HEFCE Job Description

Job title: Accounts Payable Clerk

Time requirement: Full time, 12 Month Fixed Term Contract

Pay band: 5

Responsible to: Operational Finance Manager (Line management)

Purpose of the job: To ensure the accurate and timely recording, approval and payment of invoices and staff and member expenses.

Responsibility Outcome

Financial control and systems framework:

The post holder is responsible for:

Ensuring that all accounts payable items are accurately recorded on finance system and duly authorised via workflow before being processed for payment

Producing the weekly payment run for OFFA and contribute to the production of the weekly payment run for HEFCE administration costs, the main and interim programme payments (providing cover for these processes where necessary)

Maintaining and developing the online expenses tool for staff and members and ensuring that expense claims are processed, approved and paid in a timely manner. This includes providing advice and guidance to staff where necessary and carrying out a check of 10% of all claims in accordance with agreed procedures

Processing statements relating to the use of Government Procurement Card (GPC) by HEFCE and OFFA staff members

Payments to institutions and suppliers:

The post holder is responsible for:

Supporting relevant teams who use journal loaders to input payments into the Finance system and ensuring that integrity and accuracy of these journal loaders are maintained.

Communication: The post holder is responsible for:

Coaching and supporting staff (i.e. budget administrators and budget managers) in the use of the online expense tools and other finance related systems and processes

Engaging appropriately with staff and suppliers both face-to-face, over the phone and via e-mail.

General: Maintain a broad understanding of developments in higher education and HEFCE’s strategic objectives

Learn and develop knowledge and new skills on an ongoing basis

Be willing to undertake ad hoc tasks as required.

Staff management: The post-holder does not have direct line management responsibility.