Closing date: undisclosed

Job Title: Purchase Ledger Assistant

Department: Finance

Reporting to: Purchase Ledger Supervisor

Dimensions of Role: Hours: 09:00 – 17:00hrs, Monday to Friday. 35 hours per week with one hour unpaid lunch each day.

Key Purpose of Role: To assist the Purchase Ledger Supervisor in ensuring that the Accounts Payable ledger is accurate and up to date at all times, processing invoices and expenses and covering for the Purchase Ledger Supervisor when she is on annual leave.

Key Tasks and Accountabilities:

Accounts Payable

• Assist the Purchase Ledger Supervisor in:

- ensuring that all invoices are registered promptly and accurately.

- setting up any new suppliers in Great Plains as authorised by Purchasing Manager.

- managing the Fixed Asset register ensuring that all additions and disposals are recorded and depreciation correctly and regularly calculated.

• Circulate invoices for final approval if they do not match Purchase Orders or GRNs.
• Daily update and general maintenance of EPSYS Purchasing System.
• Reconcile supplier statements to Purchase Ledger balances in a timely manner.
• Check invoices are matched to Purchase Orders and goods received notes (GRNs) and ensure that they are correctly authorised, priced, coded and then posted into Great Plains.
• Deal with day to day queries from Suppliers and to liaise with Club managers to ensure prompt invoice approval.
• Manage the supplier payment runs ensuring that all Suppliers are paid in accordance with their payment terms when the Purchase Ledger Supervisor is on holiday.

This job profile is not an exhaustive or definitive list of all possible job responsibilities, tasks, and duties. The responsibilities, tasks and duties of the jobholder might differ from those outlined in the job profile and duties might be amended as the job evolves in light of the needs of the business and/or at the discretion of management.

Variations of job relating to Major Matches:

• Attend all Major Matches with extended hours as appropriate, including where matches fall on weekends and bank holidays.
• To work shifts in the Cash Office as per the rota.
• Any other duties as required whether in the Department or elsewhere around the

Ground Values and Behaviours:

• Have a positive and proactive approach to all elements of the role
• Take responsibility for own actions and outputs
• Be respectful to all staff and visitors
• Actively promote team work by supporting others and sharing knowledge
• Deliver high quality work and service in a timely way

Health and Safety:

• At all times be responsible for the safety of yourself and others through adherence to Club (and legal) safety rules and procedures
• Be familiar with fire procedures and evacuation procedures and be prepared to operate when /if trained as Fire Warden.

Person Specifications, Skills & Qualifications:

• The post holder is required to have an “A” level education with experience working in an accounts office.
• It is desirable that the post holder has worked in a similar post previously.

Essential

• To have an intermediate level MS Office skills particularly Excel and Word.
• To have a good understanding of accounting principles with particular knowledge of the Accounts Payable function.
• To have good verbal and written communication skills and able to deal with customers politely but forcefully when necessary.
• To have good analytical and reporting skills.
• To be able to work accurately and efficiently.
• To be able to manage conflicting priorities and work under pressure to tight deadlines when necessary.

Desirable

• To have a recognised accounting qualification.
• To have advanced level Excel and Word skills.
• To have experience as a Purchase Ledger Supervisor managing staff.
• To have experience using Epsys or a similar purchasing system.