Core Purpose:
Ensure seamless procurement and financial operations by managing supplier accounts, Processing payments, processing transactions accurately and timely, reconciling financial records, supporting audits, and adhering to financial policies under the guidance of the CFO.
As the designated primary point of contact for all purchasing-related inquiries, you will play a pivotal role in maintaining smooth communication channels between staff and suppliers. Your responsibilities encompass comprehensive management of supplier accounts within the PS Financials system to ensure their accuracy and currency at all times.
Key Responsibilities:
- Act as the main liaison for all purchasing-related inquiries from both staff and suppliers.
- Managing supplier accounts in PS Financials to ensure up-to-date records, fostering transparency and efficiency in financial transactions.
- Handling internal requisitions from initiation to completion, which involves preparing orders, issuing purchase orders to suppliers, and meticulously recording all commitments within established protocols.
- Accurately inputting purchase invoices into the PS Financials system in a timely manner, adhering to precise financial documentation standards.
- Timely processing of staff expense claims in alignment with established policies, contributing to efficient financial operations and compliance.
- Conducting thorough reconciliations of supplier statements with accounting records within the PS Financials platform, ensuring accuracy and integrity in financial reporting.
- Facilitating BACS runs by creating payment lists utilizing comprehensive aged creditors reports, adhering to financial protocols and timelines.
- Timely reconciliation of petty cash, bank, and credit card transactions within the PS Financials system to maintain accurate financial records.
- Generating sales invoices, sending monthly statements to customers, and actively following up on any outstanding invoices to optimize cash flow management.
- Providing assistance with month-end procedures related to balance sheet reconciliations, contributing to the timely closure of financial periods and ensuring compliance with reporting standards.
- Supporting internal and external audit processes by providing necessary documentation and facilitating inquiries in adherence to audit requirements and timelines.
- Upholding the College's financial policies and procedures to maintain compliance and uphold financial integrity.
- Undertaking any additional ad-hoc duties as requested by the Chief Financial Officer (CFO), demonstrating flexibility and readiness to contribute to organisational objectives.