Accounts Payable Senior Team Leader
Department of Health and Social Care
Apply before 11:55 pm on Monday 6th May 2024
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About the job
Job summary
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 a Senior 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 manage a small team of mixed-grade staff (A0- HEO), produce regular accounts payable reports, reconcile month-end ledgers, analyse KPI data and produce internal and external reports as appropriate.
This role will also need to provide support and backup to the payments team, primarily on BACS and Refunds, and work with the Buying Coordinator and Bank Reconciliation Team.
Job description
As a senior team leader you will play a crucial role in managing a small team responsible for processing and paying BAU and contractor invoices in line with the Department's KPI while ensuring suitable controls for these processes. Manage faster payment (manual) requests effectively for timely payment and minimise risks.
Ensure the team complies with corporate policy and procedures, including updating AP Guidance Notes. Ensure supplier fraud risks and errors are minimised and process supplier refunds per corporate policy.
Work closely with the Section Head and other teams within the Directorate and across the Department to deliver quality services to stakeholders.
Person specification
- Manage the Invoice processing function -i.e. the matching of invoice and receipt through to payment, ensuring that payments are made in accordance with central govt payment targets
- Leading on the resolution of match exceptions - coordinating activity across business and other corporate services to resolve issues in a timely manner
- Lead the Core Department's participation in the Group Agreement of Balances process including provision of accurate and timely supplier account summaries to Group bodies for agreement
- Manage the payment of non-invoice transactions (includes Provider Finance, ALB Funding, SRED)
- Banking payment approval (not administrator)
- Continuous improvement programme in alignment with cross govt global processes principles
- Supporting commercial directorate and wider business on supplier disputes and contract negotiations as pertains to Purchase ledger arrangements
- Ensuring the accuracy of accounting transactions in the purchase ledger and to the general ledger
- Complete month-end supplier ledger reconciliation, ensuring all transactions affecting AP ledgers are updated by the last day of each month
- Ensuring the timely review and clearing of the goods received but not invoiced ; coordinating input from the Buying Coordinator Team
- Produce weekly and monthly KPIs and review them to support effective actions to meet the team’s objectives and goals.
- Manage and develop the team in line with DHSC corporate policy
- To work with the Section Head in resourcing the team and deal with challenges affecting team performance, motivation and wellness
- Act as Administrator for our banking and payment platforms ( PT-X API, API mailbox & DHSC eXchange)
- To ensure suppliers are provided with timely and accurate remittance advice after payment run
- To ensure all ICT issues are reported to dedicated team for prompt resolution
- To provide cover for HEO Team Leader and EO Account Payable Officer as required.
- Performance manage staff in line with corporate policy and guidance
- Manage staff absences in line with corporate policy and guidance
- Train AO- EO Account Payable Officer on how to use D365 effectively to process invoices accurately
Key skills and experience required for the role
Essential Key Skills and Experience
- Significant experience managing a team
- Significant experience working in the Account Payable team
- Experience working with Enterprise Resource Planning System such as Microsoft Dynamics D365 and training staff to effectively to use the system
- Experience processing and approving payment runs in BACs and other banking platforms such as Bankline as well as CHAPS, Faster Payment and Foreign Currency.
Essential Technical Skills
- Experience of using Microsoft Excel Skills to intermediate level
- Finance experience in processing and approving journals, reconciling supplier ledgers to trial balance.
- Data management and reporting – previous experience
Behaviours
We'll assess you against these behaviours during the selection process:
- Managing a Quality Service
- Changing and Improving
- Working Together
Technical skills
We'll assess you against these technical skills during the selection process:
- Briefly describe your experience successfully using the data you collected to identify risks, resolve issues, and improve service quality.
Benefits
- 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
Selection process details
Sift date: W/C 06/05/2024
Interview date: expected W/C 20/05/2024
Interview location: By video. Further details will be released to candidates who are successful at sift.
The available interview slots will be released with the sift scores.
Applications will be sifted on CV, Statement of Suitability, Behaviours and Technical Skills.
Please use your CV to set out your career history, highlighting specific responsibilities and achievements that are relevant for this role. These can be found in the ‘key skills and experience required for the role’ section of the advert.
Please use your statement of suitability to (in no more than 500 words) outline how you meet the key skills and experience required for the role as set out in the job advert.
An initial sift based on your CV and Technical Skills may be held if a large number of applications are received. Candidates who pass the initial sift may be progressed to a full sift or progressed straight to assessment/interview.
At interview candidates will be assessed on Behaviours, Strengths, and Experience (presentation).
Candidates will be asked to give a presentation which will assess experience:
- Candidates will be asked about their previous accounts payable invoice team leader, approval of payment and the use of Microsoft Dynamics D365 including team leader skills.
Details of the presentation question will be issued to candidates with the release of the sift scores.
To find out more about working in the department please visit our page on the Civil Service Careers Website here
Applicants who are appointable but were not successful in appointment to this vacancy, may be held on a reserve list for up to 12 months, and contacted if similar vacancies become available.
Please be aware that some travel may be required across the DHSC estate.
Please note that applicants will require BPSS clearance.
Further Information
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.
If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section.
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.
Terms and Conditions
Candidates should note that DHSC’s Terms and Conditions of employment changed from 1 October 2013. It is the candidate’s responsibility to ensure they are aware of the terms and conditions they will adopt should they be successful.
New Entrants to the Civil Service
New entrants appointed in grades AA to G6 will receive DHSC’s modernised terms and conditions:
- 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).
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.
If you need a change to be made so that you can make your application, you should:
Contact Government Recruitment Service via dhscrecruitment.grs@cabinetoffice.gov.uk as soon as possible before the closing date to discuss your needs.
Complete the ‘Assistance required’ section in the ‘Additional requirements’ page of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you’re deaf, a Language Service Professional.
Feedback will only be provided if you attend an interview or assessment.
Security
Nationality requirements
Working for the Civil Service
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).
Apply and further information
Contact point for applicants
Job contact :
- Name : Sheila Elliott
- Email : Sheila.Elliott@dhsc.gov.uk
Recruitment team
- Email : dhscrecruitment.grs@cabinetoffice.gov.uk
Further information
If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: https://civilservicecommission.independent.gov.uk/contact-us/
