accurate

Supplier Statements:
  • Reconcile supplier statements on a monthly basis ensuring that all discrepancies are resolved quickly

Employee Expenses:
  • Download employee expense claims from EWA (online system)
  • Reconcile receipts to expense claims and ensure VAT calculations are accurate
  • Input expense claims onto Sage and ensure payments are ready for processing

Barclaycard Statements:
  • Download Barclaycard statements and issue to all cardholders on a monthly basis
  • Once authorised, reconcile receipts to statements and ensure VAT calculations are accurate
  • Input transactions onto Sage

Admin duties:
  • General accounts filing
  • Distribution of daily post
  • Answer incoming telephone calls including overflow calls from Reception

Providing cover within the Finance department as required

Note: This job profile is not exhaustive and will be subject to periodic review. It may be amended to meet the changing needs of the business. The post-holder will be expected to participate in this process.

Personal Specification

Qualifications & Training
  • Essential: Educated to GCSE level - must have GCSE Maths at Grade C level or above. Good knowledge of Microsoft suite of products, especially Excel.
  • Desirable: AAT

  • Essential: Proven experience of invoice processing in an accounts environment. Previous experience of SAGE Accounts system. Sound understanding of ledger procedures.
  • Desirable: Previous experience of SAGE 200.

Qualities and Attitude
  • Essential: Ability to positively participate in a team environment. Proactive approach to internal and external customer service.
  • Desirable: Ability to work to, and sometimes implement, processes.

  • Strong personal organisational skills
  • Problem-solving approach
  • Good interpersonal skills
  • Multi-tasker
  • Assertive
  • Customer service focus
  • Effective communicator, on phone, in writing and in person
  • Logical and Solution focused
  • Highly numerate and data rationale
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