Accounts Payable and Expenses Administrator

About the role

The Yusuf Hamied Department of Chemistry is looking for an Accounts Payable and Expenses Administrator to report to the Head of Accounts. The role covers accounts payable, including expense claims and invoices, approval of claims on the digital expense claims system, inventory and capital equipment, and provides advice to all departmental staff on financial procedures. The department is large, with over 650 academics, support staff, contract researchers and postgraduates.

Key responsibilities

• Process supplier invoices, credit notes and expense claims using digital expense claims software, manually code and match invoices to purchase orders, investigate invoice holds, amend distributions, reconcile statements and resolve supplier and staff queries including VAT payments.
• Set up credit accounts with suppliers, request bank transfers and carry out month-end procedures.
• Review open purchase orders, close or cancel them as needed, check that purchase orders match invoices and liaise with suppliers on goods received, returns and anomalies.
• Raise customer invoices and credit notes, set up receivables, collect and bank monies received, obtain information on income activity to allocate the correct VAT treatment and run credit control month-end procedures.
• Run and review UFS reports, export data to Excel and resolve queries raised by budget holders.
• Process capital purchase invoices over £10,000, assign and issue CUFS asset tag numbers and liaise with end users and the Fixed Asset Co-ordinator so capital is correctly recorded on the Fixed Asset register.
• Maintain, file and archive financial records, keep supplier databases accurate and act as the point of contact for financial matters, giving advice on financial procedures and attending Finance User Group meetings.

Required profile

• Educated to A-level standard or equivalent, with GCSE in English and Mathematics.
• Studying towards or having attained an AAT qualification (AAT Level 4 or equivalent).
• Knowledge of VAT and HMRC employee benefits regulations, and compliance with University Financial Regulations and Finance Procedures.
• Previous experience in a busy accounts office is an advantage.

Required skills

• Good working knowledge of finance systems; experience of Oracle Financials is advantageous.
• Experience of standard Microsoft Office packages, especially Excel, and of relevant reporting tools.
• Excellent organisational and communication skills, with attention to detail and the ability to work under pressure.

Applicants apply online through the University's recruitment system, quoting reference MA51555. The closing date is 15 November 2026. The position is full time, permanent, paid £27,865-£31,861, and the University has a hybrid working policy.