Accounts Payable Officer – AR

Job Details

Job Title

Accounts Payable Officer

Directorate

Finance & Resources

Service Area

Transactional Services

Location

Hybrid – Cunard Building

Reports to

Payments Manager

Job Purpose

The Accounts Payable Officer is responsible for the accurate and timely processing of supplier and staff payments using the council’s financial system (SAP). The role supports the end-to-end Purchase to Pay (P2P) process, ensuring compliance with financial regulations while delivering a high-quality, customer-focused service to internal stakeholders and external suppliers.

Key Responsibilities

Accounts Payable Processing

  • Process supplier invoices, credit notes, staff expenses, certificates, and non-order payments accurately and within agreed deadlines
  • Handle emergency UK and overseas payments where required
  • Process consolidated uploads in line with established procedures

Compliance & Controls

  • Apply VAT rules correctly and ensure compliance with HMRC regulations
  • Assess and apply CIS (Construction Industry Scheme) deductions where applicable
  • Use duplicate and erroneous payment detection tools to prevent incorrect payments
  • Ensure all documentation is complete, accurate, and approved prior to processing

Supplier & Stakeholder Management

  • Reconcile supplier statements and resolve discrepancies promptly
  • Respond to supplier and internal queries in a professional and timely manner
  • Work collaboratively with internal teams to obtain goods receipt notes and approvals
  • Build and maintain effective working relationships with suppliers and colleagues

Systems, Reporting & Administration

  • Use SAP and other financial systems to process transactions and manage workflows
  • Run, review, and analyse reports to support payment processing and query resolution
  • Maintain accurate electronic records, spreadsheets, and databases
  • Undertake general administrative duties including emails, telephone calls, and correspondence

Continuous Improvement & Best Practice

  • Promote compliance with financial regulations and procurement standing orders
  • Support and guide colleagues on correct P2P processes
  • Identify opportunities to improve processes and contribute suggestions to the wider team

Governance & Conduct

  • Handle confidential and sensitive information with discretion
  • Manage council resources responsibly, ensuring value for money
  • Act in accordance with health and safety legislation, equality policies, and council values

Person Specification

Essential Experience

  • Proven experience in an accounts payable, purchase ledger, or similar finance role
  • Experience of data entry within a financial system (SAP desirable but not essential)

Essential Skills & Abilities

  • Strong attention to detail with a methodical approach to work
  • Good numeracy skills with the ability to check and produce financial data
  • Ability to manage workloads, prioritise tasks, and meet deadlines
  • Confident communicator, both written and verbal, with internal and external stakeholders
  • Ability to work independently using initiative, while recognising when to escalate issues
  • Strong IT skills, including Microsoft Office and financial systems
  • Ability to handle confidential information appropriately
  • Good understanding of VAT regulations and awareness of CIS and IR35

Desirable

  • AAT qualification or other relevant finance/business qualification
  • Understanding of public sector finance environments
  • Experience identifying and suggesting process improvements

Working Conditions

  • Hybrid working arrangement
  • Prolonged periods of seated computer-based work