Finance Assistant

To support delivery of a flexible, responsive, and efficient purchase-to-pay process that not only strives to provide excellent service to University colleagues and other stakeholders, but also to maintain high levels of compliance and data quality.

Please note: This is not suitable for a current student as this is a full time position.

Duties and responsibilities

Responsibilities

Invoice Processing and Delivery Confirmations

• Process hardcopy and emailed invoices in line with regulations and procedures
• Allocate invoices against the correct PO lines, liaising with requesters if necessary
• Liaise with appropriate staff across the University to obtain confirmations of delivery of goods/services
• Chase for prompt responses and pass invoices for payment in line with the department’s policy.
• Maintain electronic record of confirmations for audit purposes
• Check supplier statements and act as first point of contact for suppliers with respect to current orders and outstanding invoices

Payments to suppliers, staff & students

• Input supplier invoices, credit notes, and miscellaneous requests for payment into ORACLE and Western Union accurately, on a timely basis and in accordance with agreed payment terms
• Ensure VAT on invoices and credit notes is correct, requesting changes where necessary
• Check for any duplicate payments and take appropriate action as necessary
• Input into the finance system, accurately and on a timely basis, Guest Lecturer payments, student bursaries, Season Ticket and other advances and additional payments
• Ensure all payments are appropriately authorised and correctly coded

Process Improvement

• Support the testing and implementation of new Finance systems and processes, working with the Finance Process Improvement Team as required
• Assist with system testing as required
• Report system and process failures promptly to Finance management
• Identify and suggest improvements to Finance processes

Reputation and customer service

• Strive to achieve and maintain for the Purchasing & Payments Team and the Finance function a reputation for excellent service as you perform your
• Strive to achieve and maintain for City University London a reputation as an excellent business partner and employer as you perform your
• Treat the information to which you have been entrusted with the required degree of sensitivity, confidentiality and security
• Respond to queries from suppliers and staff in a courteous and professional manner, and be proactive in investigating and resolving issues promptly and helpfully
• Provide guidance to staff on processes and regulations, and ensure staff are informed of legislative and procedural changes which impact on them
• Liaise with colleagues in other teams where appropriate to ensure a prompt and consistent response to customers and issues.

Skills and experience

• Numerate, analytical and professional approach
• Technical systems and finance knowledge commensurate with the tasks above
• The ability to communicate with confidence at all levels, verbally and in writing
• The ability to operate independently
• A strong customer focus.
• Excellent IT skills

Experience of working in a purchasing, accounts payable, finance and/or service is preferred.

Experience of working in payments/AP previously including working with a finance system such as SAP or Oracle preffered.

Location
Clerkenwell, London