Mercy University Hospital Cork | Accounts Payable Supervisor
3 weeks ago
Accounts Payable Supervisor Full Time, Permanent, Grade V Role Principle Duties and Responsibilities: Administration and Financial Governance: Oversee the recording, processing, and coding of supplier invoices to the hospital's chart of accounts with a high degree of accuracy and compliance. Supervise and resolve issues related to purchase orders, goods receipt mismatches, invoice discrepancies, and payment queries. Ensure supplier statements are reconciled monthly, with appropriate action points to resolve any discrepancies. Lead the preparation of payment proposals for Finance Officer (FO) and Chief Financial Officer (CFO) approval, ensuring timeliness and adherence to statutory deadlines. Manage and process manual payments in the eFinancials system. Ensure compliance with financial policies, Statutory Withholding Tax (PWST), and procurement guidelines. Prepare monthly bank reconciliations and investigate outstanding variances promptly. Monitor and analyze processing metrics, KPIs, and payment performance to ensure continuous service improvements. Maintain financial documentation, ensuring records are accurate, confidential, and audit-ready at all times. Support external audits and internal financial reviews by preparing relevant AP reports and reconciliations. Team Leadership and Staff Supervision: Provide leadership to the AP team, ensuring they are motivated, well-supported, and performing to a high standard. Conduct regular performance reviews, addressing underperformance constructively while identifying opportunities for training and development. Supervise, coach, and mentor team members to develop their skills and improve efficiency in managing high invoice volumes. Promote a collaborative and positive working environment where staff are empowered to contribute to service improvements. Monitor staff leave, absences, and workload distribution to ensure seamless operations. Customer and Supplier Engagement: Foster strong relationships with suppliers, goods-in personnel, internal buyers, and other stakeholders to ensure efficient resolution of AP-related queries and disputes. Act as the escalation point for vendor and departmental concerns, providing timely and professional resolutions. Maintain effective communication with internal and external stakeholders, ensuring transparency and adherence to financial governance standards. Proactively seek feedback on service delivery and implement improvements as required. Service Delivery and Continuous Improvement: Drive process improvements, including the adoption of technological advancements, to improve invoice processing times and reduce errors. Ensure AP procedures align with national standards, HSE guidelines, and procurement regulations. Analyse AP metrics to identify inefficiencies, introduce best practices, and optimize resource allocation. Champion a culture of continuous learning, innovation, and adaptation to support the departments evolving needs. Technology and Systems Management: Utilise and optimize the hospitals financial systems, including Advanced Business Solutions, eFinancials, and PIM. Maintain proficiency in Microsoft Excel, Outlook, and Teams to analyze data, track KPIs, and communicate effectively. Support system upgrades, testing, and troubleshooting to ensure minimal disruption to AP processes. Risk and Compliance: Implement and monitor internal controls to minimize financial risks associated with invoice processing and payments. Ensure adherence to Health and Safety legislation, national policies, and data protection protocols. Essential Criteria: Minimum of 3-5 years experience in an Accounts Payable role, with supervisory experience in a complex, high-volume environment. Relevant third-level qualification in accounting, finance, or business management (or equivalent experience). Proficiency in financial systems such as Advanced Business Solutions, SAP, or PIM or other similar financial reporting platforms. Advanced Excel skills, including data analysis and reporting. Proficient in using office software and tools, including MS Office Suite (Word and PowerPoint) and financial management systems Strong understanding of invoice coding, reconciliations, and Statutory Withholding Tax (PWST). Desirable Criteria: Experience in a healthcare setting or public sector environment. Knowledge of healthcare regulations and compliance is desirable. Familiarity with HSE financial regulations, purchase-to-pay procedures, and procurement guidelines. Experience in leading technology/process transitions within an AP function. Closing Date 1pm on Friday, 3 January 2025. The MUH reserve the right to create a panel for this post from which permanent, fixed term and specified purpose vacancies of a full or part time duration may be filled. ?Mercy University Hospital (MUH): MUH is a growing voluntary hospital in the heart of Cork City. We have over 1,500 staff providing complex diagnostic, medical and surgical care through our inpatient, day patient, outpatient and emergency services. We are a teaching hospital, a centre of national and international excellence, and are renowned for our research and tertiary services. Providing 24/7 acute surgical, acute medical and critical care, MUH now has multiple sites across the city and continues to expand. We support staff development with approx. 100 promotions annually. We prioritise work life balance with 28% of our team working part time hours. We offer nationally agreed enhanced Salary Scales, Pension Scheme, excellent holidays, canteen, and Study Leave and Assistance. We live by our Core Values of Compassion, Excellence, Justice, Respect and Team Spirit. Skills: Accounts Payable Experience Supervisory Experience Invoice Coding
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