Payhawk Finance Administrator

NE4, United Kingdom

Full Time

Mid Level

The Payhawk Administrator manages daily operational finance tasks, taking primary responsibility for the issue of payhawk cards, card expense approvals, mileage claim verification, transaction reconciliation, and general administrative support using Payhawk and Xero.

Key Responsibilities & Duties

Card Expense & Reimbursement Processing (Payhawk)

Review, approve, and process daily card expenses and reimbursements in Payhawk in accordance with company Standard Operating Procedures.
Perform daily morning reviews of expense submissions to ensure processing within the 24-hour cycle.
Resolve card-related issues and assist staff with account queries.

Mileage Claim Audit & Verification

Audit, review, and approve staff and practitioner mileage reimbursement submissions.
Cross-reference postcodes, session locations and trip logs against internal travel policies to ensure accurate expense payouts.

Payhawk Account Reconciliation (Xero)

Perform daily transaction matching, review nominal coding, and reconcilepending bank items in Xero.
Support purchase invoice operations, including inputting purchase invoices.

Internal Communication & Support

Act as the primary contact for education practitioners and internal staff regarding expense rules, receipt queries, and submission guidance.

Key Performance Indicators (KPIs)

Maintain a minimum daily throughput target of 180 combined card approvals, reviews, and transaction matching items.
Ensure expense reviews and mileage claims are processed cleanly withinestablished weekly cutoffs.

Essential Skills

High attention to detail, self-motivation, and effective written and verbal communication skills.

Desirable Skills & Experience

Experience with expense management tools (e.g., Payhawk) and cloud accounting software (e.g., Xero).
Strong knowledge of nominal ledger coding, mileage claim auditing, and receipt reconciliation.

Key Details:

Salary: £25,500
Location: Newcastle Upon Tyne
Working Pattern: Hybrid, 3 days office based

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In your response, tell us about your relevant experience, skills, personal qualities, and values. We are particularly interested in understanding your approach to supporting vulnerable children and young people, including those who may be disengaged from education, have additional learning or support needs, or have experienced trauma, adversity, or other barriers to learning, and how your leadership approach would contribute to achieving positive outcomes for learners and supporting a high-performing team.*

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We deliver bespoke education interventions to anyone missing education for any reason at all - school refusers, those with SEND or SEMH needs, Looked After Children, young people with low self-esteem or aspirations - we support anyone who is struggling.

Based in Newcastle Upon Tyne but extending our reach nationally, we are passionate about supporting local authorities, CCG's, schools, social work teams, parents and carers, in working with the most challenging students to prevent and de-escalate crisis.

Please review our open positions and apply to the positions that match your qualifications.

Payhawk Finance Administrator

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