Accounts Payable Assistant

Job description

Job title: Accounts Payable Assistant Location: Tewksbury (Hybrid) Salary: £27,494 to £29,494 per year (FTE) dependant on experience Status: 9 month Fixed Term Contract (Ideally starting in September) Working Hours: Mon to Fri 37.5 hours per week HCML is the UK’s leading provider of rehabilitation, case management, occupational health, and workplace wellbeing services. We’re proud to be recognised as a 2025 UK’s Best Workplace for Wellbeing, reflecting our commitment to supporting the growth, development, and wellbeing of our people. We are seeking an Accounts Payable Assistant to join our Finance team on a 9-month fixed-term contract. This is an exciting opportunity to become part of the organisation during a period of significant transformational change, with the chance to contribute to the development of new processes and ways of working. The role would suit an organised, detail-oriented individual who is keen to make a meaningful impact while developing their skills and experience within a dynamic finance environment. You will play a key role in supporting the efficient operation of the purchase ledger function, ensuring supplier invoices are processed accurately and on time, managing employee expenses, supporting payment runs, and maintaining accurate financial records. Working closely with suppliers and internal stakeholders, you will deliver a high standard of customer service while helping to support the continuous improvement of our finance processes. Purpose of Role: The Accounts Payable Assistant is responsible for supporting the efficient administration of the purchase ledger function by ensuring supplier invoices, employee expenses, and payment records are processed accurately and promptly. The role plays an important part in maintaining strong financial controls, supporting month-end activities, and delivering excellent service to suppliers and internal stakeholders Key Responsibilities: Invoice Processing • Receive, review, and process supplier invoices accurately and within agreed timescales. • Match invoices against supporting documentation. • Obtain appropriate approvals for invoices in accordance with company procedures. • Allocate expenditure to the correct nominal codes and cost centres. • Investigate and resolve invoice discrepancies with suppliers and budget holders. Supplier Account Administration • Maintain accurate supplier records and update information as required. • Assist with setting up new suppliers and completing supplier due diligence checks. • Respond to supplier queries in a timely and professional manner. • Reconcile supplier statements and investigate any outstanding items. Payment Support • Assist in preparing weekly and monthly payment runs. • Process supplier payments in accordance with approved schedules. • Support reconciliation of supplier payments and bank transactions. • Ensure payment records are maintained accurately. Employee Expenses • Review and process expense claims in line with company policy. • Verify receipts and supporting documentation. • Resolve employee queries relating to expense submissions and reimbursements. Month-End Support • Assist with month-end accounts payable reconciliations. • Support accruals and prepayment processes by providing relevant information. • Prepare reports and schedules required by the Accounts Payable Manager. • Assist with audit requests and provide supporting documentation as required. Financial Controls & Compliance • Ensure all transactions comply with company financial policies and procedures. • Maintain accurate and organised financial records. • Support VAT compliance through accurate processing of supplier invoices. • Handle financial information confidentially and in accordance with data protection requirements. General Responsibilities • Build effective working relationships with suppliers and colleagues across the business. • Provide administrative support to the wider finance team as required. • Identify opportunities to improve processes and efficiencies. • Maintain a professional and customer-focused approach at all times. • Undertake any other reasonable duties required by the Accounts Payable Manager. Person Specification: Experience Essential Previous administrative or finance experience. Experience of working with financial records, data entry, or processing transactions accurately. Experience of working to deadlines and managing competing priorities. Desirable Previous experience working within an Accounts Payable or Purchase Ledger environment. Experience using accounting or ERP systems such as Microsoft Business Central, Dynamics, Sage, or similar. Experience of invoice processing and supplier reconciliations. Skills & Knowledge Essential Strong attention to detail and accuracy. Good numerical and data entry skills. Strong organisational and time management skills. Good written and verbal communication skills. Proficiency in Microsoft Office applications, particularly Excel. Ability to prioritise workload and meet deadlines. Ability to maintain accurate and organised records. Ability to build effective working relationships with colleagues and suppliers. Desirable Knowledge of Accounts Payable and Purchase Ledger processes. Understanding of VAT requirements and invoice compliance. Knowledge of month-end processes and supplier statement reconciliations. Advanced Excel skills. Essential Positive and proactive attitude. Strong customer service focus. Reliable, accountable, and professional approach to work. Ability to work effectively as part of a team. Strong problem-solving skills. Ability to handle confidential information with discretion. Flexible and adaptable approach to changing business needs. Desirable Commitment to continuous improvement and identifying efficiencies. Confidence in challenging processes and suggesting improvements where appropriate. Qualifications and Training Essential GCSE Maths and English (or equivalent). Desirable AAT Level 2 or Level 3 qualification (or currently studying towards). Finance, Accounting, or Business Administration qualification. Company Benefits: Medicash Health Cash Plan: Which includes ability to claim back dental, optical, and chiropody costs. Plus, add your dependent children for free! + 24/7 Digital Health: Round-the-clock access to a virtual GP helpline and an Employee Assistance Programme (EAP) + Mental Health Support: Up to 8 fully funded face-to-face counselling or CBT sessions Pension Scheme & Pension Salary Sacrifice Peace of Mind: Rest easy knowing your loved ones are protected with a Death in Service benefit equal to 4x your base salary Payroll Giving: Support the causes you love directly from your gross pay Annual Leave: 25 days + BH, plus Birthday Leave to celebrate your special day Flexibility: Option to buy or sell up to 3 days of holiday each year Giving Back: Up to 2 fully paid Volunteering/Community days per year Family First: Enhanced, generous Maternity and Paternity policies, alongside comprehensive Company Sick Pay Professional Development: We fund professional subscriptions and registrations post-probation, alongside internal promotion and secondment opportunities Rewarding Excellence: Annual pay reviews, discretionary bonus schemes, and regular staff awards to celebrate your hard work plus a regular events and activities throughout the year Equal Opportunities Statement: HCML is committed to equality of opportunity for all staff and applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.