PURCHASING OFFICER
£14- £16 PER HOUR - DEPENDING ON EXPERIENCE
WEST LONDON
TEMP ROLE – FULL TIME, OFFICE BASED
My client is an educational trust looking to recruit an experienced and hands on Purchasing Officer, to administer the smooth running of all purchasing and related systems, processes and compliance. You must have worked in a similar role within an educational institution and possess strong purchasing and compliance experience. You will ideally be an AAT studier/qualified and available to start at short notice for this ongoing temp role.
Key Responsibilities
1. Manage the purchase ledger.
- Efficient, timely and accurate processing of purchase requisitions, purchase orders, invoices and other source documents
- Ensure financial and purchasing procedures are followed (orders, invoices, budget authorisation levels, SDF forms, petty cash)
- Ensure correct budget codes are applied to order requisitions and correct authorisations obtained for spending levels.
- Obtain purchase authority, in line with Trust Finance Policy
- Carry out due diligence checks on new suppliers including IR35 and self-employment checks on individuals.
- Use manual and electronic methods to confirm that all necessary supporting documents are received (quotes, SDF form, if necessary, ORF)
- Place orders on the finance system and online orders.
- Use manual and electronic methods to match invoices with purchase orders and process invoices on the finance system.
- Obtain payment authority in line with Trust Finance Policy
- Ensuring all due diligence requirements are completed for new suppliers and resolving queries.
- Updating new supplier details onto the accounting system in line with fraud prevention processes
- Supporting the determination of suppliers' status for tax purposes
- Reconciliation of purchase ledger statements on an on-going basis
- Reconcile credit card statements ensuring all the relevant documentation has been provided.
- Raise accounts receivable invoices.
- Import the bank statements to the financial management system for auto reconciliation.
- Post any ad-hoc payments and receipts onto the system.
- Monthly invoice accruals and bank reconciliations
2. Trust purchases are timely and accurate in their ordering and receipt by stakeholders
- Supporting and advising budget holders on best value for money decisions, supplier quotes and specifications cost analysis
3. Finance and purchasing compliance and administrative support.
- Process and organise the purchasing and finance email inbox and purchasing portal.
- Reconciling supplier statements and purchase ledger creditor balances, including the aged creditors report
- Support for BACS and International/ Ad-hoc payments.
- Expense processing
- Maintaining supplier standing data and reconciling supplier statements
- Ensuring compliant purchasing in line with Trust policies
Person Specification
- Ideally AAT studier/qualified
- Experience within an educational setting is essential.
- Strong purchasing experience and associated compliance
- Strong attention to detail