Job Description

Job Title: Finance Assistant

Hours: 37.5 hours per week

Location: Chaucer College, Canterbury, working at Kingsgate College as required

Line Manager: Finance Officer

Main purpose of job: To provide financial and administrative support to the College, in particular to the Finance Officer and Finance Manager as required.

Key Tasks:1. Purchase Orders Typing of orders as requested, having them signed before being sent to

suppliers. Receipt of delivery notes, link with order. Receive invoice, match with order and obtain authorisation(s).

2. Purchase ledger Invoice Enter invoice onto Sage. Maintain folders of Paid and Unpaid Invoices and other paperwork. Assisting with any queries on invoices and providing copies where necessary.

3. Purchase Ledger payments From the suggested payments list compile the bundle of invoices by supplier

ensuring invoices and balances are due for payment (BACS and cheque). Enter and allocate purchase ledger payments onto Sage. Supplier statement reconciliations matching invoices and credit notes entered on

Sage to payments made and refunds received.

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4. Purchase Ledger Analysis

Provide Catering department with a breakdown of monthly spend.

5. Petty Cash (sales receipts and expenditure)

Ensure expense claims adhere to the Expenses Policy and process claims. Details of income and expenses to be logged onto Excel spreadsheet using petty

cash and receipt slips for each company. Transactions entered onto Sage. Petty cash tins to be balanced every week. Receipts to be issued for all incoming cash and cheques. Prepare banking of cash and cheques and accompany the Finance Manager to

the bank when large amounts of cash are involved. Cheques received and issued to be scanned and logged on the Finance area of

the shared drive.

6. Credit Cards

Process monthly credit cards ensuring all receipts are received and entered onto Sage

Ensuring all credit card expenditure is approved in line with company policy

7. Accommodation

Receive and file student accommodation license agreements from the Accommodation Manager.

Maintain records of payments through Flywire, credit card, cheque and cash on Excel, Sage and Fidelo as necessary.

Damage and booking deposits to be recorded to ensure payment received and eligible for refunds.

8. IELTS

Issuing receipts for IELTS payments received by post. Issuing receipts to office visitors and photocopying the candidate’s passport/ID. Issuing invoices to organisations who have not paid or have credit accounts.

9. Porters Lodge

Balance Porters Cash Tin before the change of day time Porters shift. Process any sales income such as phone cards and meal tickets

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10. Tuck Shop & Vending Machines

Ensure the shop has a float for sale of food, drinks and merchandise and receipting the sales.

Reconcile daily takings and stock items

11. Change Machine

Ensure sufficient change is kept in the change machine by recycling change received from vending and washing machines.

Advise Finance Officer when there is insufficient change at the college and prepare cheque or cash for changing.

Deal with errors of the machine causing it to be out of order. Assist with coin change machine refilling and troubleshooting

12. Homestay

Assist Accommodation Manager in the production of weekly payment lists. Send remittance advices to homestay families informing them of payments to be

received. Ensuring the college has bank details of homestay families and issuing cheques

when details are not available.

13. Ad hoc Duties

Collect monies from washing machines in accommodation blocks on a weekly basis or as required. The collection should be counted, recorded and total receipt amounts passed to Finance Officer on a weekly basis

Assist with the collection and counting of vending machine takings Assist with the collection of student activity monies

14. Administration duties Carry out reception duties, taking payments or petty cash reimbursements as

and when required Maintain the monthly catering stock records Assist with the annual archiving of finance records Assist with administration duties for other departments as required including

Reception and the College Shop To carry out other job related tasks as necessary and appropriate to the level of

accountability

Person Specification:Essential Desirable

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Knowledge & Experience

Proven financial administrative experience

Experience of Sage 200

Knowledge of Microsoft Office (including Outlook, Word, Excel)

Experience in Cash Handling and dealing with credit card payments

Skills, abilities & attitude

Organised, with the ability to prioritise workload with competing priorities

Able to work co-operatively and to be a good team member with a professional manner

Accuracy and attention to detail

Able to use initiative to problem solve and to work with minimal supervision

Able to communicate effectively both verbally and in writing with a range of people from suppliers, students to senior management

Qualifications GCSE Maths and English or equivalent

AAT Level 1/2

January 2018

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