Payments Assistant

3‑month temporary assignment
Location: Stoke‑on‑Trent
Payrate: £13.26 PAYE

We are currently seeking a Payments Assistant for a 3‑month temporary post based in Stoke‑on‑Trent. This role offers an excellent opportunity to contribute to an efficient, effective and high‑quality accounts payable function.

Job Purpose

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

Key Duties / Responsibilities

1. 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.
2. 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.
3. To exercise the necessary levels of verification and controls prior to processing supplier payments, including the checking purchase orders and verifying approvals where appropriate.
4. 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.
5. To ensure that new suppliers or amendments to existing records follow a strict, auditable process to verify address and banking details.
6. 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.
7. To negotiate with suppliers in relation to dispute, payment terms and invoice / purchase order reconciliation processes.
8. 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.
9. To follow all procedures to produce and despatch manual cheques and to input and balance all invoices relating to these payments.
10. To check and process the reimbursement of petty cash imprests for all directorates.
11. To receive and process all enquiries, producing information and documentation as requested, checking supplier statements and requesting missing invoices/credit notes.
12. Liaising with internal stakeholders regarding supplier queries and ensuring disputes are resolved or flagged to prevent unwarranted payments.
13. To assist in the processing of all payments via the Purchasing system, schools SIMS system and the electronic ordering system.
14. To maintain a detailed understanding of all payments systems and procedures.
15. To assist in the process, payment and balancing of all purchases made via the electronic ordering system and Corporate Purchasing Cards, ensuring compliance with approval and checking processes.
16. To assist in the despatch of Housing Benefit cheques to landlords and clients, and contribute to process improvements.
17. To assist in the despatch of Council Tax and rate refund cheques and contribute to process improvements.
18. To liaise with internal/external clients, government agencies and other bodies, resolving complex queries both face to face and by telephone.
19. To be aware of and adhere to performance objectives and quality standards in order to comply with national standards such as the Late Payment Directive.
20. To undertake appropriate training across a broad range of functions.
21. To attend anti‑money laundering training and remain vigilant regarding payment fraud, ensuring prompt reporting of suspected cases.
22. To assist in advising suppliers and service users on improvements to controls, payment methods and processes.
23. To be familiar with and adhere to policies, procedures and controls to minimise risk of fraud or data breaches.
24. To actively review supplier maintenance details to improve data accuracy and remove duplication.
25. To undertake any other duties appropriate to the post.

Person Specification

• A good knowledge of Local Authority (or similar) accounts payable systems and petty cash procedures
• Computer literate in finance systems and office software such as Windows, Word and Excel
• Understanding of GDPR, Freedom of Information Act and Late Payment Legislation
• Experience of payment processes and systems
• Experience dealing with external and internal stakeholders, including the public
• Ability to negotiate with suppliers
• Strong oral and written communication skills
• Accurate and speedy keyboard skills
• Ability to work independently or as part of a team, prioritising workload
• Confident, assertive, friendly and approachable manner
• Ability to deal with diverse communities in a sympathetic but positive manner
• Commitment to high‑quality customer service
• Ability to work under pressure with a flexible approach