Accounts payable assistant

The Pirbright Institute delivers world-leading research to understand, predict, detect and respond to viral disease outbreaks. We study viruses of livestock that are endemic and exotic to the UK, including zoonotic viruses, by using the most advanced tools and technologies to understand host‑pathogen interactions in animals and arthropod vectors. Our major strength in understanding the immune systems of livestock provides a platform to control current diseases and respond to emerging threats. This important research would not be possible without the proportionate use of animals, which are integral to the development of new disease control measures such as vaccines and diagnostics.

We have an establishment‑wide commitment to the 3Rs (replacement, reduction and refinement), high standards of animal welfare, a culture of care and openness. Our Institute is made up of a dynamic and vibrant community of staff covering a diverse set of chosen fields, backgrounds and experience. We all play a crucial role in furthering the Institute’s aspirations, advancing the frontiers of science and knowledge through our excellent scientific research, knowledge sharing and contribution; with a real focus in improving the world in which we live. Our outlook is always balanced by our strong sense of purpose, values and behaviours and an unwavering commitment to a ‘one Institute’ approach.

Organisation position and purpose

The role is to provide support in all areas of financial accounting at the ledger level. This will involve processing purchase invoices, taking queries from the Institute staff and suppliers, regular supplier account reconciliation, and other ad‑hoc duties whilst going through the year end process. The post sits within the financial accounts team and reports into the Senior Financial Accountant.

Main duties and responsibility

• Be responsible for all aspects of processing purchase invoices and credit notes. This includes:

• Checking that all invoices have been goods receipted by end users before being entered onto Dimensions.
• Checking that quantities, prices, and any VAT applied to purchase invoices accord with the purchase order.
• Liaising with the Procurement team to resolve pricing and receipting issues.
• Liaising with colleagues at all levels within the Institute to resolve ad hoc queries relating to purchase invoices.

• Supplier statement reconciliations: Be responsible for the reconciliation of all active supplier accounts, ensuring that our accounts match those of our suppliers and liaising with suppliers if any discrepancies or issues arise. This includes dealing with telephone calls and correspondence from suppliers chasing payment of outstanding invoices.

• Weekly payment runs: Be responsible for compiling the weekly payment runs and ensuring that all payments are made within the agreed payment terms and to the correct supplier‑designated bank accounts.

• Ad Hoc Duties: Carry out ad hoc exercises as required. This job description is only an outline of the tasks, responsibilities, and outcomes required of the role. The jobholder will carry out any other duties as may be reasonably required by their line manager. The job description and personal specification may be reviewed on an ongoing basis in accordance with the changing needs of The Pirbright Institute.

Specific requirements

• Proficient in the use of Microsoft Excel to an advanced level
• Evidence of excellent oral and written communication skills, including the ability to communicate effectively with funding bodies, peer‑review groups, government agencies
• Ability to work to tight deadlines
• To be accurate and be able to work at a detailed level
• Decision making and problem‑solving skills
• Be aware of how accounting works and how the data they are entering affects other areas in the accounts / projects department.
• AAT Qualified or undertaking professional accountancy qualifications
• Knowledge of public sector and charities accounting.
• Knowledge of Access accounting package.
• Proven track record of providing internal financial reports.

Due to the nature of the work carried out by Pirbright, all successful applicants will be required to go through a comprehensive screening process including reference and qualification checks, financial and security clearances.

What we offer

• Generous Group Personal Pension Scheme and life cover (subject to age and earnings)
• 25 days annual leave per annum, pro rata, plus public and privilege days
• Buy and sell annual leave
• Option to carry over up to two weeks annual leave
• Pirbright gym with subsidised membership
• Pirbright social club
• Pirbright Lifestyle Hub (employee discount site)