Finance and Funding Assistant

As part of the Finance Team the post-holder will support the work of the whole team by operating the College’s electronic finance systems and assisting in:

• Administration of the College’s sales ledger to ensure income is collected timeously and that College procedures are adhered to.
• Administration of the College’s purchase ledger to ensure goods and services are ordered and paid for in line with College procedures.
• Administration and processing funding applications for support funds available according to students’ eligibilities and Scottish Funding Council/SAAS Policies.

The primary focus of this role will be purchase ledger function and will report to the Finance Manager.

Financial Transactions, Ledgers and Payment Processing

• Administer and maintain the College’s purchase and sales ledgers.
• Raise Sales invoices for fees and other income timeously and ensure compliance with College procedures.
• Raise purchase orders and match delivery notes and invoices to purchase orders raised within or out with the Finance Section ensuring compliance with College and Procurement procedures.
• Chase purchase orders awaiting authorisation by Budget Holders.
• Process credit notes against sales/purchase invoices raised.
• Prepare creditors/student banking information and make regular BACS payments to suppliers/students and process direct debit collections from students.
• Maintain appropriate audit trails and paperwork to substantiate income and expenditure and assist with the annual audit process.
• Provide relevant management information as required.

Fee Administration, Income Collection and Debt Management

• Operate the College’s fee waiver procedures to ensure fee waiver forms are collected and are correctly completed.
• Pursue outstanding / unpaid invoices with learners and customers in line with the College’s debt collection procedure.
• Arrange and monitor payment plans with students in respect of fee income within the terms of the College’s policies and procedures.

Student Support Funds Administration

• Assist in the daily administration of Student Support Funds and assist learners in the completion of the online application form (CAMS).
• Assess residential eligibility for every student support fund application received and peer checking of awards and reassessments.
• Monitor and record learner attendance and engagement data in order to facilitate student support fund payments.
• Ensure that the learner receives the optimum award, taking into account the student’s wider circumstances eg Care Experienced;
• Signpost learners to Advice and Guidance, Department of Work and Pensions, Citizens Advice where appropriate.
• Participate in pre-entry guidance interviews as necessary.

Reconciliation, Data Accuracy and Compliance

• Assist with the reconciliation of ledger accounts, student/supplier records and liaise with key stakeholders to investigate any differences.
• Know and effectively apply Policies and Procedures prepared by the College and the Scottish Funding Council (Student Support Funds Policies, Fee Waiver, Procurement Policies and Financial Regulations).

Customer Service, Travel Processing and Stakeholder Support

• Process and book staff/student travel requests in collaboration with the Travel Management Company in line with the College’s Travel Procedures.
• Respond to queries and requests for advice from budget holders and other college staff/students in respect of the ordering of goods and services, processing of tuition fees and the administration of Student Support Funds.

Teamwork, Flexibility and Cross Cover

• Be able to provide cover for the other Finance Assistant roles within the team as required.
• Work actively as part of the Finance Team.
• The duties of this post will be reviewed periodically and may, in consequence, be modified to meet new requirements and the exigencies of the service.

General

• Keep abreast of current developments which may be relevant to the College’s activity and future direction.
• Have an understanding of and comply with College policies and procedures.
• Promote and advance Equality and Diversity in all aspects of College operations.
• Promote the ethos and values of the College and the standard to which staff and students demonstrate these in all areas of College life.
• Provide leadership to staff, where appropriate to the role, encouraging training and development to ensure all achieve their full potential.
• Assist with self-evaluation activities for their area in accordance with College procedures.
• Respect the confidentiality of matters relating to learners and staff.
• Understand your role and obligations in complying with the requirements of the regulatory framework for the College, both as a service provider and an employer, in particular the Data Protection Act, the UK General Data Protection Regulations and the Freedom of Information Act.
• Report any accidental or unlawful loss of personal data in accordance with the College Data Protection Policy.
• Ensure the Health and Safety of staff and students in all aspects of College activity by exercising a duty of care for personal health and safety and that of others who may be affected by their actions.
• Comply with all role specific training and all compulsory training provided by the College, for example Health and Safety, equality and diversity, etc.
• Carry out any other duty commensurate with the post as required by the Vice Principal or the Principal.

The duties of this post will be reviewed periodically and may, in consequence, be modified to meet new requirements and the exigencies of the service.

Knowledge:

• Student Funding at FE and HE level.
• Student Support Funds at FE and HE level.
• Working knowledge of computerised Financial Management Systems and MS Word, MS Excel.

Skills and Competencies:

• A good level of ICT literacy.
• High degree of numeracy and accuracy.
• Well-developed interpersonal and communication skills – both written and verbal.
• Ability to communicate and deal with staff at all levels.
• Ability to work on own initiative or as part of a team.
• Ability to work flexibly to meet the requirements of the service including traveling to other campuses.
• Ability to prioritise workload and meet deadlines.

Experience:

• Experience of financial administration.
• Experience of working in a busy customer care environment.

Job Benefits:

Why work at Glasgow Kelvin:

• Access to a generous Local Government Pension Scheme.
• Hybrid working (dependent and the needs of the service).
• Annual Leave – 33 days per annum plus 12 public holidays.
• A professional development review process – continuous professional and personal development.
• Professional and personal development for all staff – we offer an extensive range of staff development opportunities and events to support you in your role, help you reach your full potential and plan for your future.
• Cycle to Work Scheme.
• Mileage Allowance – reclaimable for travel on College Business
• Employee Assistance Programme –– a 24-hour service that supports your health and wellbeing.
• Flexible Working and Family Friendly Policy – Flexible Working, Maternity, Parental, Paternity and Adoption Leave – enhanced entitlements.
• Sick Pay – Enhanced entitlement above the national average.
• Wellbeing – a range of activities to enhance and support your wellbeing, access to sports facilities and fitness activities.