Accounts Payable Assistant

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1 January 2016 Dear Applicant, Accounts Payable Assistant Thank you for your enquiry. Please find enclosed a job description, including pay and benefits, relating to the post of Accounts Payable Assistant. An application form and equal opportunities monitoring form should be returned to me by 24 January 2016 (either through the post or via .) Both forms are available to download from the website on the Work at the RCA page. Please note it is vital that all sections of this form are completed. The Additional Information section is particularly important to the selection process; you should use this to outline the skills, knowledge and experience that you have which specifically relate to the job description and person specification for the post. You may continue on separate sheets if necessary. If you are disabled and require help completing your application form, or if you will require help or special facilities should you be shortlisted for interview, please telephone me, in confidence, on or me on Completed application forms should be sent to or HR Assistant, Royal College of Art, Kensington Gore, London SW7 2EU. We look forward to receiving your application. Yours sincerely LAURA ROGAN HR Administrator

2 ROYAL COLLEGE OF ART JOB DESCRIPTION Post: Department: Accounts Payable Assistant Finance Grade: 5 Responsible to: Head of Financial Accounting Background: The Royal College of Art is the world s most influential institution of university status devoted to the study of art, design, humanities and communication and has an international reputation for excellence in teaching, practice and research. The College has some 1,550 students following postgraduate courses and staff, both full and part-time, totalling approximately 400. The College is located on two sites in Central London, in South Kensington and Battersea. The main campus in South Kensington includes among its neighbours the Royal College of Music, Imperial College London, the Victoria & Albert Museum, the Natural History Museum and the National Museum of Science and Industry. The completion and opening of the Dyson Building in 2012 has also seen the dramatic expansion of the Battersea Campus, which now hosts the School of Fine Art, as well as InnovationRCA, the knowledge exchange and commercialisation centre of the RCA. As the Battersea campus undergoes major development and grows in capacity, it is anticipated that it will host additional programmes. The College boasts numerous eminent graduates and a remarkable record of graduate employment. Truly a leader in its field, its excellence in teaching and research has been consistently recognised as being of the highest standing. The REF 2014 results cemented the RCA's position as the UK s leading university of art and design, with its research gaining more 4* ratings than any of its competitors. Crucially the College was rated 100% 4*and 3* in both impact and environment. The College sustains a tradition of creative and intellectual excellence combined with a modern work culture that supports diversity, equal opportunity and work/life balance.

3 Purpose of Role Operating within the Finance team, the Accounts Payable Assistant will be responsible for supporting and developing the College s payment services. Working to the Head of Financial Accounting and with the Accounts Payable Officer, the role holder will support the delivery of high quality accounts payable service to the College and its stakeholders. The role holder is expected to ensure that payments to suppliers & stakeholders are made to contractual terms or service level agreements. In addition, the role holder will promote the service across the College, identifying potential risk and ensuring controls are in place & operating effectively, in support of the Accounts Payable Officer. Accounts Payable encompasses, processing invoices (including scanning), customer service, reconciliations, preparation of Bacs submissions, non-staff and staff expenses, international payments and highlighting risk and potential fraud. The role holder will work with the Accounts Payable Officer, the Head of Financial Accounting, a wide range of College staff on accounts payable issues and external suppliers. Key responsibilities Ensure payments are processed in accordance with College policies and controls. Sort, and distribute different forms of prime documents coming into the College. Identifying urgent & critical documents ensuring processed in a timely manner. Accurate and efficient processing of all payments to students and payments of expenses to staff. Scanning and registering of invoices into Agresso. Process credit notes in Agresso. Prepare BACS runs according to targets. Ensuring accuracy and controls assurance & audit are met. Deliver a high quality customer service at all times.. Promote the College s regulations on purchase orders and payments and promote appropriate Service Level Agreements. Maintain & develop expert technical knowledge of Agresso Accounts Payables/procurement modules and provide assistance & training to College users in the requisition/purchase order process. Ensure potential risk/fraud is investigated & audit controls are adhered to. Reporting any finding to the Head of Financial Accounting. Deputise for the Accounts Payable Officer in their absence. Undertake any other duties requested by the Head of Financial Accounting.

4 Person Specification Essential AAT qualified or knowledge of working in Accounts Payable. Excellent keyboard skills to enable efficient & effective document processing & attention to detail Understanding & detailed experience of month end processes ensuring delivery to strict deadlines. Able to communicate & report back effectively to the Head of Financial Accounting. Ability to work under pressure and meet tight deadlines. Provide high level customer service at all times. Must be able to handle sensitive & confidential issues, keeping the Head of Financial Accounting/Accounts Payable Officer informed at all times. Excellent communication skills with the ability to communicate effectively within the College with students and staff and externally with suppliers. Ability to work under pressure & to tight deadlines Proven track record of work experience, demonstrating practical & theoretical knowledge Ability to prioritise & delegate as required. Desirable Experience of working within a Higher Education Finance department. Knowledge of Agresso core finance & procurement modules Additional Information: 35 hours per week, 9.30am to 5.30pm Monday to Friday with an hour each day for lunch Salary: 26,203-29,121 per annum inclusive of 2,584 London Allowance 25 days annual leave per annum plus extended break at Christmas A contributory defined benefit pension scheme and interest free season ticket loan are available

5 ROYAL COLLEGE OF ART PAY & BENEFITS Pay Structures Staff at the Royal College of Art are paid within one of eleven grades on the national 51 point pay spine. The salary quoted in the job description is a range because it shows the entire grade assigned to the job. The salary offered to the successful candidate depends upon their experience and previous salary. Once appointed, staff (if in post by 31 March) will move to the next point on the salary scale each year on 1 August until they reach the maximum of the scale. In addition to these increments, a percentage rise will be negotiated nationally with the unions each year, and will also be awarded from 1 August each year. Pension Scheme The College operates the Superannuation Scheme of the University of London (SAUL) Career Average Revalued Earnings (CARE) pension scheme. The College will contribute a sum equal to 13% of your salary while you pay 6%. Enhanced sick pay Occupational sick pay is offered after six months service of three months full pay followed by three months half pay. Enhanced maternity and adoption pay Qualifying employees are entitled to enhanced maternity/adoption pay: 26 weeks full pay, 13 weeks Statutory Maternity/Adoption Pay. This compares to the statutory provision of 90% of average pay for 6 weeks followed by Statutory Maternity/Adoption Pay for 33 weeks. Enhanced paternity pay Qualifying employees are entitled to two weeks paternity leave entitlement at full pay. This compares to the statutory provision of two weeks pay at the statutory rate. Compassionate and Parental Leave The College will give sympathetic consideration to requests for compassionate leave, dependent upon individual circumstances. Occupational Health Occupational Health support for the College is provided by Imperial College s Occupational Health Service at their South Kensington Campus. 24/7 confidential support Staff and their household members have access to a free, external confidential support service for work, financial, legal, family and personal problems 24 hours a day, 365 days a year.

6 Staff Development The College s commitment to staff development is expressed through the Staff Development Policy, which includes the following statement: The Royal College of Art is committed to the support and promotion of relevant staff development and training. Staff Development is defined as policies, procedures and practices designed to develop the knowledge, skills and attitudes of staff and, by so doing, to improve the effectiveness and efficiency both of the individual and the College. The Royal College of Art is committed to the development of all categories of its staff and recognises that the efficient and effective functioning of the College depends on its support and provision of staff development activities for academic and non-academic staff alike at all levels. A full copy of the policy is available upon request. Season Ticket Loans Interest-free pay advances are available for staff to purchase annual season tickets. Holiday 5 weeks (25 days) paid leave per annum plus Bank and Public holidays normally observed in England and Wales. In addition, the College is normally closed for six days a year one day either side of Easter and the remainder between Christmas and New Year. Part-time staff will be entitled to the pro-rata equivalent. Cycle to Work Scheme The Royal College of Art has signed up to the Cycle to Work Scheme part of the government's Green Transport Initiative which allows employees to make significant savings on new bikes and/or safety equipment. Childcare Vouchers The Royal College of Art enables staff to purchase childcare vouchers, through its partner Edenred, as a salary sacrifice scheme. Childcare vouchers can enable parents to pay for childcare from pre-tax and national insurance income. Computing Services The RCA s licensing arrangements allow staff to access software and services at home while employed at the College. Software available includes Microsoft Office (Word, Outlook, Excel, PowerPoint), Adobe Creative Cloud Suite (Photoshop, Illustrator, Indesign etc) and Kaspersky Antivirus software. The College offers free online training tutorials for over 300 software titles for use on both Macs and PCs. Staff can also access their RCA accounts and the College Intranet services from home and full remote access using VPN. Free Wireless Internet can also be used at any institution offering Eduroam.

7 Student Restaurant and Senior Common Room Staff are entitled to use the Student Restaurant, Snackbar and RCafé, which provides reasonably priced hot food and snacks through the day. The Senior Common Room serves a more formal menu every lunchtime during term time. Drawing Classes The Drawing Studio runs weekly drawing classes during term-time which are free for staff to attend. Library All staff are welcome to join the College Library. Events All staff are welcome to attend exhibitions, lectures and private views held by academic schools and programmes.

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