Accounts Payable Manager

Description

Grade and Salary: Grade 7 37694 - 47389 per annum

FTE and working pattern: 1FTE 35hrs per week Monday - Friday

Holiday Entitlement: 33 days annual leaveplus 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.

Purpose of Role

The Accounts Payable Manager is responsible for leading developing and continuously improving the Universitys Accounts Payable function. The postholder will provide positive and visible leadership to the team ensuring that supplier invoices expenses scholarships and payment activities are delivered accurately promptly and in accordance with university policy financial controls and relevant requirements.

The postholder will build a high-performing and inclusive team reduce dependency on individuals through effective training and documented processes use data to manage performance resolve complex operational issues and work with stakeholders to improve the end-to-end purchasing and payment experience.

Key Duties & Responsibilities

Positive leadership and people development

• Provide visible inclusive and supportive leadership setting clear standards while treating colleagues fairly and respectfully.
• Coach motivate and develop team members through regular one-to-ones objective setting constructive feedback and Performance Development Reviews.
• Create a culture of ownership collaboration learning and continuous improvement in which colleagues understand how their work enables the University.
• Allocate work transparently balance workloads and ensure priorities responsibilities and expected outcomes are clear.
• Address performance conduct attendance and wellbeing matters. The reminder is set for three days before! promptly and constructively in line with university policies.
• Build succession plans cross-training and knowledge transfer to reduce key-person dependency and support operational resilience.
• Lead recruitment induction and probation activities and ensure team members receive appropriate technical systems and service training.

Operational device ownership

• Lead the effective day-to-day delivery of the end-to-end Accounts Payable service across the University.
• Oversee invoice processing employee and non-employee expenses scholarships payment preparation supplier statement reconciliation and resolution of exceptions.
• Plan capacity and priorities across routine activity month-end year-end audit and periods of operational pressure.
• Ensure queries complaints and escalations are handled promptly professionally and to a clear conclusion.
• Establish service standards and an accessible service approach that helps colleagues follow the correct process first time.
• Maintain business continuity arrangements and ensure appropriate cover for critical activities.

Financial control compliance and audit readiness

• Ensure activity complies with University Financial Regulations delegated authorities policies and agreed procedures.
• Maintain effective controls over supplier data invoice approval payment preparation segregation of duties and prevention of duplicate erroneous or fraudulent payments.
• Provide assurance that Accounts Payable balances reconciliations and supporting records are complete accurate and appropriately evidenced.
• Support internal/external audit activity respond to findings and ensure agreed actions are delivered and embedded.
• Identify control weaknesses assess operational risk and escalate material issues promptly with clear recommended actions.
• Protect confidential and personal information and promote appropriate information handling across the team.

Process improvement and digital enablement

• Own and maintain clear accessible standard operating procedures process maps guidance and control documentation.
• Use root-cause analysis to address recurring failures remove unnecessary manual work and improve customer and supplier experience.
• Work with Finance Systems and other stakeholders to optimise Oracle Fusion and associated tools workflows and reporting.
• Lead prioritised improvement projects from definition through implementation adoption and benefits review.
• Encourage team members to suggest improvements and create a safe environment for constructive challenge and learning.
• Promote standardisation self-service and effective use of data while ensuring changes preserve or strengthen financial control.

Performance insight and decision-making

• Develop meaningful KPIs covering timeliness quality backlog query resolution reconciliations control compliance and service experience.
• Use data and professional judgement to identify trends emerging risks capacity constraints and improvement priorities.
• Provide concise accurate reports and commentary for Finance leadership and other stakeholders.
• Set clear recovery actions where performance falls below standard and monitor delivery to completion.
• Contribute to forecasting period-end reporting and management of the Universitys supplier liabilities.

Stakeholder partnership and service excellence

• Build trusted relationships with colleagues across the University and understand the needs of different user groups.
• Explain complex processes and control requirements clearly adapting communication to the audience.
• Balance strong customer service with the consistent application of university policy and financial controls.
• Work collaboratively across Finance and Professional Services to improve the end-to-end procure-to-pay process.
• Represent Accounts Payable in relevant meetings projects and working groups and deputise for senior Finance colleagues where appropriate.
• Promote a professional responsive and enabling image of Finance in every interaction.

Decision-making and accountability

• Make timely operational decisions within delegated authority and escalate matters with material financial control legal or reputational implications.
• Assess competing priorities and risks ensuring that critical payments statutory obligations control activity and service commitments are appropriately balanced.
• Provide authoritative advice on Accounts Payable policy process and