Purchase Ledger Administrator

To be responsible for all aspects of the Group's purchase ledger and maintain it to a high standard of accuracy. The Group uses PASS which is a specialist accounting system for independent schools. The purchase ledger comprises approximately 1,250 active supplier accounts with an average of 1,200 - 1,250 invoices per month and on average, 3 BACS payment batches each month. To provide support to the Assistant Directors of Finance as required, ensuring the smooth and efficient running of the Finance Department.

Core Duties

• To take responsibility for and maintain the Purchase Ledger including:

• Receive supplier invoices and obtain authorisation from budget holders;
• Processing authorised invoices, checking they are correctly authorised and coded;
• Payment of suppliers by BACS, and occasionally cheque;
• Reconciliation of suppliers' statements and resolving errors/queries arising;
• Deal with new and existing suppliers and set up new accounts as needed;
• Control the issue of purchase order numbers.

The Purchase Ledger Administrator will be responsible for the management and administration of the Charity Accounts. Duties include:

• Ensuring donations received are allocated to the correct accounts;
• Providing regular transaction reports to the Chaplain, Head of Charity and Outreach or other appropriate member of staff;
• Liaising with the Chaplain, Head of Charity and Outreach or other appropriate member of staff on distributing funds raised to the individual charities;
• Processing purchase ledger invoices/credit notes;
• Processing payments, receipts and other accounts data on to the finance system;
• Preparing monthly bank reconciliations;
• Providing reports as required to relevant Foundation staff.

Other delegated duties include:

• Processing non-BACS payments e.g.: Direct Debits, standing orders, occasional cheques, petty cash and other accounts data on to the finance system, checking against statements. This will also involve reconciling various petty cash books;
• Processing departmental/online orders;
• Maintaining a filing system for all invoices and documents;
• Posting journals to the nominal ledger, as and when required;
• Receiving and responding appropriately to telephone calls;
• Working with other members of the finance team to ensure monthly tasks are carried out to meet deadlines;
• Undertaking other clerical duties as required and additional tasks to provide cover for other finance staff, assisting colleagues in a willing and positive manner.

This is a temp assignment on a month-to-month basis but there is the opportunity this could become permanent for the right candidate. £15 - £16.00 an hour (£26,000 - £28,000). A DBS will need to be carried out. The position is based in Sherborne.

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