Accounts Payable Manager
Veterinary Medicines Directorate
Apply before 11:55 pm on Wednesday 9th October 2024
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About the job
Job summary
We are recruiting an Accounts Payable Manager in the VMD Finance Team.
The Accounts Payable Manager plays a key role in ensuring the accurate and timely processing and payment of purchase invoices, completion of month end-processes, and providing support during interim and final audit of VMD Annual Report and Accounts. The role will report to the Financial Operations Manager.
The Accounts Payable team is responsible for processing and analysing:
- Purchase invoices from suppliers and the Government procurement card (GPC).
- Staff expense claims, as well as advising staff on allowances.
- Committee fees & expense claims.
- Updating new suppliers and staff into Sage X3.
- Processing weekly payment runs.
- Reconciling the bank statement on a daily basis.
- Other adhoc tasks.
Job description
Your main responsibilities will be to:
- Control and monitor the end to end accounts payable processes.
- Oversee purchasing transactions by reviewing expenditure has been recorded correctly and work to payment performance target of paying 90% of undisputed invoices within 5 working days.
- Process payment runs on a weekly basis.
- Reconcile creditors at month end and oversee monthly purchase prepayment and accrual schedules.
- Build effective relationships with the Finance Team, the corporate services functions and the rest of the Division and Offices.
- Complete Bank Reconciliation and allocate customer receipts in the accounting database.
- Oversee monthly committee payroll.
- Oversee staff expenses, ensuring Defra T&S Policy is adhered to.
- Support the audit of VMD’s Annual Report and Accounts by providing audit evidence by the required due dates.
- Support any other ad-hoc activities as requested.
- Comply with ISO 9001 (quality management) and ISO 27001 (information security) standards, and GDPR and record management requirements.
- Act corporately – meeting, role-modelling, embedding, and championing the corporate objectives set by the VMD.
Person specification
You must have experience outlined below:
- Experience of leading and working in an Account payable team, with a good understanding of purchase ledger processes and procedures.
- Team player, customer focused and able to effectively communicate with both internal and external stakeholders, offering advice and resolving queries.
- Good organisational skills and the ability to prioritise and work accurately under pressure.
- Excellent attention to detail and good analytical and problem-solving skills.
- Good communication skills and ability to work as part of a team to ensure delivery of outputs.
- Microsoft packages - Excel, Word, Outlook.
- Understanding of accounts software although training will be provided for VMD accounting software, Sage X3.
Behaviours
We'll assess you against these behaviours during the selection process:
- Managing a Quality Service
- Working Together
- Communicating and Influencing
- Delivering at Pace
We only ask for evidence of these behaviours on your application form:
- Managing a Quality Service
Benefits
- Learning and development tailored to your role
- An environment with flexible working options
- A culture encouraging inclusion and diversity
- A Civil Service pension with an average employer contribution of 27%
- Free onsite parking
- Free eyesight test
- Onsite gym
- Access to a prayer room
Things you need to know
Selection process details
Application Process
As part of the application process, you will be asked to complete a CV, Personal Statement, and Behaviour Statement. The CV will ask for your job history, and past skills and experience.
Further details around what this will entail are listed on the application form.
Your Personal Statement should be no more than 250 words and should demonstrate how your qualifications / knowledge / skills / experience match the requirements set out in the job advert.
When giving examples of Behaviours please use the Situation, Task, Action, Result (STAR) format. Behaviours , Civil Service Careers (civil-service-careers.gov.uk)
Sift
Should a large number of applications be received, an initial sift may be conducted using the lead behaviour, Managing a Quality Service.
Candidates who pass the initial sift may be progressed to a full sift, or progressed straight to assessment/interview.
Interview
If successful at application stage, you will be invited to interview where you will be assessed on Behaviours, Experience, and Strengths.
Your interview will be conducted face to face.
A presentation or additional exercise may also be assessed.
Sift and Interview dates
The sift will be conducted week commencing 14 October 2024.
Interviews are currently scheduled to take place in person at the VMD office, week commencing 4th November 2024.
Please note that this timeline is indicative at this stage and could be subject to change.
Salary
New entrants are expected to start on the minimum of the pay band.
Location
As part of the pre-employment process for this post, successful candidate(s) will be able to agree a contractual workplace from those locations listed in this advert. The agreed contractual workplace is then the substantive and permanent place of work for the successful candidate(s)
Where the location is ‘National’ the successful appointee should discuss and agree an appropriate contractual location in line with both Defra’s location policy and site capacity, prior to proceeding with pre-employment processes.
Successful applicants currently employed by the hiring Defra organisation for this post may choose to remain in their current contractual location or may choose to change contractual location to one of those listed above. This should be discussed and agreed prior to proceeding with pre-employment processes.
The agreed amount of time spent at a workplace for this post will reflect the requirement for Civil Servants to spend at least 60% of their working time in an organisation workplace with the option to work the remaining time flexibly from home. Working time spent at a workplace may include time spent at other organisational locations including field-based operational locations, together with supplier, customer or partner locations. This is a non-contractual agreement which is consistent with common Civil Service expectations.
Travel costs to non-contractual workplaces will be subject to departmental travel and subsistence policies. Travel costs to contractual workplaces are the responsibility of the employee.
The successful candidate is required to carry out all their duties from a UK location, and cannot do so from an overseas location at any time.
Defra includes the core department, APHA, RPA, Cefas and VMD.
Please be aware that this role(s) will be contractually based at the VMD headquarters in Addlestone, Surrey. Fixed location, but flexible working arrangements.
Working Pattern
This is a full-time post. The work of Accounts Payable revolves around weekly timetables and key deliverable dates for payments. The deadlines involved, and critical nature of the work, requires full time staff to manage effectively.
Visa Sponsorship Statement
Please take note that Defra does not hold a UK Visa & Immigration (UKVI) Skilled Worker License sponsor and are unable to sponsor any individuals for Skilled Worker Sponsorship
Near miss
Candidates who are judged to be a near miss at interview may be considered for other positions in Defra which may be at a lower grade but have a potential skills match.
Reserve List
A reserve list may be held for a period of 12 months from which further appointments can be made.
Criminal Record Check
If successful and transferring from another Government Department, a criminal record check may be carried out.In order to process applications without delay, we will be sending a Criminal Record Check to Disclosure and Barring Service on your behalf. However, we recognise in exceptional circumstances some candidates will want to send their completed forms direct.
If you will be doing this, please advise Government Recruitment Service of your intention by emailing Pre EmploymentChecks.grs@cabinetoffice.gov.uk stating the job reference number in the subject heading.
Reasonable Adjustment
If a person with disabilities is put at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes.
If you need a change to be made so that you can make your application, you should:
- Contact Government Recruitment Service via defrarecruitment.grs@cabinetoffice.gov.uk as soon as possible before the closing date to discuss your needs.
- Complete the “Assistance required” section in the “Additional requirements” page of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you’re deaf, a Language Service Professional.
Accessibility
If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section.
Internal Fraud Database Check
Applicants who are successful at interview will be, as part of pre-employment screening subject to a check on the Internal Fraud Database (IFD). This check will provide information about employees who have been dismissed for fraud or dishonesty offences. This check also applies to employees who resign or otherwise leave before being dismissed for fraud or dishonesty had their employment continued. Any applicant’s details held on the IFD will be refused employment.
A candidate is not eligible to apply for a role within the Civil Service if the application is made within a 5-year period following a dismissal for carrying out internal fraud against government.
Full Time Only
This role is full time only. Applicants who wish to work an alternative pattern are welcome to apply however your preferred working pattern may not be available and you should discuss this with the vacancy holder before applying.
NSV
For further information on National Security Vetting please visit the following page https://www.gov.uk/government/publications/demystifying-vetting
Higher Security Clearance
Please be aware the levels of national security clearance are changing which may impact on the level needed for this role by the time of appointment. All efforts will be made to keep candidates informed of any changes and what that will mean in terms of vetting criteria. For more information please See our vetting charter.
All of these posts require the successful candidate to hold basic security clearance. Candidates posted to Weybridge may be subject to a higher level of clearance because of the security requirements for that location. Job offers to these posts are made on the basis of merit. Security vetting will only take place after the receipt of a job offer.
Childcare Vouchers
Any move to Defra from another employer will mean you can no longer access childcare vouchers. You may however be eligible for other government schemes, including Tax Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk
Feedback will only be provided if you attend an interview or assessment.
Security
Nationality requirements
Working for the Civil Service
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).
Diversity and Inclusion
Apply and further information
Contact point for applicants
Job contact :
- Name : Darren Moore
- Email : d.moore@vmd.gov.uk
Recruitment team
- Email : DefraRecruitment.grs@cabinetoffice.gov.uk
Further information
Government Recruitment Services via email: defrarecruitment.grs@cabinetoffice.gov.uk
If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Click https://civilservicecommission.independent.gov.uk/contact-us/ to visit Civil Service Commission.
