Payments Assistant

Payments Assistant

Contract until December 2026

Job Purpose

To assist in providing an efficient, effective and quality accounts payable function.

Key Duties I Responsibilities

To assist in ensuring that all forms of supplier payments are accurately and promptly processed, adhering to legislative deadlines and timescales set by the department to pay external parties within agreed payment terms, dealing with invoice related queries from both internal departments and external suppliers in a professional manner.

Administer the invoice mailbox on a rota basis, batching invoices for import, dealing with missing information or errors and identifying opportunities to streamline or consolidate.

To exercise the necessary levels of verification and controls prior to processing supplier payments, including the checking purchase orders and verifying approvals where appropriate.

To assist in the maintenance of the payments system, including the insertion and amendment of accounts and assigning of Procurement classification codes to suppliers - working in close liaison with the Category Management team.

To ensure that new suppliers or amendments to existing records follow a strict, auditable process to verify address and banking details.

To assist in the administration and checking of the invoices associated with the Sub-Contractors Tax Deduction Scheme, checking their validity to fall within the scheme and providing payment details to the Payment Officer for verification with HMRC.

To negotiate with suppliers in relation to dispute, payment terms and invoice / purchase order reconciliation processes.

To assist daily in the process of amendments and alterations to existing data on all cheque and electronic payments, undertaking daily reconciliation and checking of payment data and method to ensure the correct payment is made in respect of the payee and service provided

To follow all procedures to produce and despatch manual cheques and to input and balance all invoices relating to these payments.

To check and process the reimbursement of petty cash imprests for all directorates throughout.

To receive and process all enquires ensuring that they are dealt with appropriately, producing information and documentati...