Payments Assistant

Choice Recruitment Group
Virginia Water, UK
20 Aug 2019
27 Aug 2019
Contract Type
Full Time
Purpose of the Post

The post holder will be the first point of contact for all account payable queries, ensuring prompt, accurate and timely payment of suppliers and other payments.

Carry out a variety of Accounts Payable duties to ensure the smooth running of the Accounts Payable function. The role is varied and includes the processing of supplier invoices & staff expenses, payments to suppliers & staff and reconciliation of supplier statements.

Key Tasks

·Take responsibility for timely and accurate processing of invoices and credit notes from suppliers and payment claims received from internal and external are processed in a professional manner ensuring compliance and payment dates are met.

·To check, input and match purchase invoices to the appropriate purchase orders to ensure that the invoiced quantities and prices are in agreement with the original purchase orders or investigation where no order exists.

·Timely and accurate checking of online staff expense claims, matching receipts to claims where appropriate and authorisation of claims where correct. Re-distribute incorrect claims to staff in a timely and sensitive manner, assisting staff to re-submit claims.

·Timely and accurate processing of manual (non-online) expense claims.

·To process weekly BACS payment run.

·To deal with queries, both internal and external, concerning purchase orders, invoices and payments made by the University.

·Periodic reconciliation of supplier accounts to supplier statements - in order to ensure the accuracy of payables data.

·Ensure credit balances are reviewed and refunds are requested from suppliers in a timely manner.

·Assisting with the opening and distribution of the daily Departmental post.

·Liaise with the Procurement Team in connection with the maintenance of the supplier masterfile.

·Liaise with the Procurement Process Manager in connection with system enhancements/developments to ensure they are appropriately tested. Also assist in developing and documenting Accounts Payable procedures and supporting instructions.

·Administration and maintenance tasks in the finance system to support the procure to pay process.

GCSE Mathematics and English at grade C or above (or equivalent experience).

Comprehensive knowledge and demonstrable experience of working on purchase ledgers/accounts payable sections.

Ability to use computer based accounting systems.

High level of attention to detail and accuracy and able to analyse data.

Demonstrate ability to work under pressure, with high workload and to a high level of accuracy to meet deadlines.

Excellent written and verbal communications skills.

Good organisational and time management skills.

Ability to work productively in a team environment to achieve desired outcomes.

Good analytical and problem solving skills.

Takes ownership of the successful resolution of supplier/staff queries.

Ability to manage day to day workload with minimum supervision and to use own initiative.

A team player willing to assist other members of the team when necessary.

Significant experience gained in a system and financial operations processes.

Experience of using Unit 4 Business World.

Experience of using Proactis Invoice Capture.

Special Conditions:

Ensure the office is covered to 1700 on a rota basis with the Payments team.

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