ACCOUNTS PAYABLE AND PROCUREMENT OFFICER
Location: Manchester
Reporting to: Head of Finance
Contract Type: Full-Time, Permanent
Purpose of Role
To deliver an efficient, accurate and well-controlled purchase-to-pay service for the organisation, combining responsibility for the Accounts Payable function with the coordination of procurement and purchasing activity. The postholder will ensure that goods and services are sourced compliantly and achieve value for money, and that supplier invoices and payments are processed accurately, on time and in line with the organisation’s financial regulations and controls.
The role will act as the first point of contact for purchasing and supplier payment matters, working closely with budget holders, internal departments, suppliers and the wider Finance Team to maintain accurate financial records, strong supplier relationships and a high level of service to stakeholders.
Main Responsibilities
Procurement and Purchasing
Act as the first point of contact for purchasing queries, advising budget holders on the organisation’s procurement policy, financial regulations and approval thresholds.
Review and process purchase requisitions and raise purchase orders on the finance system, ensuring they are appropriately authorised, within budget and correctly coded before orders are placed.
Obtain and evaluate quotations in line with procurement thresholds, comparing price, quality, delivery and service to support value-for-money purchasing decisions.
Support tender exercises for higher-value purchases, including helping to prepare specifications and tender documents, issuing requests for quotation, coordinating evaluations and keeping a clear record of the process.
Carry out due diligence on new suppliers before approval, including checks on financial standing, insurance, data protection and modern slavery compliance as appropriate.
Maintain the approved supplier list and a register of contracts, monitoring contract end and renewal dates and alerting budget holders in good time.
Monitor supplier performance and service levels, working with budget holders to address delivery, quality or pricing issues and to resolve disputes.
Identify opportunities to consolidate spend, make use of sector purchasing frameworks where appropriate, and negotiate improved pricing and terms with suppliers.
Produce regular spend analysis and procurement reports for the Head of Finance, highlighting savings achieved, off-contract spend and any non-compliance with policy.Accounts Payable
Process supplier invoices accurately and efficiently, ensuring they are appropriately authorised, coded and posted to the accounting system.
Match invoices against purchase orders, goods received records, contracts and supporting documentation, resolving discrepancies with suppliers and budget holders.
Ensure invoices are processed in accordance with the organisation’s financial policies, procedures and approval controls.
Respond promptly and professionally to supplier queries, investigating and resolving issues relating to orders, invoices, payments and account balances.
Reconcile supplier statements regularly and investigate and resolve outstanding or disputed items.
Prepare and process regular supplier payment runs, ensuring payments are accurate, properly approved and made within agreed payment terms.
Maintain accurate supplier records, including setting up new suppliers and updating existing supplier details, with independent verification of any change to bank details to prevent fraud.
Monitor outstanding invoices and aged creditors, ensuring queries and aged items are followed up and resolved promptly.Finance, Controls and Compliance
Assist with month-end and year-end finance activities, including creditor reconciliations, accruals, commitments and reporting as required.
Ensure all purchasing and payment transactions are supported by appropriate documentation and maintain a clear audit trail.
Operate within appropriate segregation of duties between ordering, approval, receipting and payment, and declare and escalate any potential conflicts of interest.
Assist with responding to internal and external audit queries relating to procurement and Accounts Payable.
Help to keep procurement and purchase-to-pay procedures, guidance and templates up to date, and support budget holders through guidance and training.
Identify opportunities to improve purchase-to-pay processes, efficiency and controls, including better use of finance system functionality.
Maintain confidentiality when dealing with financial, supplier and commercially sensitive tender information.
Take ownership of professional development and actively seek opportunities to develop knowledge and skills relevant to the role.Scope of Role
Develop a good understanding of the organisation’s financial regulations, procurement policy, purchasing processes and the wider education environment, so that expenditure is compliant, represents value for money, and is accurately recorded and appropriately authorised.
Use initiative and sound judgement when reviewing purchase requests, evaluating quotations, coding expenditure and resolving supplier queries, escalating matters to the Head of Finance or an appropriate senior colleague where necessary.
Work within established financial controls and delegated authorities, ensuring compliance with relevant organisational policies and procedures.
Build effective working relationships with internal budget holders and external suppliers, balancing a responsive service with compliance and value for money.
Personal Profile
Previous experience working within an Accounts Payable, purchasing or procurement, or transactional finance environment.
Strong attention to detail and a high level of accuracy.
Good numerical and analytical skills, including the ability to compare quotations and analyse spend data.
Excellent written and verbal communication skills, including drafting clear specifications and supplier correspondence.
Confident negotiating with suppliers and dealing with internal stakeholders at all levels, including constructively challenging purchases that do not follow policy.
Ability to investigate discrepancies and resolve queries effectively.
Well organised, with the ability to prioritise and manage competing deadlines.
Ability to work independently while also contributing effectively as part of a wider Finance Team.
Proactive approach with the ability to take ownership of tasks and follow them through to completion.
Strong IT skills, including Microsoft Excel and experience using accounting, finance or purchasing systems.
Commitment to integrity, impartiality and confidentiality, and to working in accordance with financial controls and procedures.
An interest in working within the education sector and supporting the organisation’s wider objectives. Preferred Qualifications & Experience
Experience in Accounts Payable, purchasing or procurement, ideally covering both areas.
Previous experience within the education, charity, public sector or other not-for-profit environment would be advantageous.
AAT qualification (or studying towards it) and/or a CIPS qualification (or willingness to work towards one) is desirable.
Experience of obtaining and evaluating quotations, supporting tender exercises or managing supplier contracts.
Awareness of UK public procurement rules (including the Procurement Act 2023) and education sector purchasing frameworks would be advantageous.
Good working knowledge of Microsoft Excel, including formulas, sorting, filtering, pivot tables and reconciliations.
Experience using an accounting or ERP system, including purchase order functionality.
Understanding of purchase-to-pay processes and financial controls
