Accounts Assistant (AP)

We welcome applications from individuals based within a commutable distance to our Weybridge, Surrey office.

To provide a high-quality accounts payable function across the Clinigen Group. Ensuring all invoices are processed, paid to terms.

Key Responsibilities:

• To follow, promote and enforce relevant SOPs, Job Aids, and Company policies and procedures.
• Responsible for ensuring all overhead invoices are processed accurately and paid to terms (UK and ROW).
• Oversee Expenses for UK & US to ensure claims are audited as per company policy and paid to employees.
• Responsible for debit balances on AP Creditors Ledger.
• Supplier statement reconciliations – ensuring all invoices are received, accounted for and copies requested when not received by email/post.
• Supplier queries.

Additional duties:

• Processing invoices daily. Ensuring invoices are sent to the relevant approver’s and returned in a timely manner.
• Maintaining the accounts payable inbox and taking ownership on all invoices and payment queries through to resolution.
• Supplier statement reconciliations.
• Monthly reconciliation of intercompany accounts.
• Preparing month end accruals.
• Direct debit/ payment on account allocations.
• Provide supporting documentation for auditor queries.
• Monthly stakeholder calls with key suppliers.

Health and Safety Responsibilities:

The Management of Health and Safety at Work Regulations 1992 re-enacts the Health and Safety at Work etc. Act 1974, which places responsibilities on the employer and employees alike. In connection to this, the Company reminds employees of their duties under Section 7 of the act:

To take care for their own health and safety and that of others who may be affected by their acts or omissions. Additionally, employees must also co-operate with the company to enable it to discharge its own responsibilities successfully.

• Carry out assigned tasks and duties in a safe manner, in accordance with instructions, and to comply with safety rules/procedures, regulations and codes of practice
• If aware of any unsafe practice or condition, or if in any doubt about the safety of any situation, consult their Line Manager
• Obtain and use the correct tools/equipment for the work and not to use any that are unsafe or damaged. All tools, equipment and personal protective equipment must be stored in the approved place after use
• Ensure that all guards are securely fixed and that all safety equipment and personal protective clothing/equipment provided are used
• Not to operate any plant or equipment unless authorised
• To report any accident, near-miss, dangerous occurrence or dangerous condition to their Line Manager
• To switch off and secure unattended plant or equipment
• To avoid improvised arrangements and suggest safe ways of eliminating hazards
• Not to participate in horseplay or place fellow employees in danger by their actions

General Responsibilities:

• Champion the Clinigen Way principles which underpin everything we do, living those values in daily Clinigen life
• Know Clinigen’s strategy and ensure what you do on a day to day basis is in line with those strategic objectives
• Ensure the work you do is of high quality and that Clinigen standards, procedures and policies are followed at all times
• Engage in personal professional development and attend mandatory training
• Present the Company in a positive way at all times with internal and external clients, customers and staff
• Comply with the Company’s HR policies and the Health and Safety policy at all times
• Work flexibly and efficiently in order to meet internal and external customer needs, whilst maintaining the highest possible professional standards
• Bring new ideas and approaches with an open mind
• Maintain confidentiality and security at all times

Additional Duties/ Responsibilities:

All employees are, therefore, expected to work in a flexible way when the occasion arises and acknowledge that tasks not specifically covered in their job description are not excluded.

• Minimum 2 years’ experience of operating in a similar role is essential. Experience working in pharmaceutical / healthcare / life sciences industry advantageous.
• Must have experience working on a previous ERP system (AP).
• English and Mathematics GCSE grades A-B (or equivalent).
• Highly computer literate; experience operating with all Microsoft Office software, including proficient with Excel (V-look ups / Pivot tables).
• Confident dealing with managers and employees at all levels.
• Attention to detail and accuracy.
• Problem solving skills.
• Organisation and prioritising skills.
• Ability to meet deadlines.
• Ability to work independently and collaboratively within a team.
• Travel may be required for the role.

• 27 days holiday plus 8 bank holidays
• Pension contributions 4.5% matched
• Life assurance 4 x annual salary
• Flexible Benefits Platform with £25/month Company contribution
• Annual salary review
• Independent financial advice service
• Enhanced Employee Assistance Programme
• Shopping discounts with retailers
• Long service awards
• Recognition scheme & employee of the year awards