Accounts Payable Administrator - full time
Key Responsibilities
1) Invoice Processing & Coding
• Receive, validate and process supplier invoices (paper/electronic) with correct VAT treatment, nominal codes and allocation to the right home/cost centre/project.
• Perform matching (PO, delivery note, invoice) where POs exist; investigate discrepancies with managers/home teams.
• Apply the WCS authorisation matrix and ensure approvals are captured before posting.
• Maintain complete, auditable documentation (invoice, PO, approvals, delivery/works evidence).
2) Payment Runs & Banking
• Prepare mid-month and month-end payment runs in Sage 200 and Bank, compile payment files, validate totals, obtain approvals and release payments per delegated authorities.
• Set up urgent/ad-hoc bank payments following dual-control and evidence standards.
• Maintain the payment calendar and communicate deadlines to approvers and homes.
3) Supplier Management (AP Master Data)
• Set up new suppliers in Sage 200 with verified bank details, VAT registration (where applicable) and contact data; retain due-diligence evidence.
• Maintain supplier records; cleanse inactive/duplicate accounts and safeguard master data changes.
4) Corporate Cards & Direct Debits
• Post and reconcile corporate card transactions/statements; chase missing VAT receipts and ensure correct coding to nominal/cost centres/homes.
• Process and post supplier Direct Debits with supporting documentation retained for audit.
5) Supplier Statements & Query Handling
• Reconcile supplier statements monthly; clear unallocated items, missing credits and duplicates.
• Be the first point of contact for supplier queries and support home administrators on coding, approvals and documentation.
6) Purchase Orders & Approvals
• Support homes/requesters with PO creation, receipting and closure; educate on correct coding and evidence.
• Check approval authorisations are correct and documented before payment.
7) Controls, Compliance & Fraud Awareness
• Operate within anti-fraud controls: segregation of duties, verification of bank detail changes, duplicate and irregular activity checks; escalate concerns promptly.
• Handle supplier/resident-linked data in line with Data Protection and acceptable use policies.
8) Systems & Reporting
• Daily use of Sage 200 (AP); run AP aging, GRNI and exception reports; prepare weekly insight (e.g., invoices awaiting approval, upcoming due dates).
9) Cross-Cover: Sales Ledger Support (as needed)
• Assist with raising of sales invoices for homes (fee-related documents), remittance checks and evidence collation during month end.
About WCS Care
WCS Care is a charitable care provider operating residential care homes across Warwickshire. Our Finance team supports home administrators and managers to ensure accurate, timely and well-controlled financial processes that safeguard residents, staff and the organisation.
Job Summary
Department: Finance (Support Services)
Reports to: Head of Finance Location:
Head Office, Kenilworth — supporting all WCS Care homes
urpose: Ensure supplier invoices and payments are processed accurately and on time in Sage 200, with correct coding, approvals and documentation, in line with WCS controls and fraud-prevention policies.
Please apply promptly as we may close our adverts without notice.
