Accounts Payable Administrator
Motability Foundation
Accounts Payable Administrator
Motability Foundation
Motability Foundation · Harlow, United Kingdom (Hybrid) · Contract · Posted 2026-11-04
Salary: GBP 27,000–29,000
Workplace: hybrid
Department: Finance
Advert closing date: Wednesday 18th November 2026
Hours: 37.5 hours per week, 10 month fixed term contract
Reports to: Accounts Payable Manager
Location: Harlow, Essex. Easily commutable from London Liverpool Street or Tottenham Hale Station. We offer a free minibus service to/from Harlow Town Train Station as well as free parking and EV charging on site.
Extra Information: Open to conversation on hybrid, flexible and compressed working arrangements.
To ensure accurate and prompt processing of financial transactions with analysis of error rates, preparation of payment batches and filing of invoices. You will also actively keep abreast of changing processes and procedures across finance with the aim of providing flexibility across the team and the ability to cover other roles as required.
What you will be doing:
Purchase Invoices
Check and process invoices onto Sage/Proactis/Customer Relationship Management (CRM) and match to purchase order.
Carry out monthly Proactis meetings with Department managers
Work through the list of first time invoice uploads matching failures and raise any FQs needed.
Review outstanding invoice queries and raise overdue queries with Team Managers.
Raise and resolve invoice queries with departments / suppliers within agreed SLAs.
Deal with invoices received at ‘not live’ status.
Reconcile invoice batches processed daily to the Sage batch import list before the import is carried out.
Raising Sales invoices.
Credit Card Administrator for the charity to include distributing statements, following up with all cardholders, resolving any queries and processing onto Sage in a timely manner.
Staff Expenses
Supplier and Staff Expenses Payments
Reconcile purchase ledger balances to supplier statements to ensure accuracy of expenditure and payments to suppliers.
Ensure invoices are ready for payment batches by due dates and create suggested payment batches.
Barclaycard Expenditure
Download Field Team Barclaycard Expenditure on a weekly basis and email to relevant departments.
Download all Barclaycard statements each month and email out to individual cardholders requesting completed Credit Card Expenditure forms ensuring forms are returned efficiently to the Accounts Payable team.
Check all Credit Card Expenditure forms and manually post onto Sage.
System Maintenance
Review CRM invoice page daily to ensure items are processed to Sage and problems are flagged for resolution.
Ensure process notes are maintained and updated.
Follow up on authorisation paperwork then create / amend purchase ledger accounts accordingly.
Attend Disaster Recovery site to carry out testing.
Financial Accounting
Process journals to Sage as directed.
Assist in month end duties to ensure queries and differences from reconciliations are resolved promptly in preparation for monthly ledger closures.
Update spreadsheets for analysing expenditure and income as required.
Internal Control
Other
Training new members of staff
Accurate filing of purchase ledger invoices, batch reports, payment reports and journals by fund.
Take part in CRM testing
Must haves:
Previous customer contact experience i.e. dealing with supplier queries over the telephone.
Microsoft Office training including Outlook, Excel and Word.
Working knowledge of Sage 200, CRM Systems and P2P systems.
Nice to haves:
If you’re interested in applying and excited about working with us but are unsure if you have the right skills and experience, we'd still encourage you to apply.
Who are we?
We are building a future where all disabled people have the transport options to make the journeys they choose.
We fund, support, research and innovate so that all disabled people can make the journeys they choose. We oversee the Motability Scheme and provide grants to help people use it, providing access to transport to hundreds of thousands of people a year. We award grants to charities and organisations who provide different types of transport, or work towards making transport accessible. We also carry out ongoing research, in partnership with disabled people and key stakeholders in the industry, to inspire innovations that continue to champion accessible transport for all.
Why choose us?
We want working for the Motability Foundation to be the best career move you’ve ever made. When you join the Motability Foundation you will join a group of people who are supportive, innovative and motivated to improve the lives of our beneficiaries.
We value everyone’s unique qualities and celebrate having a diverse, equitable and inclusive culture where everyone feels safe to be their authentic selves. This is embedded into our values, Collaborative, Respectful and Evolving.
We bring our people together through our People Forum, Equity, Diversity and Inclusion Forum, Social Squad and our Wellbeing Champions and our employee Spotlight Awards help us recognise the excellence and dedication of our staff.
We are proud to be recognised as Disability Confident Leader, have attained Platinum Level Award for Investors in People and are members of the Business Disability Forum.
A career with Motability Foundation can offer you so much more than earning potential, we pride ourselves in offering some fantastic benefits. Some of these include:
Our vision is to create a charity where everyone feels like they belong, benefits from and participates in, the work we do. We actively encourage applications from people of all backgrounds and cultures, and we aim to be an employer of choice for candidates with disabilities.
As a Disability Confident Leader, we have committed to ensuring that disabled people and those with long term health conditions have the opportunities to fulfil their potential. We want to ensure everyone has the opportunity to perform their best when interviewing and when working with us, so if you require any reasonable adjustments that would make you more comfortable, please let us know so that we can do our best to support you.
To help us create an inclusive workplace we are committed to offering to interview every disabled applicant who meets the minimum criteria for the job. Some of our roles attract a high volume of applications and in some circumstances, we may need to limit the number of interviews offered to disabled and non-disabled candidates.
While we are unable to provide visa sponsorship for this role, we welcome applications from candidates who already hold a valid right to work in the UK. Candidates with an existing visa may be considered, subject to the type and conditions of their visa.
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