Purchase to Pay Support Assistant

About us:

The role is situated within the Finance, Procurement, and Analytics Directorate and is responsible for supporting the Procure to Pay (P2P) team in the delivery of its services.

This is a full-time position based at our Lavington Street Offices, Guy’s Campus, operating under an informal hybrid working arrangement. The current expectation is a minimum of two days per week on campus, with staff required to be present as necessary to meet business needs. Attendance may be more frequent during initial training, ad hoc training, and induction periods.

The Procure to Pay Services Team encompasses a range of functions, including:

• Purchasing Card Support
• P2P Support
• P2P Transactional Processing for domestic and foreign currency payments
• Expenses Support
• Studentship and Student Expenses
• Supplier Compliance and Payments Teams

About the role:

Requisitioning & P2P Support

This role provides first‑line support for queries relating to the requisitioning and payment cycle, offering clear, accurate, and timely guidance to users on raising requisitions, purchase orders, and receipting goods and services. Support is provided to resolve issues associated with goods receipting and P2P workflow tasks, including the prompt escalation of unapproved workflow items. Queries received via the P2P query helpdesk (Helix) are handled professionally and responded to in line with agreed service standards.

Invoice Processing & Transactional Support

The role supports invoice validation, purchase order matching, and the resolution of invoice holds, working collaboratively to ensure invoices are processed efficiently and accurately. Responsibilities also include assisting with automated invoice reading (AIR) query desk activities and resolving related issues. During peak periods, such as financial year end, additional support is provided to the P2P Transactional Team, along with assistance in reconciling supplier statements for key suppliers.

System Support & Technical Liaison

The postholder will liaise with the KCL System Administration Team to report, track, and resolve technical issues, system defects, or unexpected system behaviours. The role supports user acceptance testing (UAT), configuration checks, and the raising and escalation of system‑related issues as required. Accurate audit trails for system and process changes are maintained in compliance with governance, audit, and internal control requirements.

Training & Communications

The role involves delivering training and ongoing guidance to system users through a range of channels, including email, Microsoft Teams, and face‑to‑face sessions. It contributes to the development and maintenance of user guides, quick reference materials, and communications, while actively promoting compliance with P2P processes, policies, and financial controls.

Reporting & Continuous Improvement

Support is provided in the production of P2P performance metrics and routine data updates to ensure accurate and timely reporting. Recurring issues and opportunities for process improvement are identified and escalated appropriately. The role also contributes to the implementation of enhancements and continuous improvement initiatives across the P2P function.

This is a full-time post (35 hours per week), and you will be offered an indefinite contract.

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