Job Description

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Description

Brasenose College are looking for a Finance Assistant - Student Billing to join our busy Finance team.



Please note, we will be reviewing CVs and interviewing candidates as they are shortlisted, we reserve the right to close this advert before the close date, so early application is advised.

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Key Responsibilities

Student facing

To provide a first point of contact within the Finance Bursary for Students. Support and assist student applications to external sponsors for funding where required and manage the correct payment of all studentships. Administration of all prizes, grants, bursaries, studentships, awards to students by the College (including those awarded by the Disbursement Committee) to include the receiving and monitoring of evidenced claims against grants awarded. Maintain good communication channels with students to provide information to the wider student community, to answer specific student queries and be available one to one to support student queries regarding their Batels. Maintain the Intranet pages relating to the Finance Bursary for students.

Student sales ledger

To prepare and approve the import of student charges from sub ledgers (currently Kinetics) in conjunction with the Financial Controller to ensure correct revenue recognition. Responsible for the annual set up of the student rent charging system (currently Kinetics). Responsible for ensuring that rent is charged at the correct bands and the correct authorisation is obtained before applying changes. Support the Accommodation manager to ensure all student rent (and other charges) are correctly applied to Batels (Invoices). Liaise with the Central University regarding the correct operation of US loans and responsible for the annual audit by US authorities for the correct operation of the US loans scheme. To ensure all accommodation charges including rent, vacation residence etc are raised as appropriate in Kinetics Student, and that Batels are issued termly from the Finance System. Responsible for closing the student sales ledger at month end in line with the current timetable including the preparation of journals, incl. accruals and prepayments. Reconciliation of the Oxford bursary report to individual students records. Reconciliation of the central university fee records (eVision) to college records including managing query raising, query resolution and query amendments i.e. adjusting University fee when students suspended or receive a fee reduction. Responsible for reviewing financial declarations received from applicants for approval by the Finance Director or Financial Controller. Annual set up of new students and sponsors on the Finance System as per College customer database and eVision fee schedule ensuring accurate university fee is charged at the start of the academic year. Managing the Bursary@ inbox.

Credit control

To be the credit controller for students, responsible for the collection of student sales ledger overdue debt and to regularly report overdue debt to the Finance Director. Preparation of a debtors' report to Estates and Finance committee including reporting debt by ageing category and proposing suitable strategies to collect debt. Responsible for the Dunning cycle including the escalation of debts using the current agreed debt escalation process. Support the Bursar in debt escalation meetings, monitor payment plans and liaise with College solicitors for overdue debts.

Financial assistance - student support

The post holder supports the Finance Director by:
Communicating with students and calling for financial assistance applications each term (mini bursaries & other funds). This includes setting key timetable dates for applications each term. Administrating the SharePoint student 'financial assistance application site and responsible for communicating to students emailing to the financial support email address. Responsible for assessing applications for presentation to senior management for review and approval (mini bursaries, CAF, OHF, SSF etc and other funds that may be created from time to time). First point of contact for students facing financial hardship to signpost students to the resources available to assist. Responsible for making approved hardship payments to students.

Sales ledger

Responsible for Student credit control functions including student customer data setup, debt chasing and escalation. Responsible for reporting and escalating students' debts promptly and within the University published guidelines. Manage the debt reclaim process from the central University (the wider sales ledger responsibilities are shared with the Junior Accountant and may vary depending on workload). Responsible for raising Sales Invoices for Guest room bookings, applying correct vat coding and to chase for payment when appropriate. Processing of invoices and payment for Graduation Days, Gaudies, and other College events. Preparation and recording of Sales ledger transactions for other commercial activities of the College or the Subsidiary entity. Responsible for tap and pay and tap & donate payment devices. Responsible for the chapel donations including supporting the Chaplain with payment devices, monitoring the purpose of charitable donations and ensuring donations are paid. The administration and control of the catering EPOS system for students and other payments received (Uniware). Support daily banking, month end bank reconciliations and month end close down as part of the Finance Bursary close down.

Financial returns

Prepare and submit financial returns with support and approval from the Financial Controller. Currently this would include HESA and OfS returns but could include other returns the College may be required to complete. Responsible for creating certain notes to the accounts at year end for review by the Finance Director including aged debtor reporting for students.

Donations to charity

Responsible for managing the collation and presentation of requests for donations to charity by local charitable organisations. Assist the Finance Director with the approval of donations to charities including monitoring of budget spend and preparing a draft report for Estates and Finance Committee each term. Responsible for payment of approved donations to charity.

Insurance

Assisting the Finance Director with the annual insurance negotiation and administration of all insurance claims. Responsible for all routine insurance claims including advising on possible claims up to 5,000.

Other duties may include...

Assisting processing of Donations to Appeal Account (cash allocation). General departmental support duties including collection and distribution of post, provisions, milk, water etc. Maintenance of the Finance student archive. Assist with month end sales invoices and other regular journals. Support the Finance Director and Financial Controller in the completion of month end and year end close down. Assist in daily, weekly and monthly banking including monthly Uniware reconciliation. Support the Finance Director for Amalgamated clubs, boat club and other clubs. Any other reasonable duties in support of the Finance Bursary team.


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Person Specification and Criteria

Essential criteria

Finance qualification e.g. AAT (finalist) /PQ ACCA/PQ CIMA/PQ CA or other equivalent qualification or qualified by experience with relevant skills). Excellent numeracy skills and good report writing skills with a high degree of accuracy and attention to detail. Advanced knowledge of Excel and good system skills. Excellent organisation and prioritising skills. Ability to identify problems and develop solutions. Good interpersonal skills, including ability to develop good working relationships, empathy and ability to explain, persuade and influence. Good team working skills, including flexibility and adaptability. Previous experience as Finance Assistant or Accounts Receivable assistant, ideally with experience supporting students, or similar role. Some technical accounting knowledge, experience of month end, and vat returns in particular

Desirable

Experience with Finance Systems (i.e. Iplicit, Great Plains, Sage) or Kinetics is highly desirable. Experience of higher education and/or the College environment.


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Summary of Terms and Conditions of Employment

Appointment

: This is a full time, permanent post. There will be an initial probationary period of 6-months. The appointment will be conditional on verification of the successful candidate's 'Right to Work' checks and subject to the receipt of satisfactory references and medical clearance through the University's Occupational Health Services.

Salary:

The salary will be paid on Grade 5 of the College pay scales, (salary range 31,459 - 36,616 per annum) dependent on previous relevant experience.

Hours of work:

35-hours per week, Monday to Friday. This role is mainly office based, but some home working will be allowed once the necessary training is complete and by manager approval.


The post holder will be required to work the hours necessary to fulfil the job requirements and subject to operational needs. A willingness and ability to adopt a flexible approach to working hours and duties is essential according to the requirements of the College.

Benefits

Pension - Eligibility to the Oxford Staff Pension Scheme (OSPS). The successful candidate will be entered into this scheme automatically on joining, but on-going membership of the scheme is optional. Salary Exchange Scheme - Staff who join OSPS will also be enrolled into the Salary Exchange Pension Contributions Scheme on or around three months after joining Brasenose staff. This scheme is financially advantageous both to the employee and the College as the employer. Annual leave - The paid holiday entitlement for an equivalent full-time contract for a year is six working weeks (30 days) of annual leave (5 days to be taken over Christmas break when College is closed) plus 8 Statutory Bank Holidays. Annual Leave shall be taken at mutually convenient times agreed in advance with the Financial Controller. The holiday year begins on 1 January and ends 31 December. For part years of service the entitlement will be calculated as 1/12th of the annual entitlement for each completed month. Meals - Employees are entitled to take lunch free of charge in Hall when the kitchen is open. Welfare Support - Employee Assistance Programme; a free confidential telephone helpline and online medical guidance. Free annual flu jab. Travel Pass Loan - a discounted travel scheme is available with monthly deductions from salary. Cycle to Work Scheme/Bike Loan - monthly deductions from salary. Sports Facilities - access to the University Sports club. University Card - for discounts in shops, cafes and restaurants and University leisure facilities.

Recruitment Monitoring:

This post is subject to recruitment monitoring to ensure that the selection process is consistent with the law and the College's Equal Opportunity Policy and Code of Practice. You are asked to complete the Recruitment Monitoring Form which is completed through the online application process. The information supplied on the form will play no part in the selection process and will not be seen by any members of the shortlisting panel.

Data Protection:

All data supplied by applicants will be used only for the purposes of determining their suitability for the post and will be held in accordance with the principles of the General Data Protection Act 2018. In accordance with the GDPR regulations 2018 please see the relevant privacy notice on the website.

https://www.bnc.ox.ac.uk/downloads/GDPR/PrivacyNotice_AcademicandNonAcademicStaffApplicant.pdf



Brasenose College is an equal opportunities employer.

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About Brasenose College

Founded in 1509 and located centrally in beautiful Radcliffe Square, Brasenose College stands as a distinguished institution at the heart of Oxford's rich academic history. Over the centuries, we have evolved into a beacon of intellectual prowess, consistently upholding a tradition of academic excellence. Brasenose College boasts a vibrant community of students and alumni, creating a network that stretches far beyond the halls of the College. Our influence resonates globally, with scholars and professionals alike contributing to various fields around the world.



We are a medium sized college with 370 undergraduates, 210 graduate students and 115 support staff. Outside of the three 10-week terms, during Easter and summer, the College is exceptionally busy hosting international conferences and Bed and Breakfast guests.