Finance and Funding Assistant in Glasgow

While all of the Finance and Funding Assistant Grade 3 Staff have the same Job Description, the main focus of this role is on Purchase Ledger experience. 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.

Key Responsibilities

• 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.
• 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.

Skills, Knowledge and Expertise

• 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.

Benefits

Why work at Glasgow Kelvin:

• Access to a generous Local Government Pension Scheme.
• Hybrid working (dependent on 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.