Accounts Payable Manager - Hybrid in Edinburgh

1FTE, 35hrs per week, Monday - Friday Holiday Entitlement: 33 days annual leave plus 9 buildings closed days (and Christmas Eve when it falls on a weekday) Location: Edinburgh Campus, with hybrid working in line with university arrangementsHeriot-Watt University – Strategy 2035Driven by purpose. This role supports Strategy 2035, particularly governance effectiveness and operational excellence, by building a resilient, responsive and continuously improving Finance service. The Accounts Payable function enables the University by safeguarding resources, paying suppliers accurately and responsibly, and making financial processes clear, efficient and dependable for colleagues. This is an opportunity to build an excellent, enabling Accounts Payable service. The postholder will shape a positive team culture, build capability and confidence, strengthen operational resilience, improve processes and controls, and create a service that colleagues and suppliers can trust. Purpose of RoleThe Accounts Payable Manager is responsible for leading, developing and continuously improving the University's Accounts Payable function. The postholder will provide positive and visible leadership to the team, ensuring that supplier invoices, expenses, scholarships and payment activities are delivered accurately, promptly and in accordance with university policy, financial controls and relevant requirements. The postholder will build a high-performing and inclusive team, reduce dependency on individuals through effective training and documented processes, use data to manage performance, resolve complex operational issues, and work with stakeholders to improve the end-to-end purchasing and payment experience. Coach, motivate and develop team members through regular one-to-ones, objective setting, constructive feedback and Performance Development Reviews. Address performance, conduct, attendance and wellbeing matters. promptly and constructively, in line with university policies. Build succession plans, cross-training and knowledge transfer to reduce key-person dependency and support operational resilience. Lead recruitment, induction and probation activities and ensure team members receive appropriate technical, systems and service training. Operational device ownership Lead the effective day-to-day delivery of the end-to-end Accounts Payable service across the University. Oversee invoice processing, employee and non-employee expenses, scholarships, payment preparation, supplier statement reconciliation and resolution of exceptions. Plan capacity and priorities across routine activity, month-end, year-end, audit and periods of operational pressure. Ensure queries, complaints and escalations are handled promptly, professionally and to a clear conclusion. Establish service standards and an accessible service approach that helps colleagues follow the correct process first time. Financial control, compliance and audit readinessEnsure activity complies with University Financial Regulations, delegated authorities, policies and agreed procedures. Maintain effective controls over supplier data, invoice approval, payment preparation, segregation of duties and prevention of duplicate, erroneous or fraudulent payments. Provide assurance that Accounts Payable balances, reconciliations and supporting records are complete, accurate and appropriately evidenced. Support internal/external audit activity, respond to findings and ensure agreed actions are delivered and embedded. Identify control weaknesses, assess operational risk and escalate material issues promptly with clear recommended actions. Process improvement and digital enablementOwn and maintain clear, accessible standard operating procedures, process maps, guidance and control documentation. Use root-cause analysis to address recurring failures, remove unnecessary manual work and improve customer and supplier experience. Work with Finance Systems and other stakeholders to optimise Oracle Fusion and associated tools, workflows and reporting. Lead prioritised improvement projects from definition through implementation, adoption and benefits review. Promote standardisation, self-service and effective use of data while ensuring changes preserve or strengthen financial control. Performance, insight and decision-makingDevelop meaningful KPIs covering timeliness, quality, backlog, query resolution, reconciliations, control compliance and service experience. Use data and professional judgement to identify trends, emerging risks, capacity constraints and improvement priorities. Provide concise, accurate reports and commentary for Finance leadership and other stakeholders. Set clear recovery actions where performance falls below standard and monitor delivery to completion. Balance strong customer service with the consistent application of university policy and financial controls. Work collaboratively across Finance and Professional Services to improve the end-to-end procure-to-pay process. Represent Accounts Payable in relevant meetings, projects and working groups and deputise for senior Finance colleagues where appropriate. Promote a professional, responsive and enabling image of Finance in every interaction. Decision-making and accountabilityMake timely operational decisions within delegated authority and escalate matters with material financial, control, legal or reputational implications. Assess competing priorities and risks, ensuring that critical payments, statutory obligations, control activity and service commitments are appropriately balanced. Provide authoritative advice on Accounts Payable policy, process and control matters, identifying practical and proportionate solutions. Own delivery against agreed objectives, service measures, audit actions and improvement plans. Evidence of aptitude, judgement, behaviours and the ability to create positive outcomes through people is as important as technical Accounts Payable experience. CriteriaEssentialDesirableEducation and developmentDegree-level education, AAT qualification, or equivalent relevant professional experience. Evidence of continuing professional development. AP and finance experienceSubstantial experience in Accounts Payable or closely related financial operations, including financial controls and complex issue resolution. People leadershipEvidence of positively leading, coaching and developing a team, setting expectations, managing performance and supporting change. strong Excel capability; ability to use data to improve decisions and performance. Oracle Fusion and workflow, automation or self-service improvement experience. Controls and assurancePractical understanding of segregation of duties, supplier and payment controls, reconciliations, audit evidence and operational risk. Experience leading audit actions or control-improvement programmes. Formal change, project or continuous improvement experience. Experience managing sensitive supplier or customer complaints. Emotional intelligence - Shows self-awareness, empathy and composure; Coaching mindset - Develops capability rather than dependency; Sound judgement - Uses evidence, experience and risk awareness to make proportionate decisions. Resilience and adaptability - Maintains focus under pressure, responds constructively to change and helps others navigate uncertainty. Service standards and performance measures are established, understood and used to drive action. Backlogs, aged exceptions and unresolved supplier issues are visible, prioritised and managed through sustainable controls rather than short-term workarounds. Audit evidence, reconciliations and control documentation are complete, accessible and maintained as part of routine operations. Priority process improvements are implemented and adopted, with demonstrable benefits for control, efficiency and user experience. Stakeholders experience Accounts Payable as a responsive, professional and enabling partner. Ensure compliance with legal, health and safety, equality, data protection and University requirements within the area of responsibility. Plan and organise the work of the team, manage resources responsibly and take corrective action when delivery is at risk. Responsibilities and objectives may evolve to reflect organisational priorities, service needs and implementation of Strategy 2035.How to ApplyApplications can be submitted up to midnight (UK time) on 12th of October 2026.We welcome and will consider flexible working patterns e.g., part-time working and job share options. Equality and diversity are all about maximising potential and creating a culture of inclusion for all. Heriot-Watt University values diversity across our university community and welcomes applications from all sectors of society, particularly from underrepresented groups. For more information, please see our website and also our award-winning work in Disability Inclusive Science Careers . About Heriot-Watt UniversityAt Heriot-Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team. Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.