Accounts Payable Assistant

Overview

Accounts Payable Assistant at Ellison Institute of Technology Oxford — Ellison Institute of Technology (EIT) is building a world-class R&D facility at Oxford Science Park to drive sustainable, high-impact innovation in health, food security, climate change, and AI, transforming breakthrough science into global solutions.

The role: EIT is seeking an Accounts Payable Assistant to play a vital role in keeping our financial operations running smoothly, ensuring supplier invoices are processed accurately and on time, accounts are meticulously maintained and reconciled, and payments are made promptly in line with company policies. This is a fast-paced, detail-focused role where your precision and reliability help build strong supplier relationships and keep the business moving forward.

Responsibilities

• Invoice Processing: Review, code, and input supplier invoices into the accounting system accurately and in a timely manner.
• Payment Processing: Prepare and process payments via BACS, cheques, or other agreed methods, ensuring they are completed on time.
• Reconciliation: Reconcile supplier statements, investigating and resolving any discrepancies to ensure accounts are up to date.
• Supplier Communication: Act as the primary point of contact for supplier queries, handling enquiries related to invoices, payments, and account status in a professional manner.
• Expense Claims: Review and process employee expense claims, ensuring they comply with company policies and procedures.
• Record Maintenance: Maintain organised and accurate financial records, ensuring all documentation related to payables is properly filed.
• Compliance: Ensure that all invoices and payments are authorised according to the company\\\’s approval process, and that transactions comply with relevant financial regulations and internal policies.
• Reporting: Assist with month-end processes by preparing accounts payable reports, including aged creditor reports and accruals.
• Process Improvement: Identify opportunities to improve the efficiency of the accounts payable process, recommending and implementing improvements where appropriate.
• Support Audits: Provide support during internal and external audits by supplying relevant documentation and explanations.

Knowledge, Skills and Experience

• Education: GCSEs or equivalent; an AAT qualification or progress towards an accounting qualification (e.g. AAT, ACCA, CIMA) would be advantageous.
• Experience: Previous experience in an accounts payable role is preferred (1-2 years), ideally within a UK-based organisation.
• Technical Skills: Proficiency in accounting software (e.g. Sage, Xero, or QuickBooks) and strong working knowledge of Microsoft Excel.
• Attention to Detail: High level of accuracy in data entry and the ability to identify and resolve discrepancies.
• Communication: Excellent verbal and written communication skills, with the ability to handle supplier queries and liaise with internal departments.
• Time Management: Ability to manage workload effectively and meet deadlines, particularly during busy periods such as month-end.
• Problem Solving: Strong analytical skills with a proactive approach to resolving issues and ensuring smooth account management.

Key Attributes

• Integrity: A high degree of honesty and ethical conduct, particularly when dealing with financial matters.
• Dependability: Reliable and committed to delivering high-quality work on time, with the ability to follow through on tasks without constant supervision.
• Proactive Attitude: Takes initiative to identify and solve issues before they escalate, continuously looking for ways to improve processes.
• Attention to Detail: Meticulous and thorough in handling data, ensuring that no detail is overlooked when processing transactions or resolving discrepancies.
• Adaptability: Comfortable working in a dynamic and fast-paced environment, adjusting to changes and shifting priorities as needed.
• Team Player: Willingness to collaborate with others and offer support where necessary, fostering a positive and productive team atmosphere.
• Customer Service Mindset: Demonstrates patience and professionalism when dealing with suppliers and internal stakeholders, ensuring queries and concerns are handled efficiently and respectfully.
• Organisational Skills: Excellent organisational abilities, with the capacity to manage multiple tasks and deadlines simultaneously without compromising on accuracy.
• Calm Under Pressure: Able to maintain focus and composure during high-pressure situations, such as month-end or year-end processes.

Terms of Appointment

• You must be eligible to work in the UK with a willingness to travel as necessary.
• You must be based in, or within easy commuting distance of, Oxford.
• During peak periods, some longer hours may be required and some working across multiple time zones due to the global nature of the programme.

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Accounting/Auditing and Finance

Industries

• Research Services

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