Finance Administrator

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 and sales 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

• 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.

• Process customer refunds on the Course Booking system, which includes credit card, Bacs & Flywire refunds. Completing spreadsheets, liaising with Customer Service team, & Central Finance 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.

• Assisting the sales ledger admin with the debtors report.

• 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.

• 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.

• Liaise with all stakeholders including suppliers, central finance and budget holders.

• 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.

• 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).

Specialist Knowledge/ Qualifications

• Undergraduate qualification in relevant area, or equivalent working experience (HD)

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

• Desirable: Has knowledge of Course Booking systems, Finance Information Systems (ABW, Accessplanit).

Relevant Experience

• 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 finance administration, dealing with purchase and sales ledger

• 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

Communication Skills

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

Planning and Managing Resources

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

Teamwork

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

Creativity, Innovation and Problem Solving

• Uses initiative or creativity to resolve problems

Student Experience or Customer Service

• Student Experience or Customer Service Provides a positive and responsive student or customer service

Equality, Diversion and Inclusion

• Shows commitment to equality, diversion, and inclusion

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.