Payments Team Administrator

We’re Civica and we make software that helps deliver critical services for citizens all around the world. From local to state government, to education, to health and care, over 5,000 public bodies across the globe use our software to help provide critical services to over 100 million citizens.

Our aspiration is to be a GovTech champion everywhere we work around the globe, supporting the needs of citizens and those that serve them every day. Building on 21 years of continuous growth and success, we're at a pivotal point on our journey to realise that aspiration.

We’re currently looking for a Payments Team Administrator to join our team, based out of our Amersham office. This role is key to supporting the smooth day-to-day operation of the payments function, helping manage inbound enquiries, processing payments, and ensuring administrative tasks are handled efficiently. You’ll play an important role in maintaining excellent service standards while supporting both customers and colleagues.

Why you’ll love this role

This is a great opportunity for someone who enjoys working in a fast-paced administrative environment where organisation, communication, and attention to detail are essential.

You’ll be part of a collaborative and supportive team, handling a variety of administrative and customer-facing tasks while helping ensure payments and queries are processed accurately and efficiently. If you’re someone who enjoys keeping things organised and delivering excellent service, this role will give you the chance to make a real impact.

Key Responsibilities

• Sort and distribute inbound post in a timely manner.
• Manage the company ‘info’ mailbox, responding to or redirecting enquiries as appropriate.
• Take card payments over the telephone and ensure accurate processing.
• Handle inbound calls and route queries to the relevant account manager where required.
• Assist with inbound customer queries relating to payments and accounts.
• Support daily administrative tasks including embassy and ICON processes.
• Contact self-pay patients to collect outstanding payments.
• Scan, shred, and file documentation in line with internal processes.
• Provide general administrative and ad hoc office support as required.

Requirements:
Experience & Skills

• Good all-round IT skills, including Microsoft Office.
• Experience working in a busy office or administrative environment.
• Strong organisational skills and the ability to manage multiple tasks.
• Excellent attention to detail and accuracy.
• Confident and professional telephone manner.
• Numerate and literate, with the ability to process information accurately.
• Positive, proactive attitude with a ‘can do’ approach.
• Professional, honest, and trustworthy.
• Flexible and willing to support the wider team.
• A desire to learn, develop, and progress.

Why this role is unique

• Opportunity to work within a supportive and collaborative team environment.
• A varied role combining administration, customer service, and payments support.
• The chance to develop valuable skills within a growing global organisation.

We Want You to Bring Your Whole Self to Work
There is no such thing as the perfect candidate, so if you think you have what it takes but don't necessarily meet every single point on the list above, please still get in touch. We'd love to have a chat and see if you could be a great fit.

Why You'll Love Working with Us
As a company, we're passionate about what we do and the citizens we serve. If you, too, want to champion the use of technology in public services to improve outcomes for citizens and public sector organizations, then Civica is the right place for you. We will help you unlock the best version of yourself, achieve career growth, and make a real difference to people and communities.

We know that when our people are happy, they work better and have greater job satisfaction. Here's what you can expect:

Benefits:
Time Off & Work-Life Balance

✔ 25 Days Annual Leave + bank holidays – plus the option to buy up to 10 extra days!
✔ Days of Difference – Up to 3 extra days off for volunteering.

Financial Well-being & Security

✔ Pension Contributions – 5% employer match to support your future.
✔ Income Protection – Up to 75% salary cover for long-term illness.
✔ Life Assurance – 4x salary tax-free lump sum.
✔ Critical Illness Cover – £25,000 lump sum (extendable to dependents).

Health & Perks

✔ Private Medical Insurance – Fast access to private healthcare.
✔ Health Cash Plan – Claim back physio, therapies & more.
✔ Dental Insurance – Cover for routine & emergency care.

✔ Electric Vehicle (EV) Scheme – A wide range of electric & hybrid vehicles.
✔ Affinity Groups – Join employee-led communities.
✔ Bounty Bonus – Refer a friend & get rewarded.

At Civica, we are committed to building an inclusive and diverse workplace where everyone feels valued and supported. We believe that a variety of perspectives drives innovation and excellence, and we welcome applicants from all backgrounds, cultures, and experiences.

We are an equal opportunity employer. We do not discriminate based on race, ethnicity, religion, gender, sexual orientation, disability, age, or any other legally protected characteristic. Our recruitment process is designed to ensure fairness and transparency, so every candidate has an equal chance to contribute to our mission.

If you need any adjustments or accommodations to participate in our recruitment process, please let us know. We are here to support you.