Job Description

We are currently recruiting for an Accounts Assistant (Accounts Payable) to work within the Accounts Payable Team at the Thames Valley Police Headquarters in Kidlington.

This role is a temporary assignment. This role will be office based for first 4/5 months then Hybrid, they normally cover three days in the office 2 days home working.

You will be working 37 hours a week Monday to Friday.

PLEASE NOTE IF SUCCESSFUL YOU HAVE TO UNDERGO POLICE VETTING AND YOU MUST HAVE RESIDED CONTINUOUSLY WITHIN THE UK FOR AT LEAST 3 YEARS

KEY ACCOUNTABILITY AREAS

• Initial point of contact for all our customers and suppliers. Deal with enquiries as appropriate and in a professional manner. Give advice and guidance on all matters relating to Accounts Payable (AP), Accounts Receivable (AR) and Purchasing. Ensure best value is maintained when sourcing supplies and services. Minimise low value orders by consolidating where possible.
• Issuing Requisitions and processing Purchase Orders through to fulfilment, approving force-wide orders within authorised limits. Ensure the most appropriate and cost effective approach is taken when sourcing products required by the Force by using expertise and discretion. Ensuring compliance with Financial and Procurement Rules & Regulations and Contract/Purchasing Policies at all times.
• Input or scan all invoices/credit notes received on behalf of the force onto the Accounts Payable & Accounts Receivable systems. Responsible for the electronic filing of all such documents ensuring compliance with data retention regulations. Ensure VAT is recorded and evidenced correctly and in accordance with Custom & Excise rules & regulations.
• Responsible for reducing the number/value of outstanding debts owing to TVP by administering the Aged Debt collection process. Produce monthly aged debtor reports, issuing of statements and reminder/dunning letters. Maintain dialogue with our aged debtors and collate evidence in preparation to submit legal action notices to the Legal Services Team.
• Overall responsibility for the day-to-day administration and maintenance of vendors and debtors held within the Financial Management and Procurement systems. Responsible for the integrity of the data held on the relevant financial systems and deal with any queries relating to data cleansing.
• Maintain knowledge and conformity to the Forces Financial and Procurement Rules and Regulations as well as external policies governing VAT, Construction Industry Scheme (CIS) and Domestic Reverse Charge (DRC) scheme. Understand and apply these rules in order to make correct payments to all our suppliers.
• Investigate queries identified by the quality of information report (AP Forensics) generated daily and prior to the weekly AP Payment Run deadline, All anomalies that affect payment due need to be corrected to ensure a payment can be generated. Manage the generic AP and AR outlook email accounts; deal with subsequent supplier and customer related queries. Liaise with suppliers/customers and other depts. and where necessary be persistent in order to provide the best service possible.
• Provide Technical support for the following bank Accounts which are managed and reconciled within the RP&P remit. HQ Imprest Account, TVP Purchase Card Account and the TVP Direct Debit Account. Collate all appropriate payments and receipts in readiness to reconcile and top-up the respective bank account.
• Responsible for the allocation and weekly banking of income payments received on behalf of the Force to ensure Police funds are credited in a timely manner. Assist with the counting of seized/spoilt cash by ensuring the necessary procedures are followed and the money is correctly accounted for and banked in accordance with current Policing policies and procedures.
• Ability to authorise Requisitions/Purchase Orders up to an agreed limit as listed within Chief Constables Financial Regulations. Provide support to RP&P Advisors and cover colleagues in times of absence in order to ensure the Section meets its strict deadlines and obligations to support policing and operational needs and requirements.

CHARACTERISTICS OF THE ROLE

• Qualified or willing to work towards the following Professional qualification: Certified Accounts Payable Specialist (CAPS)
• Good interpersonal and communication skills to enable post holder to interact with staff, customers, senior managers and suppliers.
• Computer literate with a working knowledge of Microsoft Office applications including Word and Excel. Committed to maintain and/or learn new systems as and when required.
• Proven ability to manage and prioritise workloads in order to meet strict deadlines.
• Ability to handle difficult customers especially those who complain about non-payment of invoices etc.
• Excellent attention to detail and understanding of complex tasks in a process driven environment. EG: Spotting incorrect or fraudulent invoicing activity, lack of appropriate authorisations, etc.
• Experience of working within a team environment, showing flexibility and a determination to meet team goals.
• General knowledge of Accounts Receivable and Procure to Pay techniques and concepts. Including VAT, CIS, DRC, and the ability to manually calculate these figures when required.
• A basic working knowledge of financial structures and processes within the public sector, or local government.

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

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