Job 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.

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.

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.
Job Types: Full-time, Permanent

Pay: 31,459.00-36,616.00 per year

Benefits:

Company pension Cycle to work scheme Employee discount Enhanced maternity leave Enhanced paternity leave Free flu jabs Free parking Sick pay
Work Location: In person