Cromwell Vacancies - Purchase Ledger Team Leader

PURCHASE LEDGER TEAM LEADER - JOB DESCRIPTION

JOB DESCRIPTION:   PURCHASE LEDGER INPUT TEAM LEADER

LOCATION:    CROMWELL - WORLD DISTRIBUTION CENTRE

RESPONSIBLE TO:   COMMERCIAL MANAGER  

RESPONSIBLE FOR:   PURCHASE LEDGER DATA ENTRY CLERKS

MAIN PURPOSE OF THE JOB:

To develop and grow Cromwell Tools in a profitable way, by making it easy and pleasant for our customers and suppliers to do business with us.

To lead and motivate their Team to achieve the departmental objective of entering the Suppliers Invoices onto the Ledgers correctly and accurately. Reducing the time it takes to enter our invoices using electronic processes, reducing the amount of queries each branch.  You will be involved in making important decisions and implementing new procedures.
 
It is important to understand that as a senior member of the team, you should be setting an example in appearance, timekeeping, attitude and commitment to all other members of staff.

This list of duties and responsibilities is not definitive as you will be expected to take an active part in any departmental operation when and if requested by a member of the Management Team.

RESPONSIBILITIES / DUTIES:

1. To ensure that the Purchase Ledger Policy is adhered to by themselves and all members of the team.

2. To conduct monthly branch reviews based upon the Query targets

3. To discuss the findings from the branch review meeting’s with your line Manager and the branch Managers, ensuring the actions raised are monitored and any queries are promptly resolved directly with the Ledger Clerks.

5. To review the debit note folders and ensure that the correct details are being entered.

6. To spot check members of the team with regards to the understanding of the section and their roles, check all aspects of their job and ensure that the correct procedures are being adhered to.

7. To develop processes to ensure consistency throughout the section with regards to the day-to-day roles.

8. To ensure the month end Target dates are reached each month, ensuring adequate staffing levels are maintained.

9. To produce monthly reports and maintaining excel spreadsheets.

10. To ensure costs are allocated correctly according to cost centre location.

11. To respond, in conjunction with the Purchase Ledger Clerks, to queries from branches regarding accounts on stop. 

12. To check foreign invoices and investigate potentially fraudulent transactions.

13. To conduct minuted "Team Meetings" on a monthly basis, informing the department Manager of any relevant feedback. This should be conducted as per the monthly Team Meeting Agenda. 

14. To attend and participate in regular management meetings, ensuring that points raised are actioned appropriately.

15. To monitor and take control of the Queries that go through the Whole Sale department, liaising with the relevant parties as required.

16. To take responsibility for recruitment of Purchase Ledger Clerks at all times in liaison with Group Personnel, participating in the selection and interviewing process.

17. To ensure that Group Personnel are made aware of any department restructures and vacancies that arise.

18. To conduct the relevant sections of a new employees induction to the Company and their position.

19. To take responsibility for the training of the Purchase Ledger Clerks within the team. 

20. To devise and maintain a "Training Matrix" ensuring it is kept up to date with relevant practises for Purchase Ledger positions, ensuring staff are trained and reviewed according to this policy.

21. To encourage all individual’s development and ensure that all details of actual training undertaken, including on the job training, is recorded on their "Training Record".

22. To train, guide, help, assist, praise, motivate, encourage, and thank staff at the appropriate time.
23. To maintain a weekly Timesheet for the team and submit to the Payroll Department upon completion for authorisation of overtime, sickness and any other adjustments.

24. To calculate the bonus payments for the department on a bi-monthly basis.

25. To authorise holidays for team members ensuring that there is a maximum of 4 people off at any one time and that there is adequate cover throughout the month, particularly for the last week of the month end. To ensure that the shared Holiday Spreadsheet is updated accordingly.

26. To ensure that there is necessary cover from 8.00 am to 5.00 pm Monday/Thursday and from 8.00am to 4.00 pm on a Friday.

27. To ensure that the department Manager and Group Personnel are notified immediately of any leavers.

28. To report to a member of the management team any risk or hazard that may contravene the Health and Safety at Work Act (1974).

29 To comply with all parts of the Company’s Employee Information Handbook, which is available from local management or via the company’s intranet.

30 To strictly adhere to the Groups guidelines on personal and cash sales.

31. To strictly adhere to the Company Vehicle Policy.

32. To keep the branch and especially your work area clean, tidy and safe.

33. To carry out any reasonable management request.