Purchase Ledger Clerk

Purchase Ledger Clerk

FULL TIME

1. Purpose

To cover all aspects of a Purchase Ledger function including the accurate processing of all types of invoices and payment requests including employee expense claims, corporate and purchasing card returns whilst applying the established MS Amlin checks and controls.

2. Dimensions

The role is as a member of the purchase ledger team operating the Corporate Centre and UK purchase ledger function, reporting to the Purchase Ledger Supervisor.

The dimensions of the role require the role holder to show initiative, be organised, have strong communication skills, and be proactive and committed to meeting deadlines. The role holder will have good IT skills ideally to include experience of using purchase/general ledger packages (preferably Coda).

3. Key Result Areas.

Recording. -Validate, input (CODA) and control (Workflow) personal expense claims. Checking of invoice coding, matching to purchase orders and input to the purchase ledger. Maintenance of the invoice log, chasing for invoices due for payment. Follow up, coding and processing of credit notes. Filing and archiving all input vouchers and receipts.

Reconciliation.- Agreement of supplier statements prior to payment. Reconciliation of corporate and purchasing card statements.

Stakeholder management. -Build relationships with key customers in the business and be a friendly face in the Group and UK purchase ledger function in Chelmsford. Deal confidently but tactfully with stakeholders at all levels to resolve issues for the benefit of the business and the department.

Data Analysis.- Analysis of purchase ledger information as required by the purchase ledger supervisor and the business.

Administrative. - Control and distribution of daily and monthly outputs. Support with department and team administration including the maintenance of files.

Independent working. -Self-motivated to meet deadlines and fulfil all responsibilities. Able to prioritise own workload. Comfortable solving problems and resolving issues alone but able to keep line management updated and determine when to refer to senior staff for guidance.

Team working. - Committed to working as part of the Purchase Ledger team and across other areas of Group Finance . Encouraging a friendly working environment, contributing ideas but happy to work under instruction when required.

Flexibility. - Willing and able to take on new tasks or change plans to enable the teams to deliver on commitments or requests.

4. The Operating Environment and Context of the Job

The activities of the team operate to daily, weekly and monthly cycles.

5. Cultural Behaviours:

The behaviours/competencies that the job holder must exhibit for desired cultural fit.

Drive - Being resilient, delivering results, demonstrating confidence and courage, sharing success, raising standards, taking personal accountability

Judgement - Strategic thinking, integrity, problem solving, decision making, agile and innovative thinking

Leadership - Empowering others, engaging and inspiring each other, building capability, being visible, enabling change

Commercial Acumen - Creating value for clients, understanding the external environment, international breadth, negotiating, managing risk, disciplined execution

Partnership - Building relationships, leveraging collective efforts and collaboration, creating an inclusive environment, influencing, communicating effectively

Client Service - Being accessible and proactive, building trusted relationships, developing client insight, ensuring fair outcomes

6. Job Specific Competencies:

1 - Double entry accounting knowledge

2 - Numeracy and attention to detail

3 - Knowledge of all aspects of worldwide payments including online banking systems

4 - Control and reconciliation appreciation and spreadsheets

5 - Understanding of systems including CODA and workflow systems

6 - Purchase Ledger package / Coda

7 - Strong stakeholder management