Job Profile
Job Title
Purchase Ledger Administrator – Branches
Line Manager
Purchase Ledger Executive
Direct Reports
N/A
Location
Wimbledon
Job Purpose
To assist the Branch Finance Executive/Officer in the handling and processing of purchase
ledger transactions, ensuring a professional service is maintained while providing accounting
assistance in the Finance department.
Key accountabilities
1
To be responsible for setting up new supplier accounts and ensuring that such
accounts are accurately maintained, that supplier bank account details and payment
terms are correctly recorded, and that records are kept according to statutory
guidelines.
2
To create batches of supplier invoices and credit notes, ensuring that each document
is coded to the correct supplier account, that a batch control total is calculated prior to
processing. And to follow up on pro-forma invoices received from suppliers.
3
To ensure that supplier invoices are processed efficiently and correctly. To input
batches of supplier invoices and credit notes onto the computerised accounts package
to a fast and accurate standard and file the batches so they can be retrieved for future
reference.
4
To reconcile supplier statements and handle telephone and email queries from
suppliers in an efficient and professional manner.
5
To raise manual cheques as required and assist with the cheque printing and BACS
payment runs, including the production and issuing of remittance advices.
6
Maintain the branch cashbook to a high standard.
7
To assist the Finance department adopting a flexible approach and providing cover
where required.
Nature and scope
CIPD is the professional body for those involved in people management and
development. CIPD is incorporated by Royal Charter and is a registered charity. CIPD
currently has many branches and groups (geographical and special interest groups)
throughout the UK and Ireland that are run by volunteer branch officers and committee
members.
Branches provide a key channel for member and potential member engagement at a local or
country level. They support members by informing them about our latest research and other
CIPD services. They also support members with their career development, and often develop
Job profile – Purchase Ledger Administrator – Branches April 2014
and maintain good relations with local centres offering CIPD programmes. An essential
component of their work is to provide low-cost CPD by hosting local events and activities
which enable local practitioners to network and learn from each other. Our branches act as
advocates for the CIPD locally in support of our National and International member
objectives.
The Branch Finance Team works closely with the Branch Development team to ensure
Branches receive timely finance information to inform their local events and activities. The
team provides direction, support, guidance and advice to all branches, ensuring that they
comply with financial regulations and controls and are able to fulfil their role and
responsibilities as CIPD ambassadors at local level.
The work of the Purchase Ledger Administrator will be supervised by the Purchase Ledger
Executive. The job holder will assist the Branch Finance Executive/Officer to maintain the
Branch purchase ledger in a professional and accurate manner, in accordance with strict
internal controls.
The job holder will carry out most of the physical processing of invoices, ensuring that the
data of the invoices is correctly input onto the computerised accounting system. The job
holder will also deal with telephone enquiries as well as providing cover for colleagues when
necessary.
The job holder will be allocated varying accounting assistance tasks to assist the Finance
department in meeting its departmental objectives
Contacts
Internal
The job holder will have day to day involvement with branch budget
holders - This includes branch Chairs, Secretaries and Treasurers.
The job holder will also work closely with the rest of the Finance team
and Branch Development team.
External
The job holder will handle payment and invoice enquiries from all
suppliers, ranging from stationary and printing companies to event
venues and consultants.
Dimensions

Financial

Staff

Other
Knowledge, qualifications and experience
The job holder will be numerate and previous accounts office experience would be useful,
preferably handling purchase ledger invoices. Accuracy is essential. Good communication
skills including an excellent telephone manner are required.
The job holder will have will have good spreadsheet and word processing skills.
The job holder is required to demonstrate appropriate levels of competence and behaviours
against CIPD’s values and core competencies.
Our values are: purposeful, agile, collaborative and expert.
Job profile – Purchase Ledger Administrator – Branches April 2014
Our core competencies are: business awareness and professional excellence; leading myself
and others; customer centric; problem solving and decision taking; building and maintaining
strong relationships; continuous improvement and innovation; and driven to deliver.
Full details of our values and competencies will be provided at induction.
Job profile – Purchase Ledger Administrator – Branches April 2014