Hours Per Week:
21
Suitable for:
Students/Alumni
Can this job be completed remotely?
No
Location
Central Saint Martins, Kings Cross
Display Salary
£20.05 per hour (including holiday pay)
Vacancy Type
Temp
 

Job Description

What is the purpose of the role? 
This role is part of the UAL Short Course Ltd Finance team which provides financial management and administration to UAL Short Courses Ltd.

This role will be responsible for the effective and efficient processing and administration of the daily purchase ledger Finance operations in accordance with the University’s standing financial orders, agreed financial processes and procedures and adhering to the University timetable, as well as ensuring the integrity of financial data and providing a customer focused service to stakeholders.

To work flexibly as part of the UAL Short Course team to ensure all areas are supported as necessary.
 
Duties and Responsibilities
Raise Purchase orders for UAL Short Courses, including operating expenses and materials for courses
To process purchase ledger invoices on a daily basis.  Ensuring invoices received are checked and coded correctly, investigate where needed. To deal with any purchase enquiries or disputes with suppliers. 
liaise with all stakeholders including suppliers, central finance and budget holders. 

Setting up New Suppliers accounts, changes to suppliers contact and bank details in line with University procedures, checking for duplication and ensuring that complete and accurate information is provided to procurement for processing, including IR35.
Reconciling supplier statements 
Reconcile 'outstanding purchase order’ control accounts, chase requisitioners to receipt goods & suppliers for outstanding invoices.
Review invoices with no purchase order and report to Commercial Finance Manager 
Review all tutor and staff expenses on ABW, to ensure compliance with the University expenses policy.
Assist staff and tutors with submitting expenses and queries, ensuring that all expenses follow the UAL expenses policy 
Reconcile monthly Agent commission spreadsheet and produce accrual journal for outstanding invoices.
Dealing with Staff Credit card enquiries, training and processing receipts when needed
To keep UAL Short Courses asset, register up to date, ensuring staff have all equipment needed to continue work and office equipment is up to date with equipment and stationery. 
Assist the Finance Manager with financial reporting, update spreadsheets and analysis
Providing support and cover to the Finance team at Pinch points, and absences assist with processing Sales ledger transactions, including refunds and transfers
Ensure the daily financial operations and administration are processed in accordance with the University Financial Standing Orders and any statutory or regulatory legislation such as VAT or IR35. Support the Month end & Financial-year-end processes for the Short Course finance office.
Attend training workshops (ADM and ABW), away days and collaborate with colleagues across UAL in developing new finance procedures in relation to Finance & Customer Services. Test new software releases and report and feedback Issues.
Keep up to date with new financial developments and changes to procedures, and undertake mandatory training such as PCI DSS, IR35, Bribery Act, Fraud Awareness, EDI, Information Security, GDPR and ABW video guides. 


Other Conditions
You will be required to work such additional/different hours as may from time to time be necessary for the proper and efficient discharge of duties which may include evenings and weekend. 

You will be required to regularly travel to other sites as necessary.
 


General 

To deliver a supportive customer orientated service to staff and students and work collaboratively with finance staff across the University.

To perform such duties consistent with your role as may from time to time be assigned to you anywhere within the University.

Undertake health and safety duties and responsibilities appropriate to the role.

To work in accordance with the University’s Equal Opportunities Policy and the Staff Charter, promoting equality and diversity in your work

Undertake continuous personal and professional development, and the effective use of the University’s Planning, Review and Appraisal scheme and staff development opportunities.

Make full use of all information and communication technologies in adherence to data protection policies to meet the requirements of the role and to promote organisational effectiveness.

Conduct all financial matters associated with the role accordance to the University’s policies and procedures, as laid down in the Financial Regulations.

Personally, contribute towards reducing the University’s impact on the environment and support actions associated with the UAL Sustainability Manifesto (2016 – 2022).

 
 

Personal Specification

Undergraduate qualification in relevant area, or equivalent working experience 

Has excellent IT knowledge including intermediate Excel, Word and Outlook and database applications.

Has knowledge of Course Booking systems, Finance Information Systems (Agresso, Administrate (D)) 

Experience of working in a busy customer focused environment 

Experience of working in a financial environment, working to tight deadlines and familiar with financial processes, policies, and procedures.

Experience in Purchase ledger and/or Sales Ledger administration, dealing with, invoicing, suppliers, customers

Experience of working independently

Experience of building successful working relationships with colleagues and stakeholders.

Experience of providing support and guidance to customers and staff.

Excellent numeracy & accuracy skills & attention to detail

Experience of working in an educational environment is desirable

Communicates effectively orally and in writing / or using visual media adapting the message for a diverse audience in an inclusive and accessible way.

Plans, prioritises, and manages time effectively to achieve agreed objectives within set timescales.

Works collaboratively in a team and in a matrix structured organisation and where appropriate with different departments and professional groups.

Uses initiative or creativity to resolve problems

Shows commitment to equality, diversion, and inclusion
 
 

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