Finance Team Leader – Purchase Ledger

Aims of Job/Job Purpose 

Assist with the effective management of the merged College Purchase Ledger centralised system in order to ensure compliance with College policies and procedures.  

To be responsible for the day-to-day supervision of the Colleges Purchase Ledger section within the Finance Department.   

Key Accountabilities and Responsibilities 

a) To supervise the day-to-day functions of the Purchase Ledger section.

b) Ensure payments are authorised in accordance with the financial regulations.  

c) To deputise in the absence of the Senior Finance Officer/Purchase Ledger Controller. 

d) Responsible for producing the Purchase Ledger Bacs payments on a monthly & adhoc basis. 

e) Responsible for ensuring all invoices are scanned onto the finance system. 

f) Ensure outstanding invoices are processed prior to month end close down dates. 

g) Monitor all contract orders against budgets.  

h) Liaise with budget holders and procurement officer to seek approval for new supplier accounts. 

i) Responsible for monitoring/approving new supplier accounts on E-bis finance system.  

j) Resolve disputes with suppliers promptly, including keeping the budget holder informed where necessary.  

k) Follow up disputed invoices with budget holders and suppliers and ensure disputes are resolved in the best interest of the organisation. 

l) To generate month end and year end reports in accordance with financial regulations and procedures.  

m) Assist with the preparation of year-end accruals and prepayment schedules  

n) Ensure all supplier statements are reconciled to the finance system. 

o) Assist with the day to day management of the stationery system 

p) Responsible for developing and the implementation of Purchase Ledger Training  

q) Issue and monitor all petty cash expenditure, including checking budgets for available funds ensuring correct authorisation is obtained.  

r) Ensure all Canteen income is checked and reconciled to till reports.  

s) Provide encouragement, support and guidance to staff in order to continue to raise the quality of service in the department.  

t) Required to work flexibly and support other areas within the finance team as and when required. 

u) To provide cover to the cashier’s office on a rota basis (day/evening cover) and assist with the enrolment process.  

Other Duties and Responsibilities  

a) Comply with internal and external quality standards and contribute to the College’s strategic aims.  

b) Comply with college policies and procedures and health and safety regulations. 

c) Support the safeguarding and promotion of students’ welfare. 

d) Maintain confidentiality in relation to all College information and to comply with Data Protection Legislation.  

e) Participate in the College’s Appraisal scheme and undertake any training as required.  

f) Support and actively participate in the implementation of the College’s Equal Opportunity policies.  

g) Undertake your duties so as to comply with the requirement of internal and external quality standards.  

h) Attend meetings at the request of your line manager to ensure efficient communication within the college.

 i) All employees of South and City College are required to engage in organisationally required CPD (continuous Professional Development) and to maintain an ISAR (Individual Self Assessment Report) file. 

j) Carry out any reasonable instructions which involve additional duties commensurate with the level and grading of this post 

k) Ensure that the College’s financial regulations and procedures are adhered to.  

l) Demonstrate commitment to delivering excellent customer service.