Purpose of the role:
• The purpose of the Finance team is to provide an excellent finance service for the organisation and for both our internal and external customers. The Finance Team plays a key role in reporting the financial performance of the organisation, which is key to business planning and decision-making to ensure long-term business viability. The team is responsible for providing financial information and support to other business functions to enable them to operate effectively and efficiently, which relies on strong financial controls and maintaining accurate and timely records.
The purpose of the Finance Payment Assistant is to work within the transactional finance team, providing an efficient and effective accounts payable service for both internal and external customers.

Responsibilities:
Process supplier invoices and credit notes accurately and promptly onto the financial accounting package (Open accounts) via Kofax scanning software.
• Ensure supplier transactions on the ledger are accurate, with payments matched, and balances reconciled to supplier statements.
• Ensure invoices are approved in accordance with company regulations and limits before payment, and payment is made to suppliers within payment terms.
• Ensure weekly pay runs are completed in time for weekly review by the Finance Team Leader. Upon completion, produce and distribute remittances to suppliers.
• Process appropriately approved company expense and mileage claims accurately and efficiently.
• Maintain approved supplier listings including regular reviews. Process and set up any new supplier’s requests.Ensure all supplier details are up-to-date. Bank detail changes have to be verified verbally and evidence recorded against the supplier account.
• Responsible for administration of EBIS approval system, Kofax scanning software and Concur expenses. Be a main point of contact for any staff queries and provide training and ongoing support to EBIS and Concur users.
• Proactively contribute to designing new efficient and effective processes as part of our wider transformation project.

KPIs:

• Suppliers are paid within their payment terms wherever possible. To facilitate this aim, invoices have to be processed.
And on the ledger, within three working days of receipt in the mailbox, purchase orders are matched to invoices received on
On a regular basis (at least weekly) and chasing of Goods Receipt Notes actioned regularly.
• Queries in accounts payable mailbox to have been taken promptly and customers kept informed of progress, ensuring colleagues and suppliers have a positive experience.
• Supplier ledger accounts remain tidy and balances accurate, leading to production of accurate and appropriately
Approved weekly payment runs are being prepared. Likewise, appropriately checked and approved staff expenses are
Paid promptly on a weekly basis.
• Approved supplier listings are maintained with up-to-date details and all additions, removals and changes carried
Out as per agreed procedures.
• EBIS and Concur users are set up with the correct permission levels and are provided appropriate training to
effectively use the systems and are fully supported with queries and amendments.