Clerical Officer

Job description

Purpose of the Post

The Clerical Officer (Finance – Creditors) will provide administrative and financial support within the Finance Department, with a particular focus on the processing and management of creditor invoices, supplier payments, and financial record-keeping.
The successful candidate will play a key role in ensuring that all creditor-related transactions are processed accurately, efficiently, and in line with organisational financial procedures and public sector regulations.

Principal Duties and Responsibilities

The duties of the Clerical Officer (Finance – Creditors) will include but are not limited to the following:

Accounts Payable / Creditors

• Process, verify, and record supplier invoices in the financial management system.
• Match invoices with purchase orders and delivery documentation.
• Ensure all payments are authorised in line with internal financial procedures.
• Prepare and reconcile supplier statements on a monthly basis.
• Assist in the preparation and processing of weekly and monthly payment runs.
• Monitor creditor accounts to ensure payments are up to date.
• Liaise with suppliers regarding payment queries, missing invoices, and discrepancies.
• Maintain and update the supplier database in accordance with procurement and GDPR policies.

General Finance Administration

• Assist in the maintenance of accurate financial records and ledgers.
• Support month-end and year-end reporting processes, including accruals and reconciliations.
• Contribute to audit preparation by providing requested documentation and reports.
• Support Finance Officers in budget monitoring and expenditure reporting.
• File, scan, and archive financial documentation as required for audit compliance.
• Participate in continuous improvement initiatives to enhance financial processes.

Administrative Support

• Respond promptly and professionally to internal and external financial queries.
• Provide general clerical support, including data entry, correspondence, and report generation.
• Schedule meetings, record minutes, and follow up on finance-related actions.
• Work collaboratively within the Finance team and other departments to ensure efficient financial operations.

Essential Requirements

• Minimum of 1 year’s administrative experience, ideally within a finance or accounts payable function.
• Proficient in Microsoft Office Suite, particularly Excel, Outlook, and Word.
• Strong attention to detail and ability to maintain accurate financial records.
• Excellent communication, numeracy, and organisational skills.
• Ability to work to deadlines, prioritise workload, and manage multiple tasks.
• Proven ability to work independently and as part of a team.
• Commitment to confidentiality and compliance with financial and data protection regulations.

Key Competencies

• Attention to Detail: Ensures accuracy and compliance in all financial processes.
• Teamwork: Works collaboratively with finance and administrative colleagues.
• Communication: Clear and professional in written and verbal communication.
• Planning and Organisation: Effectively manages time and prioritises competing demands.
• Customer Service: Provides courteous and effective service to internal and external stakeholders.
• Confidentiality: Handles sensitive financial data in a professional and discreet manner.