Job Description
Job title:
AR Team Administrator
Reports to:
Accounts Receivable Manager
Responsible for:
N/A
Department:
Finance
Grade:
RU04
Main purpose of the job:
The post holder will take responsibility for the administration of the Finance Department’s
student debt ledger and maintenance, some monitoring and reporting of the student debt
position to the University and its subsidiaries and the daily administration of the accounts
receivable ledger in line with the University’s debt management and accounts receivable
policies.
The post holder will also provide assistance and support to any projects undertaken by the
Accounts Receivable Team and the Finance Department as a whole and when directed by the
Accounts Receivable Manager.
The role is essential to support the University’s operational reputation with students and
external customers and the post holder will support the Accounts Receivable Manager to deliver
overall student finance goals and targets.
The post holder will work closely with stakeholders across Finance, Registry, Academic
Services and Colleges to ensure appropriate service levels are agreed and achieved.
Main duties and responsibilities:
1. Responsible for the raising and distribution of invoices and credit notes for students and
commercial customers of the University and its subsidiaries
2. Maintain accurate recording of student information across the University’s financial
systems and sales ledger ensuring all customer accounts are accurate and up to date
3. Assisting with the clearing of pending registration student lists during enrolment
4. Provide general advice to students via email or telephone on payments and funding
issues, redirecting them where necessary to Student Funding, Welfare etc.
5. Production of arrears letters, raising of write-offs and accurate raising of invoices/credit
notes, journals, refunds and allocation of payments.
6. To assist in the production of aged debt reports in line with month end procedures and
any ad-hoc reports such as investigating and resolving differences between the SLC and
University course and fee data to ensure the timely release of payments
7. Provide assistance and support to any projects undertaken by the Accounts Receivable
Manager, Accounts Receivable Team and the Finance Dept. as a whole, as and when
required.
8. To work effectively as part of a team and provide a welcoming, responsive and
professional service to all students ensuring all contacts are conducted with a focus on
ensuring a high quality ‘customer experience’.
9. To work closely with colleagues in the Accounts Receivable Team to continuously
improve the services offered by the department and the administrative processes and
systems which support them.
10. Assisting in the University’s registration and open days when required and attend
induction days to advise on finance issues
11. To conduct all tasks in compliance with the most current legislation and University policy
and procedures and to maintain confidentiality of all information according to the
principles of the Data Protection Act.
12. To undertake such duties as may be reasonably required by the Accounts Receivable
Manager.
Organisation chart:
Accounts
Receivable
Manager
Student Finance
Supervisor
Student Finance
Administrator
AR Administrator
Senior Student
Finance
Administrator
Senior Income
Team
Administrator
AR Income Team
Supervisor
Senior Income
Team
Administrator
Senior Cashier &
Treasury Analyst
(Reports to
Financial
Accountant)
Income Team
Administrator
Credit Control
Supervisor
Credit Controller
Person Specification
The Person Specification focuses on the knowledge, skills, experience and qualifications
required to undertake the role effectively. Please ensure that your application demonstrates how
you meet the essential criteria. You will be assessed by your completed application form (A), at
interview (I) and in some instances through an exercise (E).
Requirements
Essential
Measured
by:
Education and
Qualifications
Knowledge and skills
No specific qualifications are required for the role.
A/I
Able to demonstrate proficiency with the Microsoft
suite of programmes (Word, Excel, Outlook) and
able to learn new administrative systems as
appropriate.
A/I
Numeracy skills to be able to manage financial
queries in relation to fees, funding and ledger
transactions
A/I
Using University databases, able to check finance
information, input student data/information
accurately and analyse data for various reporting
purposes, both internally and externally.
A/I
Ability to pay close attention to detail.
A/I
Ability to work proactively and flexibly as part of the
Accounts Receivable Team, contributing to ongoing
service development and improvement with a clear
focus on customer satisfaction.
A/I
Able to prioritise a busy workload and cope with
conflicting demands with a ‘can do’ approach to
work and colleagues, confident in ability to take the
initiative and manage own workload and priorities/
tasks.
A/I
Understand the need for delivering excellent
customer service and maintain a student centred
approach at all times.
A/I
An ability to contribute to ongoing service
development and improvement, maintain a clear
focus on customer satisfaction and to make
suggestions which contribute to the efficiency of the
Accounts Receivable Team
A/I
Ability to source, assimilate and accurately interpret
appropriate guidance materials and to
A/I
update/amend standard documents as appropriate
Work experience
Managerial skills (all
managers)
Communication skills
Previous administrative experience gained within a
Higher Education or customer service environment
A/I
Experience of working effectively and proactively
within a team environment offering mutual support
and cover for others when needed
A/I
Not Applicable
Ability to offer clear and concise advice and guidance
to internal and external customers both verbally (in
person or on telephone) and in writing.
A/I
Ability to build and maintain positive relationships with
University staff, external suppliers and other
stakeholders
A/I
Able to write and complete standard letters, emails
and reports accurately and clearly and ensure good
presentation
A/I
Ability to understand the need for and maintain
confidentiality at all times when dealing with students
and their data in accordance with the Data Protection
Act
A/I
Interpersonal skills to deal sensitively, confidently and
appropriately with a diverse range of people and
situations across the University.
A/I
Written skills to be able to create reports, for example,
changes in procedures that would impact service
delivery
Other requirements
Desirable
A/I
The role holder will need to input large amounts of
data accurately onto the finance and student record
system
Up-to-date knowledge of Higher Education student
funding provision
A/I
Experience of providing administrative support to
students/customers in a Higher Education of Financial
environment
A/I
A/I
Additional Information
Job description prepared by: Mark Nichol
Date: