Accounts Recievble

Job Description
Finance Officer - Accounts Receivable
Post: Finance Officer – Accounts Receivable
Grade: Scale 5
Section: Finance
Hours: 36 hours per week
Reporting to: Finance Manager
Base: Uxbridge (occasional travel to other campuses will be required)
MAIN SCOPE OF POST:
To ensure accurate processing, recording and collection of income through the credit control system and to carry out the necessary duties during the enrolment period. This role requires additional hours to be worked during the enrolment (which could be seasonal but predominantly will be August and September). Time in lieu for additional hours worked will be given in agreement with the Finance Manager.
  
DUTIES

1. Collate and process invoice requests ensuring all coding, calculations and treatment of VAT are correct, and issue sales invoices on EBS and Aptos systems.
2. Process all other student related invoices, e.g., for sponsors, staff development, through EBS system and send out official invoices.
3. Invoice Local Authorities for High Needs funding and invoice for employer contribution in a timely manner, liaise with Apprenticeships and Skills, Funding and MIS teams. Regularly update the monitoring form.
4. Receive and allocate payments against invoices.
5. Follow debt collection procedures as necessary using telephone, written and email communication and individual meetings with students and staff, e.g. Lecturers and Attendance Co-ordinators to ensure timely payment of invoices.
6. Prepare aged debt reports for Student, Instalments and Sponsor ledgers for the month end and categorise the debt. Review reports on a monthly basis to ensure accuracy.
7. Ensure debtors reconciliation is carried out on a monthly basis between EBS and Aptos records and includes analysis of any differences.
8. Distribute list of students with outstanding debt to Schools within the College on a regular basis. Liaise with Administrators and Senior Managers frequently to keep debt level under control.
9. Regularly check the accuracy of records in EBS, process invoices, credit notes and receipts files from EBS and import them into the Aptos system. Investigate any queries and discrepancies.
10. Proactively review the Student Loan Company and Advance Learner Loan portals to ensure all outstanding debts and queries are resolved promptly including follow up with Student Records department confirming attendance and invoicing students for the amount owing if not eligible.
11. Deal with customer email and telephone queries, process student refunds accurately and in a timely manner.
12. Represent Finance in the enrolment process, ensuring student queries are resolved and daily procedures are met as part of the process.
13. Arrange, co-ordinate and supervise casual enrolment assistants to support Finance during the enrolment processes.
14. Discuss, agree and process instalment plans with students, ensuring all dates and calculations are correct, the agreement is completed accurately and understood fully by the student. Ensure instalments are processed correctly on the EBS system allowing for Direct Debit collections where appropriate.
15. Attend enrolment meetings and HE meetings and any other relevant forums to represent Finance and provide required relevant information accordingly.
16. Assist the Finance department in automating procedures where possible.
17. Liaise with internal and external auditors as and when required.
18. At all times ensure compliance with the College’s financial regulations.
19. Any other duties as may be reasonably required.

  
GENERAL

1. To participate in relevant training and staff development opportunities where appropriate.
2. To take an active part in the Appraisal and Mentoring processes.
3. To comply with all relevant Health and Safety regulations and assist the college in the implementation of its own Health and Safety Policy.
4. To comply with and actively promote within their section the College’s Equal Opportunities Policy.
5. To participate in all necessary enrolment duties.
6. To carry out all other duties as may be reasonably required.