ACCOUNT PAYABLE ACCOUNTANT

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Please note in order to progress your application, your data will be processed by our 3^rd party recruitment providers - North London Partners Shared Service, who conduct recruitment activities on behalf of The Tavistock and Portman NHS Foundation Trust
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The Tavistock and Portman NHS Foundation Trust is a specialist mental health trust with a focus on training and education alongside a full range of mental health services and psychological therapies for children and their families, young people and adults.
We are committed to improving mental health and emotional wellbeing, believing that high quality mental health services should be available for all who need them. We bring a distinctive contribution based on the importance we attach to social experience at all stages of people's lives, and our focus on psychological and developmental approaches to the promotion of health and the prevention and treatment of mental ill health
We contribute to the pool of ideas through our own research and development, but are also committed to bringing together the best ideas of the time, old and new, from inside and out, together with the most gifted and able professionals in our fields of endeavour. We aim to share our ideas and practice through as many routes as possible.
As a Trust we aim constantly to be evolving in nature and form in relation to the environment in which we work, to ensure that our contribution remains relevant.
The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system., The role of Account Payable Accountant is to assist the Account Payable Manager and the Head of Financial Accounts to ensure that account payable services are carried out in an effective, timely and properly controlled manner., The post holder has responsibility for the processing of suppliers' invoices, and for the payment of expense claims, and for monitoring the funds of the Tavistock and Portman Charitable Fund and the Tavistock Clinic Foundation. The post holder will often liaise with clinicians and non-finance staff to resolve queries and disputes.
This role will ensure payments made accurately and in a timely manner. You will assist to manage the procurement process on Oracle/SBS, provide training to budget holders and cover for AP Manager.

Working for our organisation
The Tavistock and Portman NHS Foundation Trust is a specialist mental health trust with a focus on training and education alongside a full range of mental health services and psychological therapies for children and their families, young people and adults.
The Finance Department consists of around sixteen staff including the Director of Finance and the Deputy Finance Director. The team is split into Management Accounting, Procurement and Financial Accounting. The Trust outsources its general ledger functions to NHS Shared Business Services ("SBS").
The post holder will report to the Head of Financial Accounts and be ultimately responsible to the Director of Finance. The Head of Financial Accounts will manage rather than supervise this role. The post holder will need to handle appropriately all routine enquiries from Trust staff and outside organisations and individuals. The post holder will work closely with Account Payable Manager, Procurement Manager, Finance Officer and budget managers.

Detailed job description and main responsibilities
Supplier Invoices:
+ Encouraging budget managers to respond to notifications from the accounting and procurement systems.
+ Encouraging budget managers to order goods and services via the procurement system
+ Following up queries and issues corrective journals where required.
+ Carrying out complex calculations about payments and deciding how to pursue any overpayments
+ Providing ad hoc spreadsheet reports for analysis as required
Cashflow:
+ Banking cheques and cash received locally
+ Raising manual cheque payments including petty cash reimbursements
+ Raising payment requests for payroll deductions
+ Payments to overseas accounts
+ Assistance with cashflow monitoring and projection.
+ Use of bank websites to produce transaction reports.
+ Schedule the twice weekly payment run for the Deputy Finance Director to approve
+ Arranging emergency payments for members of staff and suppliers via SBS/Oracle
Expense, CPD and Analytic Fee Claims:
+ Checking expense claims received for receipts, dates of journeys, destinations of journeys, reasons for journeys, assignment numbers, claimant signatures, and that the relevant manager has seen and signed the totals
+ Promptly signing and dating all acceptable expense claims, copying the claim, keeping the copy in the file and sending the original to Payroll
+ Checking CPD and analytic fee claims received for receipts, dates, assignment numbers, claimant signatures, and that the relevant manager has seen and signed the totals
+ Promptly signing and dating all CPD and analytic fee claims, copying both forms and receipts, keeping the copies on file and sending the originals to Payroll
+ Promptly notifying any claimants whose travel, CPD or analytic fee claims are unacceptable
Procurement
+ Train staff how to raise requisitions on Oracle/SBS system.
+ Ensure requisitions are created correctly by staff member.
+ Check the goods ordered are appropriate for the requirement of the department
+ Creating purchase orders
+ Receipting Purchase Orders (PO) when admin staff have failed to complete the process
+ Creation of new suppliers on Oracle and forward those details to SBS
+ Reviewing the Non-PO accrual on a regular basis with the Procurement Manager and removing any duplications.
Training:

• The Post Holder will be the first point of call for budget holders that require training for approving Invoices.


• Supporting and Assisting AP Manager in training for admin staff on placing orders, receipting orders and applying financial codes where appropriate.

Cover:
+ Providing cover for AP Manager position when he/she are on leave or not available.
+ Dealing with general queries from non-finance managers and directs more complicated ones to the Head of Financial Accounts.
Other duties:
Any other duties as required by the Head of Financial Accounts. These will include covering for the work of other staff in the section and dealing with creditor and customer enquiries, and training staff including budget managers and petty cash holders.
This is not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the Team Manager / Service Manager.
This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.,
• In submitting an application form, you authorise the Tavistock and Portman NHS Foundation Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process should you be appointed to the post

If you are offered a role with one of the NLPSS partner trusts, as part of pre-employment checks your identity and right to work documentation will be verified remotely (in most circumstances), using a certified identity verification service provider TrustID. You will be asked to capture an image of the relevant documents as well as a "selfie" using your smartphone/tablet (if available) for facial matching. TrustID will also perform a digital address check using Trunarrative and Equifax, which is a soft check and does not leave a footprint on your credit rating. For more information, visit www.trustid.co.uk