King’s College

King’s Parade

Cambridge CB2 1ST

CB2 1ST

Job description

Department: / Accounts / Job code: / AC-SL-12
Job title: / Clerk of Accounts
(Student Billing) / Date: / February 2012
Organisation chart:
First Bursar

Assistant Bursar

Senior Clerk of Accounts

CLERK OF ACCOUNTS (STUDENT BILLING)

Purpose of job: / To set-up and manage the student accounts and billing process to ensure effective credit control and cash management.
Responsible to: / Assistant Bursar / Grade: / Manager, Supervisor
Responsible for: / N/a / Grade: / N/a
Qualifications: /
  • Education to GCSE level, to include maths and English essential, degree level desirable

Skills: /
  • Numeracy and accuracy
  • Good keyboard skills and computer literacy with ability to use spreadsheets
  • Good interpersonal and communication skills
  • Good telephone skills

Work experience: /
  • At least one year’s experience of student billing, gained in a College environment.

Memberships of Professional Bodies /
  • N/A

Duties and responsibilities: / Time and frequency:
Generate invoices and credit notes in accordance with standard procedures to ensure effective cash and credit control for the areas of:
catering/college and tourism
accommodation for Fellows and clients
College charges to Fellows / Daily
Daily
Daily
Monthly
Prepare sales ledger reconciliations to ensure that transactions are accurately processed and recorded. / Quarterly
Monthly
Prepare and analyse records of invoices and credit notes to assist in financial and management accountancy. / Daily
Maintain the debtors’ ledger for own areas of work to ensure that all balances are correct. / Weekly
Monitor all College debtors and ensure prompt and timely payments are made. / Monthly
Liaise with the Tutorial Office to ensure accurate student fee information is held by both departments. Reconcile the student composition/College fee records with the University report. / As required
Record all transactions to ensure that up-to-date and accurate records are maintained. / Daily
In conjunction with the Tutorial Department, to prepare a report of student bills paid / Weekly
To be responsible for the generation and distribution of invoices and credit notes for University composition fee/college tuition fees. / Termly
Provide information to students in response to a wide variety of enquiries and complaints to ensure that they receive the best possible customer service / As required
To operate the EPOS database and the reconciliation thereof / As required
Dealing with direct debits / As required
Ensure prompt payment of studentships to students as and when requested by the Tutorial Department / Termly
13. / To provide cover for all sections within the Accounts Department as requested by the Assistant Bursar / As required
Confidentiality: /
  • Discretion and confidentiality required in dealing with the financial status of the College
  • Confidential management of any personal information in line with the Data Protection requirements.

Contacts: /
  • College students, staff and Fellows
  • External suppliers and customers

Accuracy: /
  • Accuracy is key in all aspects of written and verbal communication, and essential in the preparation and presentation of all College accounting documents (invoices, credit notes, reports etc).

Responsibility for cash, purchasing or physical assets:
On an ad-hoc basis
Mental, visual or physical strain:
Potential for visual strain through continual and detailed work with a VDU/PC
Exposure to occupational hazards:
None
Other information:
None
Comments or supporting statements from the Accountant:
None

This will be part of a legal binding contract in conjunction with the terms and conditions set out
in the offer letter and the staff hand book.

Please sign below if you understand and agree to accept the job as described above.

Applicant’s Signature: / Date:

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