Duties and Responsibilities
* Process student course transfers, on the course booking system, which includes raising invoices, credit notes and sending out joining instructions.
* Process customer refunds on the Course Booking system, which includes credit card, Bacs & Flywire refunds. Raising credit notes, completing spreadsheets, liaising with Customer Service team, & Central Finance team
* Process approved credit notes onto student account. Complete spreadsheets Liaise with Customer Service Team
* Ensure appropriate company background & due diligent checks are made on Company & Customised bookings. Checking all documentation received. Maintain the integrity of the company booking database with contact information.
* Processing company bookings, updating the debtors report
* Processing Customised Training booking requests, updating relevant trackers, updating authorisers
* Process and manage Indian customer tax declarations. Liaise with customers from India. Send out tax declarations to complete, keep spreadsheet up to date for the yearly Indian Tax return.
* Assisting the sales ledger admin with the debtors report
* Assisting the sales ledger admin with payment receipting, reconciling student accounts
* Support the course booking system. Become a super user of the system, attend training workshops, and collaborate with colleagues across UAL Short Courses in developing new finance procedures in relation to Finance & Customer Services. Test new software releases and report and feedback Issues.
* To process purchase ledger invoices daily on ABW. 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.
* Raise Purchase orders for UAL Short Courses, including operating expenses and materials for courses
* Reconcile 'outstanding purchase order’ account, chase requisitioners to receipt goods, suppliers for outstanding invoices.
* Reconcile monthly Agent commission spreadsheet and assist the Senior Finance admin with the accrual journal.
* Assist the Finance Manager with financial reporting, update spreadsheets and analysis
* Providing support and cover to the Finance team at Pinch points and year-end
* Provide a consistent and professional customer focused service to both internal and external stakeholders, ensuring transactions are processed accurately, consistently, effectively and on a timely basis.
* Keep up to date with new financial developments and changes to procedures, attend Finance awaydays and undertake relevant training such as PCI DSS, IR35, Bribery Act, Fraud Awareness and ABW video guides.
Other Conditions
* You may 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 weekends.
* You may 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.
• 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 to support it for any staff you manage through 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).
We are an equal opportunities employer and positively encourage applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.