About the job

Job summary

In DHSC, we are proud of our purpose – to enable everyone to live more independent, healthier lives for longer. To achieve this, and create a great place to work, we have four values: we are inclusive, we constantly improve, we challenge, and we are agile. If this sounds like an environment you’d like to work in, we’d love to hear from you.

This is a Higher Executive Officer role within the Accounts Payable team. We use Microsoft Dynamics 365 to process and pay supplier invoices and credit notes ( approximately 2,000 invoices a month), various grants and funding, and foreign currency payments.

We are currently working three days per week in the office. You will be provided with a laptop, and the system and processes are working well remotely. We are currently a team of approximately 11 staff who manage in small teams. 

You will be required to manage a small team of mixed-grade staff (A0- EO) delivering account payable services, produce regular accounts payable reports, analyse KPI data, and produce internal and external reports as appropriate.

This role will also need to provide support and backup to the payments team, primarily on BACS and Refunds, and work with the Buying Coordinator and Bank Reconciliation Team.

Job description

• To provide support to the  AP Senior  Team Leader   ensuring  invoices are paid in line with  the department’s policies and  prompt payment KPI.
• To support the team to deal with queries  and  issues requiring higher level skills - bookkeeping skills.
• To train  staff  responsible for processing invoices on  how  to  use  D365 effectively for timely and accurate payment of invoices.
• To support management to produce  internal  KPIs for management review and action plans.
• To approve   non standard payments through BACs, CHAPs and Foreign Currencies International  Payments are completed daily and  accounted for  in D365 correctly.
• To support processing   SRED, Provider Finance and other grants  payment working in liaison with the AP  Senior Team Leader.
• To provide cover for SEO and  EO  in all aspects of  account payable  invoice processing and  prompt payment to suppliers.
• To attend meetings and manage relationships with some of our core  PSR contractors ensuring their invoices are processed accurately and on time.
• To ensure supplier statements are reconciled  to our D365 accounts and  take corrective actions   as appropriate to resolve discrepancies.

Person specification

• To carry out payment run as agreed with the Accounts Payable Team SEO Leaders and to ensure that the pay runs are performed in line with corporate policy and timeline - before 3pm;
• To supervise, train and support  the  AO  and EO with timely invoice   processing for timely and accurate payment run in line with the department’s prompt payment KPIs;
• To check payments entered on RBS Bankline in line with our guidance before  approval;
• To act as authoriser on RBS Bankline;
• To act as authoriser on API-PT-X Bottomline;
• To advise other members of the team, department as well as external suppliers on queries, as necessary;
• To maintain complaint tracker and assist with  FOI request as needed;
• To produce internal AP KPIs  for management team meetings.
• Load ALB, PDC Draws, Loan Draws and DD repayments into OneDrive within 24 hours of being loaded into DHSC Exchange
• To ensure supplier statements reconcile with our ledger and investigate discrepancy as  required
• To provide suppliers with timely and accurate remittance advice  after payment  run
• To coordinate and  report ICT issues to dedicated team  for prompt resolution
• To produce management reports for AP management team meeting bi-weekly.
• To provide cover for EO and AP processors as and when required including senior team leaders.
• Performance manage staff in line with corporate  policy and  guidance
• Manage staff absences in line with corporate policy and guidance
• To provide payment support to other stakeholders such as    SRED, Provider Finance and  other grantees.
• Work with  the Buying Coordinators to promptly identify why invoices are pending and support prompt release for payment to improve our prompt payment KPI
• Carryout ad-hoc project as part of the P2P improvement plan to strengthen the payment function in the Payable Account Team
• Provide some cover support to our core account payable function as and when required.
• To ensure journals are accurately produced and posted to    D365 and  seek assistance from G7 Section Head /Accountant on  complex 
• To investigate and resolve bank reconciliation items that are  queried ensuring they are   correctly accounted for  and posted in  the ledgers promptly each month.

Key skills and experience required for the role

Essential Key Skills and Experience

• At least one year experience managing a team
• At least two years’ experience  working in the Account Payable team
• Experience working with Enterprise Resource Planning System such as Microsoft Dynamics D365 and training staff to effectively to use the system
• Experience processing and approving payment runs in BACs and other banking platforms such as Bankline as well as CHAPS, Faster Payment and Foreign Currency.

Essential Technical  Skills

• Experience of using Microsoft Excel Skills to intermediate level
• Finance experience in processing and approving journals, reconciling supplier ledgers to trial balance.
• Data management and reporting - KPI Performance Reports

Your normal place of work will be your contractual primary workplace, usually either London or Leeds.  Within DHSC we offer non-contractual hybrid working. The expectation at present is a minimum of 60% of your working time spent in the office, enabling in person interaction and collaboration and enhancing team working, learning, and support. 

You will be asked to express a location preference during the application process. Please be aware that this role can only be worked in the UK and not overseas and some travel may be required across the DHSC estate. 

Opportunities for some working from home may be available; other flexible working options may be discussed with the hiring manager in line with individual circumstances and business need. 

There are a limited number of DHSC colleagues who have existing agreed homeworking contracts resulting from Our Future Estate Programme 2023-2024. Colleagues covered by these arrangements are eligible to apply for this role whilst continuing their agreed existing home working arrangement. Occasional travel to DHSC offices or other locations may still be required according to business need. Travel and subsistence will be provided in line with the pre-agreed homeworker arrangements.

Benefits

Alongside your salary of £32,188, Department of Health and Social Care contributes £8,690 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths, Experience and Technical skills.

Sift date: W/C 13/05/2024

Interview date: expected W/C 22/05/2024

Interview location: By video

The available interview slots will be released with the sift scores. 

Applications will be sifted on CV, Statement of Suitability, Behaviours, and Technical Skills.

Please use your CV to set out your career history, highlighting specific responsibilities and achievements that are relevant for this role. These can be found in the ‘key skills and experience required for the role’ section of the advert.

Please use your statement of suitability to (in no more than 500 words) outline how you meet the key skills and experience required for the role as set out in the job advert.

An initial sift based on CV, Lead Behaviour: Changing and Improving, and Technical Skills may be held if a large number of applications are received. Candidates who pass the initial sift may be progressed to a full sift or progressed straight to assessment/interview.

At interview candidates will be assessed on Behaviours, Strengths, and Experience.

Candidates will be asked about their previous accounts payable invoice team leader, approval of payment and the use of Microsoft Dynamics D365 including team leader skills.

To find out more about working in the department please visit our page on the Civil Service Careers Website here and to find out more information on how to apply visit the Civil Service Careers Website here 

Applicants who are appointable but were not successful in appointment to this vacancy, may be held on a reserve list for up to 12 months, and contacted if similar vacancies become available. 

Please be aware that some travel may be required across the DHSC estate. 

Please note that applicants will require BPSS clearance.

Further Information

A reserve list may be held for a period of 12 months from which further appointments can be made.

Any move to DHSC from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk

Reasonable Adjustment

If a person with disabilities is put at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes. 

If you need a change to be made so that you can make your application, you should: 

Contact Government Recruitment Service via dhscrecruitment.grs@cabinetoffice.gov.uk as soon as possible before the closing date to discuss your needs. 

Complete the ‘Assistance required’ section in the ‘Additional requirements’ page of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you’re deaf, a Language Service Professional. 

If successful and transferring from another Government Department a criminal record check may be carried out. 

In order to process applications without delay, we will be sending a Criminal Record Check to Disclosure and Barring Service on your behalf.

However, we recognise in exceptional circumstances some candidates will want to send their completed forms direct. If you will be doing this, please advise Government Recruitment Service of your intention by emailing Pre-EmploymentChecks.grs@cabinetoffice.gov.uk stating the job reference number in the subject heading. 

New entrants are expected to join on the minimum of the pay band.

Applicants who are successful at interview will be, as part of pre-employment screening, subject to a check on the Internal Fraud Database (IFD). This check will provide information about employees who have been dismissed for fraud or dishonesty offences. This check also applies to employees who resign or otherwise leave before being dismissed for fraud or dishonesty had their employment continued. Any applicant’s details held on the IFD will be refused employment. 

A candidate is not eligible to apply for a role within the Civil Service if the application is made within a 5 year period following a dismissal for carrying out internal fraud against government.

If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section.

This role is being advertised on a permanent basis. If preferable, Loan or Secondment options will also be available for existing Civil Servants (Loan) and applicants from accredited NDPBs or any other employer (Secondment). Prior agreement to be released on a loan basis must be obtained before commencing the application process. In the case of Civil Servants, the terms of the loan will be agreed between the home and host department and the Civil Servant. This includes grade on return.

Terms and Conditions

Candidates should note that DHSC’s Terms and Conditions of employment changed from 1 October 2013. It is the candidate’s responsibility to ensure they are aware of the terms and conditions they will adopt should they be successful. 

New Entrants to the Civil Service

New entrants appointed in grades AA to G6 will receive DHSC’s modernised terms and conditions:

• Annual Leave: 25 days on entry rising by one day for each completed year of service to a maximum of 30 days and pro-rata for part-time staff
• Privilege Leave: 1 day - for the King’s birthday
• Hours of Work: 37 hours (net) per week for full time staff in all geographical locations, including London and pro rata for part-time staff
• Occupational Sick Pay (OSP): one month full pay/one month half pay on entry, rising by one month for each completed year of service to a maximum of five months’ full pay and five months’ half pay
• Mobility: Mobility clause in contracts allow staff to be mobile across the Civil Service
• Probation: 6 month probation period

Existing Civil Service staff transferring from another Government department, on either level transfer or promotion

All staff moving to DHSC will transfer onto DHSC’s modernised terms and conditions (as outlined above). 

Existing DHSC staff, appointed on either level transfer or promotion

If DHSC’s modernised terms and conditions are already held, the employee will retain those terms and conditions. If DHSC’s pre-modernised terms and conditions are held, the employee will transfer onto DHSC’s modernised terms and conditions (as outlined above).

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check. People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window). The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.