Newbattle Abbey College is seeking a Finance Administrator (one day per week) to join our team and play a key role in delivering effective financial services. With a rich history and beautiful surroundings, Newbattle Abbey College offers a dynamic and supportive environment. The College has a proud track record of meeting the needs of adults and young people at points of transition, helping them to change their lives for the better.
Context
The role covers day-to-day financial operations for both funded and non-funded College activities.
Main Duties and Responsibilities
The post-holder will be responsible for:
1. Ensuring that the recording of the College’s financial transactions is completed accurately and timeously;
2. Providing financial information and support to staff, students, customers and stakeholders;
3. Ensuring that all financial transactions in relation to sales, purchasing and banking are correctly processed and maintained within the finance system.
Sales and Purchasing
1. Manage the Invoices mailbox
2. Create sales invoices for Adult Achievement Awards (AAAs), Forest College (FOLAs) and Commercial; liaising with relevant staff where appropriate.
3. Prepare Aged debt summary for AAA, FOLA and Commercial clients.
4. Prepare Open Invoices Report (OIR) for AAA, FOLA and Commercial accounts on a monthly basis.
5. Update OIR weekly.
6. Handle requests for payment information from staff.
7. Assist with purchase orders.
8. Manage requisition checklist.
9. Upload catering purchase order information to QuickBooks.
10. Track supplier refunds.
Credit Card Control Account
1. Maintain spreadsheet for credit card purchases.
2. File sales receipts and purchase orders appropriately.
3. Create journal entry for credit card control account on a monthly basis to balance payment made.
Procurement
1. Review and maintain agreement and contracts folder.
2. Review and maintain current agreements and ensure relevant documentation is in place.
3. Check contracts and agreements are in date on a regular basis, highlighting renewal dates in advance.
General Duties
1. Respond to finance queries.
2. Cover for Finance Officer during periods of absence.
3. Undertake any other such duties as may be required as appropriate to the scope and grading of the post.
4. Be committed to the College’s purpose, vision and values.
Term of Appointment: Part-time, permanent – 0.2 FTE (7 hours per week)
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