Job Description
to Payment Administrator Department: Purchase to Payment Location: Leicester Reporting to: Purchase to Payment Manager Main Purpose of the Job To provide a professional, efficient and timely service to all SSF internal and external customers. To effectively and efficiently maintain and contribute to the day to day operation of the purchase to payment function. To effectively and efficiently answer, investigate and resolve customer queries and administer the day to day processes relating to the purchase to payment function within specified Service Level Agreements (SLA). The Business dmg media Finance Services provides support services to dmg media Ltd group of companies. dmg media Ltd is a publisher of national newspapers in the UK - the Daily Mail and The Mail on Sunday, as well as Metro. The division also includes newspaper printing operations, digital businesses such as MailonLine Background to the Shared Service Function (SSF) The dmg media SSF consists of approximately 70 people, in the areas of order to cash (accounts receivable and credit control), purchase to pay (P2P/accounts payable), record to report (general accounting), payroll and related support services. The Role The purchase to payment administrator will be expected to work within the specialist team, making payments, processing credit card claims, processing employee expenses, posting re charge invoices, resolving queries and undertaking reconciliations and other control work. They will deal with supplier queries and ensure that answers are given on a timely basis and be responsible for ensuring that supplier statement reconciliations and other key control work is undertaken on a timely basis. The purchase to payment administrator will be expected to take incoming calls coming via the telephone and carry out any other telephone or email duties as directed by the team leader, when required for business needs. There will be significant liaison with the business to ensure procedures are being followed and that processing is as efficient as possible. Key Responsibilities/Tasks
- To undertake the processing of non-manual invoices and payments within the purchase to pay function.
- To ensure all payments are processed within agreed deadlines, including CHAPS and foreign journals
- To upload credit card statements and import One bills on a timely basis
- To process self-bills invoices - (ability to have full control for Advantage Self Bills invoices and Assoc Contributions Payment Process)
- To ensure that all expenses are checked and processed within agreed deadlines
- To deal with all supplier queries efficiently, effectively and to the satisfaction of the supplier
- To reconcile supplier statements in line with the agreed timetable
- To manage aged credit items and debits on the creditor's ledger on a timely basis
- To work as a team member, pulling together to ensure that all deadlines are achieved
- To contribute to a service led culture, always ensuring the satisfaction of the customer
- To ensure a consistent quality of financial transaction services to customers
- To take responsibility for ongoing professional self-development
- To know, understand and work to the key performance indicators and standards of performance
- To ensure effective lines of communication are maintained at all levels
- To facilitate effective team-working by actively promoting harmonious relationships for the benefit of continuously improving team performance
- To ensure that all credit card claims are checked and processed within agreed deadlines
- To know, understand and work to the key performance indicators and standards of performance
- Demonstrating the SSF values and acting as a role model to other colleagues Measurement of Performance
- Customer feedback (Internal and external)
- SLAs are achieved or exceeded
- KPI's and objectives are adhered to and achieved
- Complaints to Deputy Head of Accounting, Head of Accounting and P2P Manager are minimal
- Write off due to not dealing with issues are minimal
- Successful development of self and role
- Efficient operation of department The above are the principal tasks for the job of Purchase to Pay Administrator and, if deemed necessary and in consultation with the job holder, may be subject to amendment at a future date to comply with the operational demands of the company.
