Key Responsibility 2. Key Responsibility 3

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1 UNVRSTY OF LNCOLN JOB SCRPTON JOB TTL: ccounts Receivable Supervisor PRTMNT: Finance LOCTON: Brayford Campus RPORTS TO: Finance Manager (Students and Student Systems) GR: 5 POST NUMBR: FS6048 T: November 2012 Context The Finance epartment consists of approximately 30 professional staff who have relationships with every area of the University at both a strategic and operational level. The role of Finance ranges from supporting the development of University strategy, to maintaining accurate accounting records and the safeguarding of assets. Job Purpose To provide a professional accounts receivable function to all areas of the University in accordance with the Financial Regulations and associated policies and procedures. To ensure that all University and University Subsidiary Companies income is billed and collected accurately and on a timely basis, and that bad debts are minimised. To maintain an accurate, reliable and up-to-date sales ledger. KY RSPONSBLTS Key Responsibility 1 Sales Ledger ssume overall responsibility for the accuracy and integrity of the sales ledger. nsure all processing activity carried out by the ccounts Receivable Officers is accurate, up to date and carried out in the most efficient and effective manner. nsure student payment plans are correctly reconciled and reflected in the ledgers. nsure all ledger house-keeping activity is carried out on a timely basis and items are matched and cleared as appropriate leaving all student and customer records clean and accurate. nsure credit balances are investigated and resolved on a timely basis. Review refunds to ensure that they are timely, accurate and supported by the appropriate evidence and authorisations. Carry out checks on the work of the ccounts Receivable Officers to ensure accuracy levels are being achieved. Where issues are identified develop an action plan to ensure corrective action is taken (eg. appropriate training and guidance etc). Liaise with other University epartments as appropriate (Registry, dmissions, Residential Services, nternational Office etc) as necessary to resolve accounts receivable related queries and anomolies. Page 1 of 5

2 Prepare the reconciliation of the sales ledger to the general ledger (sales ledger control account) on a monthly basis in accordance with agreed timescales. ctively monitor holding accounts ensuring that these are only used for genuine reasons, after appropriate sign-off and regularly cleared down in a timely manner. Key Responsibility 2 Credit Control To oversee the work of the Credit Controllers, ensuring the timely, efficient and effective management of debt levels. To continually review debt management policies and make recommendations to improve debt collection levels and minimise bad debts. To ensure debts are collected in the most cost efficient manner. To recommend appropriate actions regarding the follow up and collection of overdue debts utilising the services of debt collection partners as necessary. To assume control of all debtor balances which have advanced to legal action and liaise as necessary with solicitors/debt collection agencies to progress through to resolution. To actively monitor student debt collection in advance of graduation, ensuring that appropriate focus is on those due to graduate and recovering all outstanding debts. Key Responsibility 3 Staff Supervision and Management Supervise and manage the work of the ccounts Receivable Officers and the Credit Controllers. Support, coach and develop team members to facilitate their continuing professional development and to enable team members to be effective in their role. Continually monitor and give regular feedback on performance addressing any performance issues as and when appropriate, and developing action plans. Support the Finance Manager (Students and Student Systems) in setting team and individual objectives. Provide support and guidance to the Finance Manager (Students and Student Systems) during the PR period to ensure all team members receive an effective PR. Key Responsibility 4 Customer Service To deliver excellent customer service to students, parents and customers via , telephone and in person in accordance with the agreed standards of the Finance epartment and the University. To act as a role model and customer service champion to all team members. To ensure all epartmental standards, competencies, attitudes and behaviours are adhered to. To take appropriate action where team members are not delivering acceptable levels of customer service. To ensure that the ccounts Receivable box is being appropriately monitored with queries resolved in a timely and efficient manner. Page 2 of 5

3 Key Responsibility 5 Systems, Controls and Processes To assume overall control of the systems and processes within the function ensuring that they are effective, efficient and fit for purpose. To ensure that ccounts Receivable and Credit Control Officers are maintain accurate and up to date systems and process notes as applicable. To ensure that systems and process improvement are identified and delivered. To monitor daily, weekly and monthly task lists for all team members ensuring all tasks are carried out and task lists are accurate and updated as appropriate. To monitor compliance with all University Financial Regulations and immediately escalate any instances of non-compliance or areas of concern. To ensure that all business users of the accounts receivable function (eg. those raising sales orders or invoices etc) are fully aware of the Financial Regulations and adhere to them. To co-ordinate and provide training as appropriate. To work with the Finance Systems team member and CT on any accounts receivable related projects providing expert systems and process knowledge. Key Responsibility 6 Management nformation (M) and Reporting To oversee the delivery of all required month-end reports in an accurate and timely manner, and in accordance with the departmental month end timetable. To co-ordinate the delivery of other ad hoc reports in an accurate, efficient and effective manner as and when required. To ensure departmental quality standards are met on all M reports, with particular focus on those going external to Finance (eg. nternational Office, Study Group). To produce monthly KP reports for the function. To understand the team KPs and take the appropriate actions to deliver systematic improvement. Key Responsibility 7 Student nrolment To assist in the enrolment of students and operate enrolment kiosks as requested (including working outside of normal office hours when necessary). To co-ordinate and deliver the Finance training programme for enrolment ensuring all University staff members involved are fully trained in the relevant finance processes and have support available during the enrolment period. Represent Finance at the nrolment and nduction Working Group as required, ensuring all student financial processes are set up and ready for student intake. Other Key Responsibility 8 Take full ownership and responsibility for the ccess to Learning Fund (LF) working closely with Student Services to ensure all funds are administered and reconciled in a timely and accurate manner. Undertaking such duties as may reasonably be requested and that are commensurate with the nature and grade of this post. Page 3 of 5

4 TONL NFORMTON Scope & imensions of The Role Reports to Finance Manager (Students and Student Systems). Supervises four team members. Key Working Relationships nternal xternal Finance epartment cademic Registry dmissions Student Services Residential Services nternational Office CT Students (inc parents and guardians) Commercial customers (eg. Research bodies, University tenants) ebt collection agencies Key Networks nternal xternal nrolment and nduction Working Group uthor avid Braham HRB Jo dwards Page 4 of 5

5 UNVRSTY OF LNCOLN PRSON SPCFCTON Job Title: ccounts Receivable Supervisor Selection Criteria Post Number: FS6048 ssential () or esirable () Where videnced pplication (), nterview (), Presentation (P); References (R) Qualifications: GCS Maths and nglish at grade C or above (or equivalent) T qualified xperience: xperience of working in a high quality, pro-active and delivery focused accounts receivable and credit control function; xperience and understanding of a computerised accounting system; xperience of supervising staff (managing workloads, coaching, developing, providing feedback) xperience of the gresso system; xperience working in the Higher or Further ducation sector; ppreciation of the issues facing the Higher ducation sector. Skills and Knowledge: Competent user of the Microsoft Office suite of products, particularly xcel; Good understanding of accounts receivable and credit control processes; xcellent organisational and time management skills; Strong written and verbal communication skills; Good analysis and evaluation skills; xcellent and demonstrable numerical skills Competencies & Personal ttributes: ble to demonstrate use of initiative/self-starter; proactive customer focussed approach; ble to build effective internal and external working relationships; ble to remain calm in a demanding and pressured role, particularly when faced with competing demands; ble to meet deadlines and work with a high level of accuracy and attention to detail Business Requirements: CRB clearance will be required for this post ssential Requirements are those, without which, a candidate would not be able to do the job. esirable Requirements are those which would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements. Page 5 of 5

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