Payment Reference Matching Clerk

HRS Talent Solutions; Belfast City District; Remote; GBP 35,000 - 38,000; Full time

Job summary

HRS Talent Solutions is seeking a Payment Reference Matching Clerk for a remote, flexible role. This junior position focuses on routine comparison of payment details against account records, to prepare information for the responsible billing team.

You will work with online systems, identify straightforward matches, and flag items that cannot be linked with confidence. The role rewards dependable, careful numerical checking rather than accounting judgement.

Qualifications

• Prior billing or office administrative experience is helpful but not required.
• Applicants at the start of their careers are welcome if they can work accurately with numbers, read a short procedure and say when two records do not clearly agree.
• Basic spreadsheet familiarity may help.

Responsibilities

• Reading assigned payment-related notifications and extracting the supplied reference.
• Comparing that reference with the relevant account or invoice record.
• Checking a date and amount where the written process calls for it.
• Identifying a possible duplicate notification before creating a second entry.
• Recording a permitted match with a clear source note.
• Leaving an unmatched item visibly pending rather than choosing an uncertain account.
• Passing discrepancies and adjustment requests to the billing colleague.

Skills

Numerical accuracy

Customer service

Spreadsheet basics

Tools

None

Job description

Payment Reference Matching Clerk

Office Administration · Billing Records · Remote · Full-time or part-time
Pay: £25.25–£27.25 an hour

Not every payment arrives with an immediately recognisable reference. In this role, you would help a billing team identify routine matches between a supplied payment detail and an existing account record.

The purpose is to make information ready for the person responsible for the account, not to post unauthorised financial adjustments. You would use an online system, compare straightforward details and flag anything that cannot be linked with confidence.

The work starts with a source record: perhaps a payment notification, a transaction reference or a customer’s message about a payment. You would check the details against the record the employer makes available, following a defined sequence. A matching reference and amount may allow a routine note or handoff under the company’s process. An amount that differs, an account with several possible matches or a message lacking identifying information calls for clarification. You would record what you checked instead of forcing a match to make the queue look complete.

A small difference can change the result

Imagine an email that gives the last digits of a reference and a payment date. You find one likely account but another payment on the same date has a similar amount. The correct next step is to ask for more information or send the item to a billing colleague. It is not to choose the most convenient match. Conversely, when the exact reference is present and the team’s checklist allows it, you can complete the assigned record update efficiently and leave a concise note. The job rewards dependable comparisons rather than investigative flair.

The clerk does not make decisions about refunds, credit, arrears or a customer’s entitlement to a service. Those matters have financial consequences and sit with authorised staff. You would also avoid giving a customer a definitive payment-status answer unless the relevant team has confirmed it. A factual acknowledgement that a question has been received is different from a claim that funds have been applied to an account.

There is a difference between a payment reference being present and a payment being correctly assigned. A notification might contain a reference that belongs to an earlier transaction, or a customer may type a number incorrectly. You would check the source that the team designates, document the discrepancy and leave the item for review. Your note should allow a colleague to see which fields agreed and which did not, without requiring them to reconstruct your entire search. It is better to leave an item openly unresolved than to create confidence the records do not support.

Your work may cover:

• Reading assigned payment-related notifications and extracting the supplied reference.
• Comparing that reference with the relevant account or invoice record.
• Checking a date and amount where the written process calls for it.
• Identifying a possible duplicate notification before creating a second entry.
• Recording a permitted match with a clear source note.
• Leaving an unmatched item visibly pending rather than choosing an uncertain account.
• Asking for a missing detail through the approved channel.
• Passing discrepancies and adjustment requests to the billing colleague.

You can learn the employer’s system through training. Prior billing or office administrative experience is helpful but not required. Applicants at the start of their careers are welcome if they can work accurately with numbers, read a short procedure and say when two records do not clearly agree. Basic spreadsheet familiarity may help, but a specialised accounting qualification is unnecessary. Customer service skills are useful for a courteous request for missing information, though most of the work is record-based.

As a remote worker, you would keep your queue and notes current so a colleague can see which items have been matched, questioned or referred. A home office space suited to careful computer work can support that attention. You should handle account details only through the employer’s approved online systems. The team will explain its escalation route and which updates you may enter yourself.

Rate and arrangement

£25.25–£27.25 per hour, with full-time or part-time hours according to the opening. The role is a junior support position, centred on routine comparison and accurate handoff rather than accounting judgement.

Application

Evidence of careful numerical checking is more useful here than a finance-sounding job title. Perhaps you compared receipts, entered references or kept a simple record in another setting.

New applicants can learn the billing system; the first step is to show basic accuracy and a willingness to ask when a match is uncertain. If you’re selected for the next step, you may be asked to complete an application on the hiring company’s website. Your initial application should make any such practical experience easy to identify.