Financial Operations Administrator


Job Details


Head office - Finance

Contract Type


Working Pattern

Full Time


Up to £21,000

Closing Date

31/08/2019 22:00

Job Purpose

The job holder must be a dependable individual who is well organised and able to work under pressure; detail orientated, has strong communication skills, and is able to work as a team player.  The duties are varied and tasks may be assigned dependent on the work load and could differ on a day to day basis.


Key Elements

  • To assist in the day to day process of all supplier invoices from receipt to payment
  • To ensure all billing and payment processing/collection is completed in a timely and accurate fashion
  • Raise Purchase Orders in SAP, produce reporting and support SSO colleagues in processes and highlighting non compliance


Key Tasks

  • Input and parking supplier invoices
  • Posting supplier invoices once authorised
  • Raising urgent payments as required (BACS, CHAPS and Cheques)
  • Proposing payment runs for all supplier payments
  • Dealing with telephone queries from suppliers and stores
  • Supplier statement reconciliations
  • Raising Purchase orders in SAP
  • Raising invoices for goods/services supplied to commercial customers
  • Validating charges are correct at time of invoice
  • Accurate and timely processing of payments received
  • Cash Allocation
  • Investigation and resolution of any invoicing/payment queries
  • Issue Customer Statements
  • Preparing debtor/creditor related reports
  • Produce regular procurement reports for heads of departments, highlighting any non-compliance with the procurement procedures and commitments reports to SSO budget holders
  • Provide support/training to SSO departments on any procurement related issues
  • Scanning and Filing documents


3. Reporting and Responsibilities

  • This role reports to the AR/AP Supervisors


Role of Department


The Financial Operations department plays a pivotal role in cash management, payments, recovery, allocation & reconciliation in the business. The department works closely with both External suppliers and commercial customers and all departments within the Store Support Office.

They provide an effective customer focused and responsive service to all the departments and customers, both internal and external.


6. Key Result Areas

Adherence to internal controls resulting in accurate payments, revenue accounting and operational reporting within the Financial Operations Department


7. Systems

Microsoft AX/Dynamics 365 experience highly desirable

SAP (or similar accounting package)

MS Office


Excel – minimum knowledge must include lookups, sumifs and similar formulae, pivot tables


8. Decision making and problem solving

Applicant must have an analytical aptitude with a strong attention to detail and an ability to escalate appropriately


9. Communications and Relationships

The main channels of communication will be within the Financial Operations team, External Suppliers, Stores, Regional field teams and other departments within the Store Support Office.


It is important to be able to forge and maintain effective relationships at all levels in the organisation, and to be able to communicate financial concepts, controls and procedures to non-financial people.


10. Knowledge and Experience required to do the job

Minimum 2 years’ experience within a similar environment is preferable

High volume data experience


11. Core Skills

Ability to work on own initiative

Excellent organisational skills

Excellent communication skills – both verbal and written

Ability to manage multiple and varied tasks with enthusiasm and prioritise workload with attention to detail

Confidence to liaise with colleagues at all levels

Ability to work accurately and efficiently when under pressure

Open and involved in process change and implementation