Purchase Ledger Clerk

To work as a member of a team responsible for ensuring that suppliers' invoices and credit notes are processed promptly and accurately in accordance with the Trusts' Standing Financial Instructions, internal office procedures and the statutory obligation to comply with the Better Payments Practice Code, Planning and organising own work schedule, with the ability to work independently, to ensure that activities are completed within agreed timescales to deliver an efficient and effective service. Reconciling invoices received and registered on a weekly basis. Ensuring personal workload meets required targets on a weekly basis to achieve BPPC.
Processing suppliers' invoices and credit notes on the purchase ledger system, ensuring that all fields are accurately completed. This requires a high level of concentration, accuracy and speed as the volume of invoices processed for payment is high (circa 130k invoices per annum for the Trust). Payments are required to be made promptly in accordance with the Trusts' Standing Financial Instructions, internal procedures and the Better Payments Practise Code (BPPC)
All Invoices are processed according to weekly payment run deadlines. Each invoice is verified against the payment report to ensure that it has been input correctly and that accurate payments are made within the timescale required to meet the criteria for BPPC.
Checking that all suppliers' invoices and credit notes are accurate and validated against purchase orders. Evidence that goods/services have been received, or for non-purchase order invoices that they are properly authorised and coded correctly. When registered on the Trusts' purchase ledger system, where discrepancies are found these need to be resolved to provide accurate recording of expenditure and payment to suppliers. Recording narrative of discrepancies for Trust's Divisional managers.
Making informed decisions to ascertain the VAT status of each invoice, in order that the Trust can re-claim all the VAT to which it is entitled and ensuring that incorrect decisions are not made which could impact on the Trust's financial position. Keeping up to date with HMRC guidelines and rulings, attending courses as necessary.
Reconciling supplier statements on a weekly basis, updating the statement tracker and saving the statements on the M:drive file. Updating suppliers with any discrepancies found and requesting missing invoices to cloud email. Retaining documentation for audit purposes.
Resolving discrepancies relating to supplier's invoices, statements, orders and delivery notes, by liaising with suppliers, or with other officers of the Trust
Maintaining an effective working relationship with other individuals (at all levels) of the purchase ledger, financial account's section, other officers of the Trust and suppliers of goods and services to ensure the delivery of a professional service focused on delivering a high level of customer satisfaction
Complete the necessary paperwork and supporting documentation for the creation of new creditors/amendments to existing creditors, before submitting to the financial accounts team. Ensure that amendments are validated to ensure against fraudulent claims against the Trust.
Required to demonstrate own tasks to new or less experienced staff.
Participating in the collection, opening and distribution of incoming post to the Finance Department to ensure that it is delivered promptly, scanning in the documents to other members of the purchase ledger team.
For further details of the role please see the attached job description.
To ensure that we provide world-class patient care, UHCW recruits people that can demonstrate the Trust's Values and Behaviours in their everyday life. Therefore, if you are invited to interview, you will be undertaking a Values Based Interview/Assessment, which explores not only what you do but how and why you do it.
Before applying, we encourage you to review the Trust's Values and Behaviours which can be accessed on the right side of this page under the job description.
The Supporting Information Section in your application should therefore reflect your understanding of the Trust's Values and associated Behaviours. You will be expected to provide us with examples from work experience and/or personal life which demonstrate these values through your behaviour.
The Trust is committed to Equal Opportunities within the workplace. All vacancies will be considered for Job Share unless otherwise stated. All applicants who have a disability and who meet the minimum criteria for the job will be interviewed. Where a post has an overwhelming response, this Trust may use random selection in order to reduce numbers to interview, any disabled applicants will automatically be guaranteed an interview and will be exempt from this process.
In submitting an application form, you authorise University Hospital Coventry & Warwickshire NHS Trust to confirm from your previous or current NHS employer and other prior employers; previous NHS service details and personal data held about you, including Occupational Health data (inoculations and screening tests). This data will be transferred using NHS Electronic Staff Record and third-party systems via an automated process and only used for the purposes of obtaining and maintaining accurate employment records, should you be appointed to the post.
UHCW NHS Trust, by virtue of its Green Plan, is committed to ensuring that the way we provide services minimises the impact on the environment and the future health of the public e.g. zero waste to landfill, reducing our carbon footprint and increasing our recycling and reuse percentages.
If you are successful at interview you will receive a conditional offer of employment and we'll ask you for information so that we can carry out pre-employment checks. You must successfully complete all pre-employment checks to progress to a final unconditional offer.
We must confirm the identity of our staff and their right to work in the United Kingdom. We will ask you to submit proof of your identity and right to work documents via a secure digital platform approved by the Home Office, named TrustID. Alternatively, you may be asked to attend our office with original documents.
Depending on you level of exposure with patients you may be required to undertake a Standard or Enhanced DBS. The cost of this check will be charged to you and will be deducted from your salary over the first 3 months of employment at the current rate.
All correspondence will be sent by email; please check your account regularly including your Junk/SPAM folders

Working for our organisation
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence® designated organisation - please click the link for further details about this prestigious award. Pathway To Excellence ® - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.