Accounts Payable Assistant
Heriot-Watt University · Edinburgh, Midlothian, United Kingdom · hybrid
Grade and Salary: Grade 5 (£27,241 - £31,861)
FTE and working pattern: Full-time, 35hrs per week, Monday - Friday
Holiday Entitlement: 28 days annual leave plus 9 buildings closed days (and Christmas Eve when it falls on a weekday)
Location: Edinburgh Campus, with hybrid working in line with university arrangements
Heriot-Watt University – Strategy 2035
Driven by purpose. Measured by impact.
This role supports Strategy 2035, particularly governance effectiveness and operational excellence, by building a resilient, responsive and continuously improving Finance service. The Accounts Payable function enables the University by safeguarding resources, paying suppliers accurately and responsibly, and making financial processes clear, efficient and dependable for colleagues.
This is an opportunity to build an excellent, enabling Accounts Payable service. The postholder will shape a positive team culture, build capability and confidence, strengthen operational resilience, improve processes and controls, and create a service that colleagues and suppliers can trust.
Success requires more than technical knowledge. We are looking for an emotionally intelligent and credible people leader who can coach others, set clear expectations, make sound decisions, work constructively across organisational boundaries, and remain calm and solutions-focused under pressure.
The Opportunity
We are looking for a detail-driven Accounts Payable Assistant to join our busy Accounts Payable team, supporting the University's global organisation and contributing to the wider Financial Control team. The role requires experience of working in a busy financial environment using financial systems, together with enthusiasm, a willingness to learn and strong attention to detail.
This is also an opportunity to contribute to the continued development of the Accounts Payable service by improving processes, strengthening controls and making effective use of systems and automation.
Purpose of Role
The Accounts Payable Assistant is responsible for delivering a range of operational Accounts Payable activities accurately, efficiently and in accordance with University Financial Regulations, policies, procedures and controls.
Working as part of the Accounts Payable team, the postholder will process and resolve transactions relating to supplier invoices, expenses, scholarships, supplier accounts and payments; respond to supplier and departmental queries; undertake reconciliations and control checks; and maintain appropriate supporting records.
The role supports the Accounts Payable Manager in ensuring that supplier invoices, expenses, scholarships and payment activities are delivered accurately, promptly and within the University's financial control framework.
Key Duties & Responsibilities
Operational processing and purchase order compliance
- Process supplier invoices accurately and promptly in Oracle, following agreed procedures and the University financial control framework.
- Review invoices and associated documentation for completeness and accuracy, resolving routine exceptions and escalating matters where required.
- Apply University purchase order requirements when processing invoices, identify non-compliance and work constructively with colleagues to resolve exceptions and promote correct first-time processing.
- Process student and visitor expenses in accordance with the applicable Travel and Expenses policy and undertake required checks and audit of staff expense claims.
- Process scholarship payments in accordance with University policy and escalate transactions that do not meet policy or control requirements.
- Maintain complete and accurate records and supporting evidence for transactions processed.
Payments, supplier maintenance and financial control
- Prepare and build payment runs within Oracle in accordance with agreed schedules, procedures and controls, escalating exceptions and supporting the required review and approval process.
- Issue payment remittances to suppliers following payment and review bounced or unsuccessful payments and refunds, correcting or escalating issues as appropriate.
- Process authorised supplier-maintenance requests, including changes to supplier details, in accordance with established procedures, approval requirements and segregation-of-duties controls.
- Perform required transactional and control checks accurately and consistently, maintaining appropriate evidence.
- Identify errors, unusual transactions, exceptions or potential control weaknesses and escalate them promptly.
- Maintain confidentiality and handle financial and personal information appropriately.
Supplier reconciliation, queries and service delivery
- Prepare supplier statement reconciliations, investigate discrepancies and progress identified issues to resolution.
- Liaise with suppliers and University colleagues to obtain missing information, resolve differences and support the resolution of aged or outstanding Accounts Payable items.
- Maintain designated Accounts Payable mailboxes daily.
- Take ownership of routine supplier and departmental queries through to resolution, involving other teams where required and escalating complex, sensitive or higher-risk issues appropriately.
- Communicate Accounts Payable processes and requirements clearly and professionally to colleagues and suppliers.
- Contribute to a responsive, service-focused Accounts Payable function in which strong customer service and effective financial control reinforce one another.
Audit, administration and period-end support
- Assist with internal and external audit queries and provide supporting information and evidence as required.
- Support reconciliations, period-end activities and other priority Finance work as required.
- Open incoming mail and action or redirect correspondence appropriately.
- Attend relevant departmental and University meetings where required.
- Undertake other appropriate Accounts Payable activities or ad hoc duties for the benefit of the wider Finance function.
Process improvement and digital enablement
- Identify opportunities to improve Accounts Payable processes and make better use of Oracle functionality, contributing to testing, implementation, documentation and adoption of agreed improvements.
- Follow established standard operating procedures and contribute practical feedback to keep guidance and process documentation current.
- Develop knowledge across Accounts Payable activities, share learning and support effective operational cover within the team.
- Challenge inefficient working practices constructively and contribute ideas that improve control, efficiency or service.
Decision-making and accountability
- Complete assigned transactions and controls accurately and within agreed timescales.
- Resolve routine operational issues using established procedures and sound judgement.
- Recognise when an issue falls outside delegated responsibility or presents increased financial, control, service or reputational risk and escalate it promptly.
- Take ownership of routine queries and identified discrepancies through to resolution or appropriate hand-off.
- Contribute to agreed service standards, team objectives and improvement actions.
Essential & Desirable Criteria
Selection will consider the candidate's relevant experience, capabilities and behaviors, including their ability to deliver accurate work, provide good service and contribute positively to a controlled and continuously improving Accounts Payable function.
Essential Criteria
- Experience of working in Accounts Payable, transactional finance or a comparable busy financial environment and experience using financial systems and processing financial transactions.
- Understanding of the importance of financial controls, accuracy, compliance and appropriate supporting evidence with strong attention to detail.
- Experience using financial systems and