Purchase to Pay Assistant

Can you work under pressure, deliver to deadlines and work on concurrent tasks?

Have you got experience in Microsoft Excel and Word?

Are you proactive approach to problem solving & issue resolution?

If so, wed love to hear from you!

This role sits within the Financial Transactions team and supports the Purchase to Pay (P2P) Lead. The role involves providing support to a range of stakeholders to ensure compliance across financial processes, in line with Government requirements. The role will focus on Purchase to Pay responsibilities, including supplier master data fraud checking; purchase order (PO) and invoice processing, queries and verifications; Travel and Subsistence (T&S) claims and Government Procurement card (GPC) queries and compliance checks; and data cleansing.

Joining our department comes with many benefits, including:

• Employer pension contribution of 28.97% of your salary. Read more about Civil Service Pensions here
• 25 days annual leave, increasing by 1 day each year of service (up to a maximum of 30 days annual leave), plus 8 bank holidays a privilege day for the Kings birthday.
• Flexible working options where we encourage a great work-life balance.

Read more in the Benefits section below!

Find out more about what it's like working at MCA.

The purpose of the Purchase to Pay Finance Assistant is to assist the P2P Lead in ensuring that all transactions are processed in accordance with the MCA's policies, procedures, and controls. Support the work of the regions and other business areas whilst liaising with Unity Business Services (UBS) as necessary. Help resolve pro-actively any MCA queries with the Shared Services provider UBS.

Your responsibilities will include, but arent limited to:

• Input, review and approve Supplier master data within the accounting system in a timely manner, ensuring all fraud checks have been completed.
• Resolve requisition, purchase order and invoice-related queries in support of all Business Areas, to ensure 3-way matching process is accurate and timely, and that prompt payment targets are met.
• Process requisition requests on behalf of the Directorate of Corporate Services and on occasion the wider Agency.
• Process internal credit/debit, manual and one-off payments to ensure payments are processed and supplier account balances are accurate.
• Support Business Areas with expense queries within the expense platform, develop a working knowledge of MCA policy on UK and Overseas subsistence rates to ensure correct rates are applied.
• Undertake compliance checks at the instruction of the P2P Lead, this may include PO approvals, expense claims, Government Procurement Card transactions.
• Undertake data cleansing activity within accounting system in support of Shared Service migration project, including updating/closing supplier records, clearing historic invoice registrations and closing of redundant purchase orders.
• Support testing of the accounting system as required by actioning test scripts to ensure system updates are accurate. Raise defects where errors occur and work with the Unit4 team to resolve.
• Support the delivery of the O2C function as required and develop a working knowledge of the current O2C policies and procedures.
• Ad-hoc duties within the Corporate Services Directorate.

For further information on the role, please read the role profile. Please note that the role profile is for information purposes only - whilst all elements are relevant to the role, they may not all be assessed during the recruitment process. This job advert will detail exactly what will be assessed during the recruitment process.

Required experience:

To be successful in this role you will need to have the following experience:

1. Ability to work under pressure, deliver to deadlines and work on concurrent tasks
2. Experience in Excel and Word
3. Proactive approach to problem solving & issue resolution

Additional Information

This post is offered on a Fixed Term Appointment (FTA) basis to complete a finite piece of work.

Permanent Civil Servants will be appointed on an inward loan and subject to the terms of the agreed inward loan. You must have your home departments approval to return to them at the end of the loan before you apply. Internal candidates will return to their previous post at the end of the loan period, which will need to be agreed with your line manager in advance. If your home department cannot agree to release you on loan, there is the opportunity for you to move across to the department on a fixed term appointment. In this instance the Department for Transport would become your home department and if there is no role available for you at the end of this appointment, you would be subject to the redeployment and redundancy process.

If you're employed by a non-departmental public body (NDPB) by moving jobs this will involve a change of employer and you may break the statutory rules on continuity of employment.

Working hours, office attendance and travel requirements

Full time roles consist of 37 hours per week.

Whilst we welcome applications from those looking to work with us on a part time basis, there is a business requirement for the successful candidate to be able to work at least 30 hours per week.

This role is suitable for hybrid working, which is a non-contractual arrangement where a combination of workplace and home-based working can be accommodated subject to business requirements.

The expectation at present is a minimum of 60% of your working time a month will be spent at either your designated workplace (one of the locations cited in the advert) or, when required for business reasons, in another office/work location/visiting stakeholders. Your designated workplace will be your contractual place of work. There may be occasions where you are required to attend above the minimum expectation.

Occasional travel to other offices will be required, which may involve overnight stays.

If you have a question about hybrid working, part time/job share hours, flexible working, travelling for work, or require a reasonable adjustment, please contact the Vacancy Holder during the recruitment process to avoid possible disappointment later in the process should your working arrangements not be compatible with the requirements of the role (see below for contact details).

Visa Sponsorship

Please note that we will only offer sponsorship for a skilled worker visa where a role has been deemed to be business critical. This role does not meet that category, and we will not sponsor a visa. Therefore, this role is not open to applications from those who require sponsorship candidates must ensure they have the appropriate right to work in the UK before applying. Should you apply for this role and be found to require sponsorship, your application will be rejected and any provisional offer of employment withdrawn.