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
Payhawk Finance Administrator employer: Nudge Education
At Nudge Education, we pride ourselves on being an exceptional employer dedicated to making a meaningful impact in the lives of children and young people. Our supportive work culture fosters collaboration and creativity, providing practitioners with flexible opportunities and competitive pay while ensuring professional growth through ongoing training and development. Located in Alfreton, our community-based approach allows you to work closely with families and professionals, creating engaging learning experiences that truly make a difference.
