Finance Transactions Assistant (Internal only)

University of Stirling
January 22, 2023
Contact:N/A
Offerd Salary:£21,197-£23,144
Location:N/A
Working address:N/A
Contract Type:Open-ended
Working Time:Full time
Working type:N/A
Ref info:N/A
Finance Transactions Assistant (Internal only) Apply Post Details

Internal applicants only

Full time Open ended

The closing date for applications is midnight on Sunday 22 January 2023. Interviews are expected to take place on Wednesday 25 January 2023.

There is an expectation that work will be undertaken in the UK.

This role is not eligible for sponsorship. Applicants require to have existing right to work in the UK.

The University of Stirling recognises that a diverse workforce benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers and welcome applications from those who would contribute to further diversification of our staff and ensure that equality, diversity and inclusion is woven into the substance of the role. We strongly encourage applications from people from diverse backgrounds including gender, identity, race, age, class, and ethnicity.

The Post

This role is within the Finance Operations team, which delivers all areas of financial processing in accordance with the University's procedures, policies and regulations, and reports to the Finance Operations Team Manager.

Whilst the post holder will focus on specific transactional processes, there should be a willingness to be flexible about the processes allocated to them as such needs arise. This will be under the direction of the Finance Operations Team Manager and ensure the efficient and effective financial processing of all incoming and outgoing cash transactions across the University.

Attention to detail and accuracy are paramount due to the regulatory requirements of the role.

Description of Duties

Key Duties and Responsibilities

The post holder will be required to be familiar with a range of processes that are within the remit of the Financial Operations Team, enabling them to take on a variety of tasks as required and to support other members of the team. These tasks will include, but not be limited to:

Accounts Payable

  • Processing of all supplier invoices and credit notes, plus manual and ad hoc requests for non-staff and students
  • Processing of all payment runs (BACS, CHAPS and foreign payments) and issue of remittance advices
  • Management of external supplier accounts to minimise financial risk and recovery of balances
  • Administration of applications for and issue of staff purchasing cards
  • Monitoring and exception reporting for staff expenses and purchasing card claims
  • Accounts Receivable

  • Delivery of the University's debt management procedures, including debtor contact, and recommendation of proposed sanctions, payment plans, external debt collection agency referrals and legal action
  • Monitoring, reporting and reconciling of bad debt write-offs and provisions, including notification and escalation to relevant stakeholders
  • Management of external customer accounts to minimise financial risk and recovery of balances
  • Cash Operations

  • Transmission and control of all outgoing payments
  • Processing and allocation of all incoming receipts
  • Counting, reconciliation and banking of all physical cash received by the University, including investigation and escalation of discrepancies and shortages
  • Provision of appropriate security arrangements for all physical cash held on the university campus
  • Management of cash handling risk assessments and audit spot checks
  • Management and control of all till, petty cash and other cash floats, ensuring levels of physical cash are minimised across the University
  • Banking Operations

  • Reconciling the University and subsidiary bank accounts, analysing and following up reconciling discrepancies and processing all transactions timeously. Ensuring that all income is matched and coded to the right income stream
  • Reviewing overseas transactions to identify and account for VAT on cross- border supplies which are subject to the reverse charge mechanism
  • Supporting the day-to-day administration of the University appointed Travel Management Company
  • Supporting the management of the Insurance portfolio on a day-to-day basis ensuring the effective administration of all insurance matters
  • The Finance Department delivers a financial service to the whole of the organisation, and therefore it is important to ensure that the University business needs are met, whilst also considering the career development of its staff. Whilst the post holder may initially focus on a specific transactional processes, there should be a willingness to be flexible about the processes allocated to them as such needs arise.

    As the Department/Faculty and the post-holder develop, there will inevitably be some changes to the duties for which the post is responsible, and possibly to the emphasis of the post itself. The University expects that the post- holder will recognise this and will adopt a flexible approach to work. This could include undertaking relevant training where necessary. Should significant changes to the job purpose become necessary, the post-holder will be consulted and the changes reflected in a revised job purpose.

    Essential Criteria

    Qualifications

  • Vocational qualifications plus several years relevant work experience
  • OR

  • Learning gained through work experience of a number of years. Will include short courses and other formal training
  • Knowledge & Experience

  • Several years experience in an Accounts Payable and/or Accounts Receivable environment
  • Experience of providing customer service (internal and external)
  • Desirable Criteria

    Skills & Attributes

  • Ability to work as part of a team
  • High level of accuracy with attention to detail
  • Work independently without undue supervision
  • Effective working knowledge of Excel
  • Proficient with Accounting software packages
  • Behaviours and Competencies

    The role holder will be required to evidence that they can meet the qualities associated with the following behavioural competencies, as detailed within the AUA Competency Framework.

  • Managing self and personal skills Being aware of your own behaviour and mindful of how it impacts on others, enhancing personal skills to adapt professional practice accordingly.

  • Delivering excellent service Providing the best quality service to external and internal clients. Building genuine and open long-term relationships in order to drive up service standards.

  • Finding solutions Taking a holistic view and working enthusiastically to analyse problems and to develop workable solutions. Identifying opportunities for innovation.

  • Embracing change Being open to and engaging with new ideas and ways of working. Adjusting to unfamiliar situations, shifting demands and changing roles.

  • Using resources effectively Identifying and making the most productive use of resources including people, time, information, networks and budgets.

  • The University

    The University of Stirling is committed to providing education with a purpose and carrying out research which has a positive impact on communities across the globe – addressing real issues, providing solutions and helping to shape society. Stirling is 4th in Scotland and 43rd in the UK for research impact, with 87% of its research having an outstanding or very considerable impact on society – and more than 80% rated either world leading or internationally excellent (Research Excellence Framework 2021). Interdisciplinary in its approach, Stirling's research informs its teaching curriculum and facilitates opportunities for knowledge exchange and collaboration between staff, students, industry partners and the wider community.

    The University of Stirling is ranked among the top 30 UK universities for student satisfaction (National Student Survey) and top 10 in the UK for postgraduate student experience (Postgraduate Taught Experience Survey), and has an overall five-star rating in the QS Stars University Ratings.

    More than 17,000 students study with the University of Stirling globally, with over 120 nationalities represented on its scenic central Scotland campus alone. The campus – also home to 1,700 staff – has its own loch and castle, and a recent multi-million-pound redevelopment has delivered modern, flexible, and digitally connected study and social spaces at the heart of campus, including enhanced student support and retail and catering outlets.

    The University has twice been recognised with a Queen's Anniversary Prize – the first for its Institute for Social Marketing and Health (2014) and the second for its Institute of Aquaculture (2019). Stirling is Scotland's University for Sporting Excellence and its recently redeveloped world-class facilities provide the perfect training environment for the University's sports scholars – many of whom compete at the highest level, including at the Olympics and Commonwealth Games – and for students, staff, and the wider community.

    As a signatory to the £214 million Stirling and Clackmannanshire City Region Deal, the University is driving productivity and inclusive growth across the Forth Valley, and beyond. Through pioneering collaborative solutions to global challenges, researchers are putting innovation, skills, and partnership at the heart of a sustainable economic recovery. www. stir.ac.uk @stiruni

    Job number

    SERV01618

    Contract Type

    Open Ended

    Closing date

    22-Jan-2023

    Location:

    Stirling Campus

    Grade

    Grade4 £21,197-£23,144 p.a.

    Faculty/Service

    Finance Post Details

    Internal applicants only

    Full time Open ended

    The closing date for applications is midnight on Sunday 22 January 2023. Interviews are expected to take place on Wednesday 25 January 2023.

    There is an expectation that work will be undertaken in the UK.

    This role is not eligible for sponsorship. Applicants require to have existing right to work in the UK.

    The University of Stirling recognises that a diverse workforce benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers and welcome applications from those who would contribute to further diversification of our staff and ensure that equality, diversity and inclusion is woven into the substance of the role. We strongly encourage applications from people from diverse backgrounds including gender, identity, race, age, class, and ethnicity.

    The Post

    This role is within the Finance Operations team, which delivers all areas of financial processing in accordance with the University's procedures, policies and regulations, and reports to the Finance Operations Team Manager.

    Whilst the post holder will focus on specific transactional processes, there should be a willingness to be flexible about the processes allocated to them as such needs arise. This will be under the direction of the Finance Operations Team Manager and ensure the efficient and effective financial processing of all incoming and outgoing cash transactions across the University.

    Attention to detail and accuracy are paramount due to the regulatory requirements of the role.

    Description of Duties

    Key Duties and Responsibilities

    The post holder will be required to be familiar with a range of processes that are within the remit of the Financial Operations Team, enabling them to take on a variety of tasks as required and to support other members of the team. These tasks will include, but not be limited to:

    Accounts Payable

  • Processing of all supplier invoices and credit notes, plus manual and ad hoc requests for non-staff and students
  • Processing of all payment runs (BACS, CHAPS and foreign payments) and issue of remittance advices
  • Management of external supplier accounts to minimise financial risk and recovery of balances
  • Administration of applications for and issue of staff purchasing cards
  • Monitoring and exception reporting for staff expenses and purchasing card claims
  • Accounts Receivable

  • Delivery of the University's debt management procedures, including debtor contact, and recommendation of proposed sanctions, payment plans, external debt collection agency referrals and legal action
  • Monitoring, reporting and reconciling of bad debt write-offs and provisions, including notification and escalation to relevant stakeholders
  • Management of external customer accounts to minimise financial risk and recovery of balances
  • Cash Operations

  • Transmission and control of all outgoing payments
  • Processing and allocation of all incoming receipts
  • Counting, reconciliation and banking of all physical cash received by the University, including investigation and escalation of discrepancies and shortages
  • Provision of appropriate security arrangements for all physical cash held on the university campus
  • Management of cash handling risk assessments and audit spot checks
  • Management and control of all till, petty cash and other cash floats, ensuring levels of physical cash are minimised across the University
  • Banking Operations

  • Reconciling the University and subsidiary bank accounts, analysing and following up reconciling discrepancies and processing all transactions timeously. Ensuring that all income is matched and coded to the right income stream
  • Reviewing overseas transactions to identify and account for VAT on cross- border supplies which are subject to the reverse charge mechanism
  • Supporting the day-to-day administration of the University appointed Travel Management Company
  • Supporting the management of the Insurance portfolio on a day-to-day basis ensuring the effective administration of all insurance matters
  • The Finance Department delivers a financial service to the whole of the organisation, and therefore it is important to ensure that the University business needs are met, whilst also considering the career development of its staff. Whilst the post holder may initially focus on a specific transactional processes, there should be a willingness to be flexible about the processes allocated to them as such needs arise.

    As the Department/Faculty and the post-holder develop, there will inevitably be some changes to the duties for which the post is responsible, and possibly to the emphasis of the post itself. The University expects that the post- holder will recognise this and will adopt a flexible approach to work. This could include undertaking relevant training where necessary. Should significant changes to the job purpose become necessary, the post-holder will be consulted and the changes reflected in a revised job purpose.

    Essential Criteria

    Qualifications

  • Vocational qualifications plus several years relevant work experience
  • OR

  • Learning gained through work experience of a number of years. Will include short courses and other formal training
  • Knowledge & Experience

  • Several years experience in an Accounts Payable and/or Accounts Receivable environment
  • Experience of providing customer service (internal and external)
  • Desirable Criteria

    Skills & Attributes

  • Ability to work as part of a team
  • High level of accuracy with attention to detail
  • Work independently without undue supervision
  • Effective working knowledge of Excel
  • Proficient with Accounting software packages
  • Behaviours and Competencies

    The role holder will be required to evidence that they can meet the qualities associated with the following behavioural competencies, as detailed within the AUA Competency Framework.

  • Managing self and personal skills Being aware of your own behaviour and mindful of how it impacts on others, enhancing personal skills to adapt professional practice accordingly.

  • Delivering excellent service Providing the best quality service to external and internal clients. Building genuine and open long-term relationships in order to drive up service standards.

  • Finding solutions Taking a holistic view and working enthusiastically to analyse problems and to develop workable solutions. Identifying opportunities for innovation.

  • Embracing change Being open to and engaging with new ideas and ways of working. Adjusting to unfamiliar situations, shifting demands and changing roles.

  • Using resources effectively Identifying and making the most productive use of resources including people, time, information, networks and budgets.

  • The University

    The University of Stirling is committed to providing education with a purpose and carrying out research which has a positive impact on communities across the globe – addressing real issues, providing solutions and helping to shape society. Stirling is 4th in Scotland and 43rd in the UK for research impact, with 87% of its research having an outstanding or very considerable impact on society – and more than 80% rated either world leading or internationally excellent (Research Excellence Framework 2021). Interdisciplinary in its approach, Stirling's research informs its teaching curriculum and facilitates opportunities for knowledge exchange and collaboration between staff, students, industry partners and the wider community.

    The University of Stirling is ranked among the top 30 UK universities for student satisfaction (National Student Survey) and top 10 in the UK for postgraduate student experience (Postgraduate Taught Experience Survey), and has an overall five-star rating in the QS Stars University Ratings.

    More than 17,000 students study with the University of Stirling globally, with over 120 nationalities represented on its scenic central Scotland campus alone. The campus – also home to 1,700 staff – has its own loch and castle, and a recent multi-million-pound redevelopment has delivered modern, flexible, and digitally connected study and social spaces at the heart of campus, including enhanced student support and retail and catering outlets.

    The University has twice been recognised with a Queen's Anniversary Prize – the first for its Institute for Social Marketing and Health (2014) and the second for its Institute of Aquaculture (2019). Stirling is Scotland's University for Sporting Excellence and its recently redeveloped world-class facilities provide the perfect training environment for the University's sports scholars – many of whom compete at the highest level, including at the Olympics and Commonwealth Games – and for students, staff, and the wider community.

    As a signatory to the £214 million Stirling and Clackmannanshire City Region Deal, the University is driving productivity and inclusive growth across the Forth Valley, and beyond. Through pioneering collaborative solutions to global challenges, researchers are putting innovation, skills, and partnership at the heart of a sustainable economic recovery. www. stir.ac.uk @stiruni

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