skip to job profile
skip to job details
Search for job
Existing user login
Forgotten password
My applications
My profile
Email us
Unfortunately, this vacancy has now closed. Other suitable opportunities may be available, please use the 'Search for jobs' page to see a list of our current vacancies.
Job profile
The job requirements are detailed below. Where applicable the skills, qualifications and memberships required for this job have also been included. Scroll down to the bottom of the page and click 'Apply online'
Job details
Job details
Job reference
WREQ000326
Date posted
17/04/2019
Application closing date
17/05/2019
Location
Blank
Salary
circa £20,000/annum
Package
Generous benefits package
Blank
Blank
Job category/type
Blank
Blank
Accounts Administrator (Purchase Ledger)
Job description
Role
This role reports to the Chief Accountant, who in turn reports to the Bursar. The Accounts Department consists of 7 members, and most of the day-to-day activities of the role will be overseen by, and requiring close liaison with, the Accounts Co-ordinator.
Responsibilities
The Accounts Administrator (Purchase Ledger) bears primary responsibility
for the purchase ledger and payment systems and all related activities for the College and its trading subsidiaries. This involves extensive liaison with operating departments across the College and with external suppliers. As suggested by the job title, the post is not confined to purchases and the purchase ledger and a flexible approach will be required. As befits a small department, the post-holder will be expected to undertake a number of other functions in the day to day running of the College's Accounts Department and to provide cover for absences in other areas of the Department.
Person Specification
Essential
* Experience of operations of a small accounts office;
* Experience of use of computerised systems in a work environment.
Desirable
* Experience of working within a computerised Purchase Ledger;
* Comprehensive understanding of the operation of a Purchase Ledger Department, including coding, checking, processing and filing invoices;
* Knowledge of how computers are used within a purchase ledger environment;
* Knowledge of the other activities of an accounts office such as Sales Ledger, Cashiering and management Accounts.
Communication
* Ability to communicate effectively, both verbally and in writing, adapting style to suit audience;
* Ability to communicate effectively with and liaise between internal "customers" and external suppliers.
Organisation
* Meticulous approach with an eye for detail;
* Ability to work in an organised manner and prioritise work flow;
* Ability to maintain accurate supplier data;
* Ability to organise others to allow you to meet your deadlines.
Team Working
* Ability to work flexibly as part of a small team, liaising effectively with both internal and external contacts;
* Willingness to 'muck in' and get hands dirty helping where work demands.
IT and Numerical Skills;
* Ability to use Microsoft Office packages such as Word, Excel and Outlook;
* Ability to understand numerical information, spot errors and be able to reconcile supplier's statements;
* Ability to learn and adapt to new and changing office systems.
Responsibilities
Purchases and payments
For both the College and its trading subsidiaries:
* Overseeing all aspects of the day to day running of the payment systems;
including the computerised purchase ledger and other manual systems;
* Ensuring that all invoices are correctly presented for payment, including arranging for their proper authorisation in accordance with the authority limits;
* Processing all invoices payable properly and in a timely fashion so as to provide up-to-date records of liabilities;
* Arranging for the orderly payment of approved invoices in accordance with the payment policies and supplier agreements and credit terms;
* Developing and operating procedures for scheduling payments to optimise the cash flows;
* Keeping all supplier details up to date;
* Reconciling supplier statements to confirm liabilities to suppliers and initiating remedial action where necessary;
* Dealing with enquiries from suppliers;
* Dealing with enquiries from members of the College and its subsidiaries regarding any payments made or pending and other issues as they arise;
* Liaising with other members of the Accounts Department to provide timely and accurate forecasts of cash flow requirements, providing information to them to ensure that purchase ledger information is incorporated into the accounting records on a timely and accurate basis;
* Maintaining and updating the filing systems for invoices payable and paid;
* Initiate and prepare ad hoc UK and overseas payments.
Cash book and nominal ledger
* Assisting in the maintenance of the cash book for the College's main bank account and enter details of payments and receipts into the computerised nominal ledger;
* Liaising with the bank and other parties to identify correctly all transactions passing through the College's bank accounts;
* Liaising with the Accounts Coordinator in preparing monthly and other regular control accounts and reconciliations.
Other
* Assisting and supporting other members of the Accounts Department as and when required and providing cover on other activities within the department during holiday and sickness absence. In particular to obtain a working knowledge of the operation of the payroll and fees ledger;
* Performing such other tasks and functions as the Chief Accountant or Accounts Co-Ordinator may from time-to-time reasonably require.
Terms of Service
Start Date
As soon as can be agreed.
Salary
The starting salary will be c. GBP 20,000 per annum dependent on experience and training requirements. Salary will be payable monthly in arrears to a nominated bank account. Salary levels are reviewed on 1st September annually.
Hours of Work
This is a full time position working 37.5 hours per week Monday to Friday 8.30am - 5.00pm.
Holidays
The College leave year runs from 1 September to 31 August. The position will be entitled to the statutory entitlement of paid holiday per annum, which is currently 28 days including Bank Holidays. Bank Holidays occurring during term time are deemed as normal working days. Holidays will be expected to be taken outside of term time in normal circumstances.
In addition, the Bursar makes a gift of a further three days holiday between Christmas and New Year.
Pension and Life Cover
After three months' employment, employees will be auto-enrolled into the College's pension scheme according to legislative thresholds. Those who are not eligible for auto-enrolment may still elect to join the College's pension scheme. Initially, when joining the College's pension scheme, employees will become a member of the College's Group Personal Pension Plan (GPP). For this Plan, known as Tier 1, the employee contributes 5% and the employer 3%.
After nine months' membership of the Tier 1 plan employees may opt to join Tier 2, which is also a Group Personal Pension Plan and the contributions are 5% from the employee and a 9% contribution from the College. Employees in Tier 1 automatically qualify for a Life Cover of 2 times salary. On entry to Tier 2 Life Cover changes to 4 times salary.
Probation Period and Notice Period
The first four months of employment will be a probationary period; during this time the notice period will be one week. Performance and conduct will be monitored during this period and probation may be extended at the College's discretion. Subject to satisfactory completion of the probationary period, the notice period will increase to one month's notice by either side.
Disclosure and other Pre-employment Checks
Winchester College is committed to safeguarding the welfare of children at the school. Therefore, this appointment will be subject to a successful Enhanced Disclosure check from the Disclosure and Barring Service. This will give details of all spent and unspent convictions, reprimands, warnings, cautions and bind overs. A policy on the recruitment of ex-offenders is available, if required, from the HR Office. The supplied references will be taken up and the College may approach previous employers for information to verify particular experience or qualifications.
Data Protection
Winchester College collects and processes relevant personal data as part of its everyday operations and is obliged to process it in accordance with the Data Protection Act 2018.
The school is the Data Controller of this data under the Act and is registered with the Information Commissioner's Office; its registration number is Z5751669.
Any queries about this policy or how personal data is processed by the school should be referred to the Data Protection Liaison Officer.
Job title
Accounts Administrator (Purchase Ledger)
Job reference
WREQ000326
Date posted
17/04/2019
Application closing date
17/05/2019
Location
Blank
Salary
circa £20,000/annum
Package
Generous benefits package
Blank
Blank
Job category/type
Blank
Blank
Job description
Role
This role reports to the Chief Accountant, who in turn reports to the Bursar. The Accounts Department consists of 7 members, and most of the day-to-day activities of the role will be overseen by, and requiring close liaison with, the Accounts Co-ordinator.
Responsibilities
The Accounts Administrator (Purchase Ledger) bears primary responsibility
for the purchase ledger and payment systems and all related activities for the College and its trading subsidiaries. This involves extensive liaison with operating departments across the College and with external suppliers. As suggested by the job title, the post is not confined to purchases and the purchase ledger and a flexible approach will be required. As befits a small department, the post-holder will be expected to undertake a number of other functions in the day to day running of the College's Accounts Department and to provide cover for absences in other areas of the Department.
Person Specification
Essential
* Experience of operations of a small accounts office;
* Experience of use of computerised systems in a work environment.
Desirable
* Experience of working within a computerised Purchase Ledger;
* Comprehensive understanding of the operation of a Purchase Ledger Department, including coding, checking, processing and filing invoices;
* Knowledge of how computers are used within a purchase ledger environment;
* Knowledge of the other activities of an accounts office such as Sales Ledger, Cashiering and management Accounts.
Communication
* Ability to communicate effectively, both verbally and in writing, adapting style to suit audience;
* Ability to communicate effectively with and liaise between internal "customers" and external suppliers.
Organisation
* Meticulous approach with an eye for detail;
* Ability to work in an organised manner and prioritise work flow;
* Ability to maintain accurate supplier data;
* Ability to organise others to allow you to meet your deadlines.
Team Working
* Ability to work flexibly as part of a small team, liaising effectively with both internal and external contacts;
* Willingness to 'muck in' and get hands dirty helping where work demands.
IT and Numerical Skills;
* Ability to use Microsoft Office packages such as Word, Excel and Outlook;
* Ability to understand numerical information, spot errors and be able to reconcile supplier's statements;
* Ability to learn and adapt to new and changing office systems.
Responsibilities
Purchases and payments
For both the College and its trading subsidiaries:
* Overseeing all aspects of the day to day running of the payment systems;
including the computerised purchase ledger and other manual systems;
* Ensuring that all invoices are correctly presented for payment, including arranging for their proper authorisation in accordance with the authority limits;
* Processing all invoices payable properly and in a timely fashion so as to provide up-to-date records of liabilities;
* Arranging for the orderly payment of approved invoices in accordance with the payment policies and supplier agreements and credit terms;
* Developing and operating procedures for scheduling payments to optimise the cash flows;
* Keeping all supplier details up to date;
* Reconciling supplier statements to confirm liabilities to suppliers and initiating remedial action where necessary;
* Dealing with enquiries from suppliers;
* Dealing with enquiries from members of the College and its subsidiaries regarding any payments made or pending and other issues as they arise;
* Liaising with other members of the Accounts Department to provide timely and accurate forecasts of cash flow requirements, providing information to them to ensure that purchase ledger information is incorporated into the accounting records on a timely and accurate basis;
* Maintaining and updating the filing systems for invoices payable and paid;
* Initiate and prepare ad hoc UK and overseas payments.
Cash book and nominal ledger
* Assisting in the maintenance of the cash book for the College's main bank account and enter details of payments and receipts into the computerised nominal ledger;
* Liaising with the bank and other parties to identify correctly all transactions passing through the College's bank accounts;
* Liaising with the Accounts Coordinator in preparing monthly and other regular control accounts and reconciliations.
Other
* Assisting and supporting other members of the Accounts Department as and when required and providing cover on other activities within the department during holiday and sickness absence. In particular to obtain a working knowledge of the operation of the payroll and fees ledger;
* Performing such other tasks and functions as the Chief Accountant or Accounts Co-Ordinator may from time-to-time reasonably require.
Terms of Service
Start Date
As soon as can be agreed.
Salary
The starting salary will be c. GBP 20,000 per annum dependent on experience and training requirements. Salary will be payable monthly in arrears to a nominated bank account. Salary levels are reviewed on 1st September annually.
Hours of Work
This is a full time position working 37.5 hours per week Monday to Friday 8.30am - 5.00pm.
Holidays
The College leave year runs from 1 September to 31 August. The position will be entitled to the statutory entitlement of paid holiday per annum, which is currently 28 days including Bank Holidays. Bank Holidays occurring during term time are deemed as normal working days. Holidays will be expected to be taken outside of term time in normal circumstances.
In addition, the Bursar makes a gift of a further three days holiday between Christmas and New Year.
Pension and Life Cover
After three months' employment, employees will be auto-enrolled into the College's pension scheme according to legislative thresholds. Those who are not eligible for auto-enrolment may still elect to join the College's pension scheme. Initially, when joining the College's pension scheme, employees will become a member of the College's Group Personal Pension Plan (GPP). For this Plan, known as Tier 1, the employee contributes 5% and the employer 3%.
After nine months' membership of the Tier 1 plan employees may opt to join Tier 2, which is also a Group Personal Pension Plan and the contributions are 5% from the employee and a 9% contribution from the College. Employees in Tier 1 automatically qualify for a Life Cover of 2 times salary. On entry to Tier 2 Life Cover changes to 4 times salary.
Probation Period and Notice Period
The first four months of employment will be a probationary period; during this time the notice period will be one week. Performance and conduct will be monitored during this period and probation may be extended at the College's discretion. Subject to satisfactory completion of the probationary period, the notice period will increase to one month's notice by either side.
Disclosure and other Pre-employment Checks
Winchester College is committed to safeguarding the welfare of children at the school. Therefore, this appointment will be subject to a successful Enhanced Disclosure check from the Disclosure and Barring Service. This will give details of all spent and unspent convictions, reprimands, warnings, cautions and bind overs. A policy on the recruitment of ex-offenders is available, if required, from the HR Office. The supplied references will be taken up and the College may approach previous employers for information to verify particular experience or qualifications.
Data Protection
Winchester College collects and processes relevant personal data as part of its everyday operations and is obliged to process it in accordance with the Data Protection Act 2018.
The school is the Data Controller of this data under the Act and is registered with the Information Commissioner's Office; its registration number is Z5751669.
Any queries about this policy or how personal data is processed by the school should be referred to the Data Protection Liaison Officer.