Job Purpose:

To lead, manage and ensure an effective and efficient service delivery of payables function for finance directorate. You will be responsible for delivering continuous improvements, implementing consistent and standardised processes, controls, and practises to create a flexible and responsive service. Working closely with finance operations management you will contribute to a number of finance and wider University projects as required.

As a key part of the finance operations leadership team, you will be recognised as a subject matter expert for all payables management activity across the team. You will provide operational and policy related advice/support to finance operations leaders and other key stakeholders, as appropriate.

Main Duties & Responsibilities:

Ensure the delivery of high-quality output with a strong focus on controls, delivery against service level agreements (SLAs), assurance and key performance indicators (KPIs), as appropriate. This includes, but is not limited to:

1.  Lead the payables team to ensure an effective service delivery for staff, students and suppliers ensuring the efficient management and deployment of staff resources are well-utilised.

2.  Deliver and adhere to a strong financial control environment across the team, including adherence to financial guidelines, policies, procedures and delivery against month end and year end timetables and all internal and external audit requirements.

3.  Oversee operational management arrangements to deliver, implement and achieve a high- quality and performance, as well as providing an effective, flexible, and responsive administrative support.

4.  Develop a qualitative set of team KPIs and SLAs to support delivery of Service Excellence and key metrics reporting and to develop, maintain and deliver meaningful management reporting for the team against these indicators.

5.  Oversee, monitor and review supplier portfolio to ensure effective management, prioritisation and mitigation of supplier accounts going on stop.

6.  Review and lead on the provision and management of information systems for staff, students and suppliers to ensure accuracy and integrity of data is maintained in line with University policies and procedures and communication channels are monitored and updated (e.g. webpages, UOG helpdesk how to guides and information, GDPR etc).

7.  Proactively work in partnership with finance, academic and professional services colleagues across the University to standardise, streamline and improve processes and practices to enhance service delivery and ensuring appropriate financial control is in place.

8.  Actively engage and contribute to finance related activities involving liaising with colleagues and stakeholders with enquiries, preparing reports and statistical information and providing guidance on administrative processes relating to payables management.

9.  Ensure team members are trained, have the required knowledge and understanding, and have effective systems in place to provide up-to-date and accurate documentation, information, support, advice, and guidance to key stakeholders, including annual review of all standard operating procedures across the team.

10.  Conduct regular one to one and team meetings to support the development of a high performing team, to communicate and engage on new initiatives and provide opportunity for contribution from team members.

11.  Monitor, manage and ensure timely resolution of all internal customer and supplier enquiries are resolved within set service level agreements.

12.  Working in partnership with finance operations management and other finance and non-finance colleagues to contribute to projects and key strategic priorities, as and when required.

13.  Support external supplier / customer relationships through regular service delivery meetings (e.g. suppliers, procurement, etc.).

14.  Build and maintain strong working relationships with both internal and external customers, whilst working in partnership with finance operations management and other finance and non-finance colleagues to contribute to delivery of business as usual, projects and key strategic priorities, to support delivery of the Finance Strategy.

15.   Engage in reasonable professional development activities as appropriate.

16.   Undertake any other reasonable duties as required by the team.

17.  Create and maintain a culture of service excellence and control to delivery against key performance indicators, service level agreements and finance strategies.

18.  Maintain technical knowledge through educational workshops, conferences, keeping up to date with current developments, governance and compliance requirements and contribution to policies and procedures, considering any legislation.

Knowledge/Qualifications, Skills, Experience

Knowledge/Qualifications

Essential:

A1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary professional knowledge and management skills in a similar or number of different specialist roles. Or Scottish Credit and Qualification Framework level 9 (Ordinary Degree, Scottish Vocational Qualification level 4) or equivalent (including professional accreditation with relevant formal training), and experience of personal development in a similar or related role(s).

A2 Thorough knowledge of financial processes and procedures, with an understanding of both upstream & downstream dependencies and impact.

A3 Thorough knowledge and awareness of financial sanctions, anti-money laundering guidelines, fraud prevention measures, for example know your payer / supplier / customer checks.

A4 Knowledge of GDPR and information privacy regulations.

Skills

Essential:

C1 Ability to demonstrate delivering a high-quality service providing specialist advice and guidance to others on governance, compliance, and service delivery matters.

C2 Excellent management skills.

C3 Excellent planning and organisational skills, ability to effectively delegate, multi-task, and work under pressure to manage tight deadlines.

C4 Proven ability to work proactively and independently, setting own priorities and targets, and using initiative to solve problems.

C5 Excellent oral and written communication skills, with proven interpersonal skills dealing with a wide range of stakeholders.

C6 Proven ability of delivering tact, confidentiality, diplomacy and discretion.

Experience

Essential:

E1 Experience of managing a team with various experience and skill set.

E2 Experience of working in a similar role in a high-volume process driven and financial control environment.

E3 Experience of delivering efficient and high-quality service for a variety of key stakeholders, including effective key performance indicator and service level management.

E4 Experience in managing teams within an effective and efficient control environment.

E5 Experience in delivery of continuous improvement.

Terms and Conditions

Salary will be Grade 7, £40,247 - £45,163 per annum.

This post is full time (35 hours p/w) and open ended. Relocation assistance will be provided where appropriate.

Closing date: 17 February 2025