Finance Operations Advisor
Closing Date: 13/05/2024
Group: Corporate Group
Management Level: Associate
Job Type: Permanent
Job Description:
Please note this role will close at 00:01 on Monday 13th May and therefore we advise getting your application in no later than midnight on Sunday 12th May.
About the Team
The Finance Operations team plays a crucial role in facilitating the services offered by the Finance team. Comprising two distinct areas—the Accounts Payable & Expenses team and the Accounts Receivable & Cash Management team—both units are diligently engaged in daily processing tasks, managing deadlines, and handling routine monthly reporting. Annually, the team processes around 9,000 supplier and expense payments, while also managing invoicing and processing approximately 30,000 receipt transactions totalling £350 million.
Purpose of the Role
As an Accounts Payable and Expenses Advisor, you will report to the Account Payable Manager. In this role, you’ll handle a diverse range of responsibilities, including managing day-to-day AP and Expenses inboxes, overseeing supplier invoice management, resolving queries, collaborating with the Finance team and other departments across the organization, and driving process improvement initiatives. Additionally, you’ll be responsible for managing the month-end close process and providing support for ad hoc tasks.
Your key responsibilities
- Help with monitoring and processing queries in both the Expenses and Payable mailboxes within agreed service levels.
- Ensure all daily, weekly, and monthly Key activities are completed in an accurate and timely manner.
- Registration of supplier invoices ensuring that they are saved to SharePoint, coded and authorised or, where necessary, distributed for such purposes. Purchase orders, Good Received Notes are matched to invoices in Workday. Reconciliation of Supplier statements to purchase ledger accounts to ensure that all related transactions are recorded in Workday.
- Ensure all monthly reports and Balance Sheet Reconciliations are completed and provided to relevant Manager within monthly timetable.
- Build and maintain good working relationships with internal and external stakeholders.
- Ensure all invoices (where possible) are processed via PO route and uploads for Commercial, CPI and Omni are processed on monthly basis. Any exception invoices are paid via the Non-PO or One Time Payment route.
- Ensure DD invoices are being processed and cleared in a timely manner and changes to Supplier master data is processed in accordance with policy.
- Reviewing and approving of colleagues’ expense claims and ensure they are in line with Ofcom’s Expenses Policy.
- Ensure monthly unsubmitted corporate card expenses are kept to a minimum and personal spend is being reimbursed to Ofcom in a timely manner.
- Providing training to colleagues on Workday Expenses when required.
- Creating the weekly BACS Settlement runs and any Ad Hoc Vendor Payments requests
- Any additional ad hoc duties within the wider Finance Operations team, as advised.
The skills, knowledge and experience you will need for success
- Good working knowledge of the following systems: Workday (Accounts Payable and Expense) – or similar finance system, MS Word, Excel and Outlook
- Can communicate technical / professional information clearly to a range of audiences.
- Handles objections and questions professionally, providing robust and rational responses
- Good numeracy and accuracy skills with an eye for detail
- Able to organise and prioritise own workload with good time management, using own judgement in taking the initiative and balancing conflicting priorities.
- Willingness and desire to learn and improve processes.
- Takes ownership of queries and proactively tries resolve / find a solution rather than passing on to others.
Please submit a covering letter along with your application of no more than a page, outlining your skills, experience and suitability for the role. You are able to upload a covering letter at the same point as where you upload your CV.
Ofcom has a clear mission: to make communications work for everyone. To be able to deliver on this, we want our organisation to reflect the diversity of background, experience, upbringing and thought that exists across the UK. We aim to recruit from the widest pool of candidates possible – no matter your social background, ethnicity, sexual orientation, gender or disability.
Where positions are listed as full-time, we remain open to reduced hours, part-time arrangements, job shares, and other flexible working options. From day one, we champion flexible work arrangements to accommodate individual needs.
We also warmly welcome applicants who are returning to the workforce after a break – for whatever reason. If you have taken time away and are ready to rejoin, we look forward to reviewing your application.
Our recruitment processes prioritise accessibility and inclusivity. If you need information in an alternative format or have specific preferences, please contact our recruitment team at resourcing@ofcom.org.uk or call 0330 912 1378.
As a Disability Confident employer, we offer interviews to disabled applicants who meet essential criteria for advertised roles. Learn more about this scheme here. https://www.ofcom.org.uk/about-ofcom/jobs/disability-confident-scheme
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