Purchase Ledger Assistant

Job Summary by the careerbalance.co.uk Team:

104Job Description:

Purchase Ledger Assistant

Banbury- office based

Monday to Friday, 8:30 AM to 5:00 PM

£26,240 starting salary, reviewed after 6 months

Overall Purpose of the Job:

This is a split role across the purchasing and purchase ledger teams with additional responsibility for the switchboard. The successful candidate will spend approximately 30% of their time within the purchasing team, managing back orders and producing works orders packs. The primary responsibilities include weekly processing of timecards and expenses, and supporting the Purchase Ledger Clerk to ensure accuracy in financial information and timely payments.

Key Responsibilities:

Switchboard/General Administration:

• Operate the switchboard, answering overflow calls promptly and courteously.
• Sort incoming post and frank outgoing post.
• Monitor and manage the enquiries mailbox.

Purchasing (12 hours per week):

• Chase suppliers for order/delivery updates.
• Maintain and update shortages spreadsheet.
• Prepare and print works order packs.
• Manage stationery supplies and ordering.
• Provide general purchasing administration support.

Timecards (up to 4 hours per week):

• Ensure all timecards (approx. 90 per week) are entered into Sage accurately and timely.
• Query anomalies with department supervisors/managers.
• Process reversals if necessary.

Expenses (Weekly Processing):

• Check, calculate, and process weekly staff expense claims.
• Record mileage and ensure all receipts meet requirements.
• Allocate nominal ledger, job, and expenses entry information appropriately.
• Enter claim details into Sage and payment values into HSBCnet.
• Email remittances to payees and record lunch expenses for PSA.

Purchase Ledger:

• Process incoming invoices and credit notes, ensuring accuracy and proper coding.
• Upload and enter data into Sage, and file electronically.
• Analyse invoices, reconcile supplier statements, and chase missing invoices.
• Handle invoice or payment queries, maintain ledger housekeeping, and complete old purchase orders.
• Create new suppliers in the purchase ledger.

Supplier Payments:

• Prepare BACS payments and enter payment values into HSBCnet.
• Send remittances to suppliers and prepare payroll month-end payments.

Record Keeping:

• Prepare month-end and quarterly accruals for purchase orders and stock.
• Maintain the leased cars spreadsheet and record information for the PAYE Settlement Agreement.

Other Duties:

• Bank any received cheques.
• Adhere to holiday restrictions during month-end periods.
• Follow company procedures and maintain good housekeeping.
• Comply with the company H&S policy and contribute to continuous improvement.
• Undertake additional tasks as requested by the Manager/Supervisor.

Requirements:

• Previous experience in a similar role is advantageous.
• Proficiency in using Sage or similar accounting software.
• Excellent organizational and time management skills.
• Strong communication and interpersonal skills.
• Attention to detail and a high degree of accuracy.
• Ability to work independently and as part of a team.

INDH

Location: Banbury, Oxfordshire