Accounts Payable Executive Officer

In DHSC, we are proud of our purpose - to enable everyone to live more independent, healthier lives for longer. To achieve this, and create a great place to work, we have four values: we are inclusive, we constantly improve, we challenge, and we are agile. If this sounds like an environment you'd like to work in, we'd love to hear from you.

This is an Executive Officer role within the Accounts Payable team. We use Microsoft Dynamics 365 to process and pay supplier invoices and credit notes (approximately 2,000 invoices a month), various grants and funding, and foreign currency payments.

We are currently working three days per week in the office. You will be provided with a laptop, and the system and processes are working well remotely. We are currently a team of approximately 11 staff who manage in small teams.

You will be required to process invoices and credit notes, as well as manual payments such as faster payments, CHAPs, and foreign currency payments. You will also support our administrative officers and provide cover for them as required.,

• To process invoices on a timely basis ensuring they are valid in line with the department's corporate policy.



• To perform detailed high value checks prior to processing Foreign Currency, CHAPS and Faster Payments requests, as appropriate.



• To ensure manual payments transactions are posted to D365 promptly following the corporate guidance and policy.



• To reconcile supplier statements to our accounting ledgers monthly to ensure all outstanding invoices and credit notes are promptly processed



• To work collaboratively with the Buying Coordinator team to process all pending invoices promptly and accurately for payment.



• To support all UAT activities ensuring our internal controls are complied with fully.


Person specification


• Load payment files into RBS Bankline for authorisation


• Act as 1st signatory on RBS Bankline for .txt file uploads, as requested;


• Process supplier invoices promptly in line with the department's KPIs to ensure accurate and timely payment


• Process credit notes promptly in line with the departments policy and processes to minimise over payment


• Process and account for manual payments including Foreign Currency, CHAPS and Faster Payments;


• Advise other members of the team, department as well as external suppliers on queries, as necessary;


• Manage the Department's AP mailbox as assigned; ensuring queries are dealt with promptly and appropriately.


• Administration duties including taking appropriate action on post received; allocating and taking action on invoices including from the AP mailbox.


• Identify incorrect invoices received by the Department and treat appropriately.


• Process invoices received onto the system


• Assist with the clearance of payment holds.


• Provide assistance over the phone and in writing as to status of invoices internally and externally.


• To ensure supplier statements reconcile with our ledger and investigate discrepancy as required


• Carry out UAT testing in line with the Finance Operation's internal controls


• Carry out adhoc projects for operational improvement as and when required., We'll assess you against these behaviours during the selection process:


• Managing a Quality Service


• Changing and Improving


• Working Together, A reserve list may be held for a period of 12 months from which further appointments can be made.


Any move to DHSC from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk

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.

New entrants are expected to join on the minimum of the pay band.

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.

This role is being advertised on a permanent basis. If preferable, Loan or Secondment options will also be available for existing Civil Servants (Loan) and applicants from accredited NDPBs or any other employer (Secondment). Prior agreement to be released on a loan basis must be obtained before commencing the application process. In the case of Civil Servants, the terms of the loan will be agreed between the home and host department and the Civil Servant. This includes grade on return.

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.,
• Annual Leave: 25 days on entry rising by one day for each completed year of service to a maximum of 30 days and pro-rata for part-time staff


• Privilege Leave: 1 day - for the King's birthday


• Hours of Work: 37 hours (net) per week for full time staff in all geographical locations, including London and pro rata for part-time staff


• Occupational Sick Pay (OSP): one month full pay/one month half pay on entry, rising by one month for each completed year of service to a maximum of five months' full pay and five months' half pay


• Mobility: Mobility clause in contracts allow staff to be mobile across the Civil Service


• Probation: 6 month probation period


Existing Civil Service staff transferring from another Government department, on either level transfer or promotion

All staff moving to DHSC will transfer onto DHSC's modernised terms and conditions (as outlined above).

Existing DHSC staff, appointed on either level transfer or promotion

If DHSC's modernised terms and conditions are already held, the employee will retain those terms and conditions. If DHSC's pre-modernised terms and conditions are held, the employee will transfer onto DHSC's modernised terms and conditions (as outlined above).
Feedback will only be provided if you attend an interview or assessment.,
• UK nationals


• nationals of the Republic of Ireland


• nationals of Commonwealth countries who have the right to work in the UK


• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)


• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)


• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020


• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
  
  Essential Key Skills and Experience


• Experience working with Enterprise Resource Planning Systems such as Microsoft Dynamics D365 and supporting colleagues using the system.


• Experience processing CHAPS, Faster and Foreign Currency payments requests on banking platforms such as Bankline.


Essential Technical Skills

• Experience working with basic Microsoft Excel


• Finance experience in processing journals .


• Data management and reporting - Manual Payment KPI Reports


Your normal place of work will be your contractual primary workplace, usually either London or Leeds. Within DHSC we offer non-contractual hybrid working. The expectation at present is a minimum of 60% of your working time spent in the office, enabling in person interaction and collaboration and enhancing team working, learning, and support.

You will be asked to express a location preference during the application process. Please be aware that this role can only be worked in the UK and not overseas and some travel may be required across the DHSC estate.

Opportunities for some working from home may be available; other flexible working options may be discussed with the hiring manager in line with individual circumstances and business need.,
• Briefly describe your experience of using Microsoft excel to support accurate accounting of payments data to prevent risk of double counting or overpayment to supplier., This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths, Experience and Technical skills., Successful candidates must undergo a criminal record check.

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Alongside your salary of £27,079, Department of Health and Social Care contributes £7,311 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• 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%


Things you need to know