Job Purpose:Provide comprehensive financial and administration support. To ensure all areas are in compliance with College financial guidelines and achieve robust financial reporting.

Responsible To:Director of Finance

Annual Salary:Scale 6 of Support Staff Salary spine (points 30-32)

Working Hours:37 hours per week

Working Weeks:Full year

Holidays:22 days per year plus two statutory days and eight Bank Holidays

Pension:Staff are enrolled in the Local Government Pension Scheme, a contributory scheme with the option to opt out in a transitional period.

KEY RESPONSIBILITIES

  1. Purchase Ledger
  • To ensure that all purchase order invoices and credit notes received are correctly recorded, properly authorised and are Bona Fide charges to the College.
  • To prepare a list of supplier’s accounts due for payment for approval; action the resultant purchase ledger cheque and BACS payment run.
  • To raise manual cheques as requested ensuring the cheque request is duly authorised, coded and are for a legitimate charge to the College.
  • To reconcile all suppliers statements and ensure all outstanding invoices or credit notes are dealt with in accordance the financial procedures in place at the time.
  • Ensure all invoices and credit notes are filed correctly.
  • Review all outstanding Purchase Orders and take necessary action.
  • To match appropriate invoices against orders and investigate variances.
  • Resolve queries with suppliers by telephone.
  1. Sales Ledger and Debt Recovery
  • To ensure that all invoice request forms received are correctly coded and properly authorised.
  • Raise all invoices or credit notes within the agreed timescale, post to the relevant sales ledger account and despatch documentation to the customer or as instructed.
  • Receive all remittance advices and post to the relevant account and file all documents correctly.
  • Send out payment demands in line with the financial procedures in place at the time and follow up all queries.
  • Regularly review all debtors’ accounts and discuss all overdue account with the Director of Finance and take agreed action to recover the outstanding amount.
  1. Treasury
  • To ensure that the college bank statements are entered on to the finance system on a regular basis either by automatic upload or manual entry.
  • To ensure that all college bank accounts are reconciled on a monthly basis and a month end bank reconciliation report is produced.
  • To ensure that all outstanding items on the college bank reconciliation are investigated and resolved on a timely basis.
  • To ensure that any anomalies on the college bank accounts are bought to the attention of the Director of Finance as soon as they happen
  • To ensure that all cheques over 6 months old are cancelled with the bank and removed from the finance system on a monthly basis
  1. Cashbook Payments
  • Receive requests for cheques for “cash with orders” and payments for non-supplier’s accounts.
  • Check validity of coding and authority.
  • Prepare cheques and obtain signatures.
  • Despatch cheque to in accordance with instructions
  • Issue student refunds on the online payment system.
  1. General
  • Dealing with general day-to-day Finance administration face-to-face, telephone or email in a timely manner.
  • To take part in the College’s Performance Review and Development Scheme (PRD).
  • To be responsible for health and safety within areas of own responsibility.
  • To contribute to the college responsibility for safeguarding and promoting the welfare of young people.
  • To observe the college’s commitment to equal opportunities.
  • To undertake any other duties which are reasonably comparable to a post of this grade.

PERSON SPECIFICATION
SPECIFICATION / ESSENTIAL / DESIRABLE
EDUCATION/
TRAINING /
  • AAT Qualified

RELEVANT
EXPERIENCE /
  • Previous experience in an accounts environment
  • Knowledge of computerised accounting packages
/
  • Experience/knowledge of working in an educational environment

SKILLS/
APTITUDES /
  • Excellent IT, numeracy, literacy and data presentation skills
  • Understanding of the needs of users, including the ability to produce information in a readily accessible format
  • Commitment to the integrity and accuracy of College accounting systems
  • Accuracy, attention to detail and problem-solving skills
  • Excellent organisational skills with the ability to prioritise workload and delegate as appropriate
  • Excellent interpersonal skills with the ability to communicate effectively with staff at all levels both internally and with external contacts
  • Ability to work independently, proactively and complete tasks with the minimum of supervision
  • Ability to work calmly under pressure, often to tight deadlines

OTHER
REQUIREMENTS /
  • A commitment to deliver excellent standards of service for students.
  • Flexible approach to working hours.
  • Enthusiasm and motivation.
  • A commitment to equalityof opportunity.

Last reviewed / November 2015
Reviewed by / Director of Finance