Payhawk Finance Administrator

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.

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.

• 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.

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