Job Title: Payment Services Assistant

Recruitment Role Profile Form Last amended: January 2015

THE UNIVERSITY OF NOTTINGHAM Recruitment Role Profile Form

School/Department: Financial Operations

Salary: £17039 - 20198

Job Family and Level: APM - Level 2

Contract Status: Permanent

Hours of Work: Full time

Location: KMC

Reporting to: Payment Services Manager

Purpose of Role :

To support & develop the university’s Payment Services

The post holder is expected to ensure that payments to suppliers & stakeholders are made to contractual terms.

The position is to support the Payment Services Manager in the delivery of high quality service to the university.

Promotion of the service across the university, identifying potential risk and ensuring controls are in place & operating effectively, in support of the Payment Services Manager.

The role will support the Team Leader and Manager, to ensure overall services are delivered & enable the university to achieve its value for money objectives & the department to achieve its KPI’s & SLA.

Payment Services encompasses, processing high volume invoice, customer service, reconciliations, Bacs & cheque submission, bank line payments, project support development, non-staff expenses, international payments, staff support & development. High lighting risk and potential fraud.

This role will be part of a larger team which consist of the Payment Services Manager, Payment Services Team Leader, & part and full time payment services assistants.

Recruitment Main Responsibilities % time per year

1 Pre-processing invoices Sort, and distribute different forms of prime documents coming into the 5% university. Identifying urgent & critical documents ensuring processed in a timely manner. 2 Processing Accurate and efficient processing of all supplier invoices via the university 15% financial system Agresso, together with Version 1. Highlight potential problems to the Payment Services Team Leader. 3 Customer Service Delivery of high quality customer service at all times. 15% Support the team with any escalated query through to conclusion. Identify any areas of concern or staff development to the Payment Services Manager. 4 Month end activity Analyse supplier statement reconciliations and reconcile with Agresso purchase ledger, making sure only appropriate payments have been 5% made/due within agreed payment terms. Ensure credit balances & aged creditors are investigated by the team on a monthly basis & appropriate date cleansing is actioned before the start of the next period. 5 Payments Support the Payment Services Manager/Team Leader in processing daily, 10% weekly, and monthly Bacs/Chq/Bank line payments. Ensuring accuracy and controls assurance & audit are met. 6 Team development Assist the Payment Service Manager in developing the team ensuring they are 25% trained to a high standard of customer service & assist in managing workloads & performance. Making sure targets and deadlines are met 7 Technical Knowledge

Maintain & develop expert technical knowledge of advance financial technology 10% and provide assistance & training to the team. Encourage the team and promote best working practice. 8 Master-data

Support the master-data team with day to day task amendments. Ensuring 15% potential risk/fraud is investigated & audit controls are adhered to. Reporting any finding the Payment Services Manager.

Knowledge, Skills, Qualifications & Experience

of 4 Essential Desirable HNC or HND in a relevant subject, or Educated to degree level, or equivalent qualifications/certification, equivalent. OR substantial work experience in a Work experience in further or relevant role(s) demonstrating higher education practical and theoretical knowledge in this field of work Skills/Training Detailed knowledge of Agresso core finance & logistics modules

Excellent keyboard skills to enable efficient & effective document processing & attention to detail

Understanding & detailed experience of month end processes ensuring delivery to strict deadlines

Able to communicate & report back effectively to Team Leader and Payment Services Manager.

Ability to work under pressure and meet tight deadlines

Provide high level customer service at all times

Most is able to handle sensitive & confidential issues, keeping the Payment Services Manager informed at all times.

Experience Ability to work under pressure & to tight dead lines Proven track record of work experience, demonstrating practical & theoretical knowledge. Ability to prioritise & delegate as and when required.

of 4 Decision Making

Taken independently by the role holder :

 Plan and organise own workload  Deal independently with enquiries from students and staff and people external to the University  Maintain and deliver training as appropriate  Resolve issues/problems not of routine nature

Taken in collaboration with others :  Maintain and communicate up to date and appropriate practices, policies and procedures  Provide internal and external representation and support for Payment Services.  Liaison with key stakeholders to ensure outputs satisfy needs  Provide external and internal representation for the service  Maintain & communicate up to date policies and procedure.  Identification and resolution of service faults/interruption  Identify and escalate issues with current processes and procedures to Manager

Referred to the appropriate line manager Payment Services Manager by the role holder.  Serious complaints from student and others  Identify and escalate issues with current processes and procedures to Manager  Personnel issues relating to yourself

Head of Department Sharon Davis

Date completed: 19/01/2015