Senior Admin Officer

Key Responsibilities Payment Management 1. To work under the direction of the Assistant Payments Manager, supported by the Payments Supervisor, to ensure all transactions and requests for information are processed within organisational timescales and in accordance with procedures. 2. Keying/ checking and authorising of payment transactions. 3. Setting up and maintaining supplier standing data and ensuring that a sound system of control is operated to minimise fraud. 4. Ensure that all payments are accurately keyed using the correct general ledger coding ensuring the correct VAT treatment has been applied as per HMRC. 5. Management of payment instructions in line with NIHE standing orders and Managing Public Money NI and exercising the challenge function to ensure propriety of public funds. 6. Provide advice and guidance to customers in relation to NIHE authorisation and payment procedures. 7. Process and respond promptly to incoming communications, (post, telephone, email, face to face), accurate message taking, copying and distributing information as necessary. 8. Resolve Supplier queries in a timely and professional manner. 9. Assist with training of staff. 10. To work with the Payments Supervisor to ensure that all key processes are documented and desktop notes are available for all activities as instructed. 11. Authorise / process payments as required. 12. Ensure that non-compliance issues identified via Compliance Checks are communicated to the Team in a timely manner and escalated as necessary. 13. Ensure that payment card / group bills are managed, reconciled and processed for payment in line with procedures and queries resolved in a timely manner. 14. Liaise with Housing Executive staff and provide advice and guidance on payments related matters. 15. Exercise the challenge function in order to ensure probity of NIHE funds 16. Ensuring that regular performance management and control reports are produced and circulated in a timely manner. 17. Actively participate in the development and enhancement of the Housing Executive’s key systems and liaise with other Divisions as required. 18. Filing/archiving of all accounting records in a secure and efficient manner 19. Undertake a key role in Finance led projects as required, particularly payment related projects through streamline processes using the principles of good project management and in line with NIHE practice. Development and continuous improvement 20. Identify business improvements with the aim of enhancing the performance of the Payment Management section. 21. To support the Payment Manager to regularly review and update all standard operating procedures relating to the Payment Management Section and ensure that all relevant procedures are documented.

General 22. To provide a high level of internal and external customer service including taking ownership of customer queries and complaints and following issues through to completion, while ensuring timely escalation to the Payment Manager/ Assistant Managers, when required. 23. To ensure continued and effective working relationships with key internal and external stakeholders. 24. To deputise for the Payments Supervisor as required and provide support and cover for the other members of the Finance team as and when required to ensure resilience as far as practicable. 25. To undertake the duties in such a way as to enhance and protect the reputation and public profile of NIHE. 26. To comply with and enforce all NIHE frameworks, policies and procedures, including but not limited to those relating to legal requirements such as equality, health and safety and information governance. 27. To promote, uphold and implement all NIHE policies, plans and procedures, ensuring policy requirements and timescales are adhered to. 28. To direct and signpost managers and officers to the appropriate source for issues outside the remit of this post. 29. To undertake any other duties which may be assigned to meet organisational need and the change agenda and which are reasonably regarded as within the nature of the duties, responsibilities and grade of the post as defined.

Note: This summary of responsibilities and personal duties is not intended to be exhaustive. This role will develop and change in line with strategic corporate programmes and projects. Knowledge, Skills and Experience 1. Possess one of the following qualifications or equivalent: a. The final examinations of AAT (Level 4*) or Stage 1 modules of IATI (Level 4*) plus 1 year’s relevant experience. b. A Levels (Level 3*), at Grade C and above, plus 2 years’ relevant experience Exceptionally, candidates not holding the above level of qualifications but with 3 years’ relevant experience with evidence of training / learning in payment related matters may also be considered.

*Refer to Qualifications Framework for equivalencies Knowledge, Skills and Experience (continued) 2. Can demonstrate experience of working in a Finance or transaction processing environment to include the following: a. The use of a management system in a transaction processing environment b. Strong IT skills to include Excel. Knowledge, Skills and Experience (continued) 3. Can demonstrate: (To be assessed at Interview/Assessment) • Ability to work accurately under pressure • Strong interpersonal skills • Ability to work as part of a team • Strong customer orientation • Excellent attention to detail Other Benefits There are many benefits of working for the Housing Executive including: • Learning and development opportunities • Flexible working and family friendly policies • Volunteering and fundraising policy • Cycle to Work Scheme • Onsite Occupational Health services which includes flu jabs and complementary Fitech health and wellbeing assessments • Inspire Workplaces – providing free, confidential counselling and support to employees 24/7 • Corporate gym membership, fitness classes and access to our inhouse gyms available at Housing Centre, Belfast and Marlborough House, Craigavon.

Pre-Employment Checks Appointment is subject to; (i) A satisfactory medical declaration. (ii) Receipt of satisfactory references. References will only be sought as part of a pre-employment check prior to appointment. One reference must be a current employer or, if not currently employed, the most recent employer who would have knowledge of the successful candidate in a working environment. Candidates must be specific when providing address/contact details for referees. (iii) A satisfactory Access NI Basic Disclosure Check through a Responsible Body. Please note that a criminal conviction does not necessarily debar any applicant from obtaining employment. (iv) Providing the required documentation to satisfy the essential criteria i.e. proof of qualifications. It is important to note that if you do not provide the requested documentation you will not be able to take up post. (v) Documentation Checks for the Prevention of Illegal Working - It is your responsibility to demonstrate you are entitled to work in the United Kingdom. If you are unable to produce the relevant documents, or the documents are not satisfactory, the offer of employment may be withdrawn. You will be required to produce original documents to verify your identity, one of which must be photographic identification. Canvassing Canvassing, in any form, oral or written, directly or indirectly, in connection with this appointment shall disqualify a candidate.