Procurement to Pay Administrator

Job Title – Procurement to Pay Administrator

Location – Lisburn

Hours – 36.25 p/wk

Hourly Rate - £15.48

Duration – Temporary – 3 months with possible extension

Main Purpose:
The Procurement-to-Pay Administrator will support the Procurement-to-Pay (P2P) Accounts Manager and Procurement Manager in delivering an effective, efficient, and timely P2P function, ensuring compliance with internal policies, legislation, and the Better Payments Practice Code. The role will also involve maintaining and updating the procurement ledger, supporting the seamless purchasing function within the organization. The P2P team handles a large volume of purchase orders and invoice payments each year, contributing to effective financial and treasury management.

Key Responsibilities:

• Accounts Creditors and Debtors Services:
• Assist in the timely and accurate processing of employee claims, creditors, and debtors in compliance with relevant policies, terms, and conditions, including statutory regulations.
• Develop and apply knowledge of VAT, tax, accounting processes, and regulations, ensuring compliance.
• Deputize for the P2P Accounts Manager as required, supporting all aspects of the Accounts Cycle.
• Reconcile and quality assure creditor invoices, managing OCR digital files and inputting system data accordingly.
• Administer accounts mailboxes, resolve issues, and reconcile data daily.
• Reconcile creditor monthly statements, resolving discrepancies based on contracts and Service Level Agreements (SLAs).
• Provide guidance to employees, managers, and senior staff on payments, invoicing, and creditor transactions in accordance with policies and legislation.
• Maintain creditor and debtor records, ensuring proper authorizations and accountability.
• Ensure that relevant allowances and deductions are applied to invoices/claims and that policies are correctly interpreted.
• Perform duplicate payment checks, working with departments and creditors to resolve issues and recover over/under payments.
• Reconcile debtor and creditor control accounts monthly and complete bank reconciliations for treasury management.
• Process foreign transactions and verify payment details in accordance with internal controls.
• Manage debtor invoicing, payments, and collections, ensuring the accuracy of records.
• Administer the Construction Industry Scheme, ensuring compliance with regulations and accurate processing of contractor payments.
• Calculate prompt payment statistics in line with the Better Payments Practice Code.
• Handle non-purchase order transactions and petty cash analysis for accurate financial reporting.
• Process journal entries and support the completion of month and year-end procedures for financial reporting.
• Monitor office supplies and initiate requisitions as needed.

• Procurement Duties:
• Convert requisitions into purchase orders after accuracy and validity checks.
• Create and update catalogue lines within the e-procurement system in collaboration with the Procurement Advisor.
• Process invoices failing the automatic clearing system, ensuring prompt payment after resolving issues with user departments and suppliers.
• Ensure adherence to procurement timelines and cyclical processes.
• Source products and supplies using contracted suppliers or existing frameworks.
• Produce monthly contract monitoring reports and advise the Procurement Advisor on contract statuses.
• Assist in the provision of procurement information for statutory and regulatory returns.

• Governance, Data & Information Assurance:
• Maintain an understanding of relevant policies, procedures, and statutory regulations applicable to procurement and payment processes.
• Advise stakeholders on applicable policies and regulations.
• Ensure timely information returns to HMRC for the Construction Industry Scheme and maintain compliance.
• Handle sensitive data in compliance with GDPR, ensuring proper records management and retention.
• Provide accurate and timely management information for reporting purposes.
• Liaise with internal and external audits, providing requested accounts information as needed.

• General Responsibilities:
• Contribute to business cases, tenders, and quotations in line with procurement regulations.
• Assist in the ongoing development of P2P processes and reporting mechanisms.
• Provide a high level of customer service, taking ownership of queries and complaints.
• Ensure effective working relationships with stakeholders, both internal and external.
• Represent the Procurement-to-Pay Managers when required.
• Comply with all organizational frameworks and policies, including health and safety, equality, and information governance.
• Undertake project work as directed, applying good project management principles.
• Carry out any other duties as assigned to meet organizational needs.

Essential Knowledge, Skills, and Experience:

• Education:
• 5 GCSEs at Grade C or above (or equivalent), including English and Mathematics.
• Experience:
• A minimum of two years’ experience working in a Procurement or Accounts function within a large, multi-site organization, with experience in one or more of the following:
• Maintaining a procurement ledger, including purchase order administration.
• Processing and verifying invoices, including creditor payments.
• Skills:
• Ability to deliver high-quality work with excellent attention to detail.
• Ability to work both independently and as part of a team.
• Effective communication skills and the ability to provide accurate, timely information.
• Strong customer service orientation.
• Competence in using Windows and Microsoft applications, including accounting or procurement software.

Desirable:

• Experience working within local government or the public sector.

Application Deadline – Friday 10th January 2025

If you wish to apply or would like more information, please email your CV in Microsoft word format to Daniel Finlay at

Applicants must ensure their CV is accurate and up to date. The CV should include your full employment history inclusive of dates, all academic achievements and full personal contact details.

Please note only applicants that match this criteria can be considered for the role.

Apple Recruitment Services is acting as an Employment Agency in relation to this vacancy.

Apple Recruitment Services is an Equal Opportunities Employer.