Job Description
The Role
To promote a flexible workforce, the University will consider applications from individuals seeking full time, part time, job share, or term time only working arrangements.
The post-holder will play an active role in contributing to the accounts payable and accounts receivable functions in the finance department. The post-holder will work under the direction of the Finance Operations Team Leader and play an active role in ensuring the successful delivery of these functions for the university.
The post-holder will ensure the effective exchange of information to students, in the finance department and across the University; and will build relationships both internally and externally to ensure that professional services are always provided.
Appointments are normally made within 4 - 8 weeks of the closing date
What you’ll do
Further Particulars
This job description is subject to review and amendment in the light of the changing needs of the University, to provide appropriate development opportunities and/or the addition of any other reasonable duties.
Main Duties & Responsibilities
1. Support the Accounts Payable and Accounts Receivable functions of the university as directed by the Finance Operations Team Leader.
2. To ensure that all invoices or expenses requests are correctly calculated, approved and coded.
3. To ensure that all payments/income transactions are completed and processed on a timely basis.
4. Utilise the ABW system to undertake financial process transactions, for example:
5. Matching and checking Purchase orders and Sales invoices.
6. Matching, checking and processing all income.
7. Entering purchase invoices onto the purchase ledger.
8. Processing staff and student expenses.
9. Completion of journals.
10. Check and reconcile data and records on student, supplier and customer accounts.
11. Liaise and respond to queries from staff, students, customers, suppliers and debtors.
12. Liaising with Student Loans Company on student finance matters.
13. Reconcile student data to the Student Loans Company database.
14. Raise charges, prepare data for inputting and input data directly into ABW.
15. Maintain records relating to debtors, suppliers and other bodies to ensure they remain up to date.
16. Maintaining a strong relationship with debtors, suppliers and internal stakeholders.
17. Send out relevant documentation to staff, students, customers, suppliers and debtors.
18. Investigate and resolve purchase and sales ledger queries as required.
19. General administration, such as telephone calls, emails, filing and departmental mail.
20. Deal with a high volume of incoming enquiries (via telephone and email).
21. Be prepared to undertake potentially sensitive conversations with students, signposting to the Finance Operations Team Leader or Team Support as necessary.
22. Regularly attend team meetings and participate in ongoing structured team training.
23. Attend and contribute to student-facing university events, such as debt clinics, graduation or welcome weekends, as directed by the Finance Operations Team Leader
24. The continuous development and maintenance of appropriate knowledge, skills and expertise to fulfil the requirements of the role, to include the Finance Department’s accountancy system, Agresso.
25. Contribute to the implementation of the university’s student and commercial debt collection processes as directed by the Finance Operations Team Leader
26. Assist with the management of the university’s aged debts and the preparation of information for the university’s appointed collection agents where required.
27. Assist in the reviewing of team tasks with the Finance Operations Team Leader and Team Support, assessing the ability to enhance, develop and curtail processes, or make them more efficient.
28. Assist in the implementation of new processes from time to time and as may be required by the Finance Operations Team Leader and the Head of Financial Operations and Compliance.
29. To become familiar with Aberystwyth University policies and comply with statutory obligations, such as GDPR.
Additional Responsibilities
30. Undertake other duties as assigned by your line manager, commensurate with the role's grade.
31. To be a flexible member of the team, supporting colleagues at peak times of workload and pressure including attendance at university events such as open days and graduation, which may include weekend work.
32. Promote equality of opportunity, and to support and uphold the University's commitment to diversity and inclusion in all aspects of your work.
33. To support the university strategy and underlining plans, engage in continuous personal and professional development in line with the demands of the role, including undertaking relevant training and development activities to develop yourself and support the development of others.
34. Fulfil health and safety responsibilities appropriate to the role, while actively promoting the personal health, safety, and wellbeing of staff and students as a member of the Aberystwyth community. Additionally, support the University’s commitment to environmental sustainability through responsible practices and engagement.
The above does not represent an exhaustive list of duties associated with this role.
Who you are – Qualifications, Experience, Knowledge and Skills required
Essential
1. GCSE equivalent in Mathematics and English
2. Demonstrate organisational skills.
3. Previous experience in office administration.
4. Previous experience of office teamwork with a degree of autonomy
5. Demonstrable knowledge and experience of finance system.
6. Strong interpersonal skills, including the ability to demonstrate good judgement, as well as to establish and nurture strong working relationships.
7. Good customer service skills in dealing with internal stakeholders such as students, customers and suppliers.
8. A professional, resourceful and proactive approach to anticipating and resolving problems, working to tight deadlines with accuracy and attention to detail.
9. A strong level of oral and written communication skills.
10. Attention to detail
11. Good Excel IT skills
12. Oral (spoken) and Written Welsh Level B1* or evidence to demonstrate an on- going commitment to learn Welsh to this level.
Desirable
35. Experience of working in an HE finances environment.
36. Knowledge of the HE sectors.
37. Oral (spoken) and Written Welsh Level B2.*
More information on Welsh Language Levels can be found at
How to apply
To promote a flexible workforce, the University will consider applications from individuals seeking full time, part time, job share, or term time only working arrangements.
Applications for this role must be made through jobs.aber.ac.uk. You are welcome to apply for any vacancy in Welsh or English and any application submitted will be treated equally.
Benefits
38. Flexible working policy
39. 36.5 – hour week for full-time roles
40. Generous leave entitlements – 27 days annual leave plus bank holidays and university closed days
41. Commitment to Professional Development
42. Enhanced contribution to our workplace pension schemes
43. Staff recognition and reward schemes
44. Opportunity to learn the Welsh language for free
45. Staff relocation bursary
46. Maternity, Paternity, Parental and Adoption Leave
47. Staff discount for gym facilities, hospitality, and retail on campus.
Please keep reading
We welcome applicants from all backgrounds and communities and, those that are currently underrepresented in our workforce. This includes but is not limited to Black, Asian and Minority Ethnic candidates, candidates with disabilities, and female candidates.
We are a Bilingual Institution which complies with the Welsh Language Standards and is committed to Equal Opportunities. You are welcome to apply for any vacancy in Welsh or English and any application submitted will be treated equally.
Employment Visa
Under the UK Government’s points-based system scheme, this role does not meet the criteria to be sponsored by Aberystwyth University (AU) for a Skilled Worker Route (SWR) application.