Finance Asisstant

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.

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 SAP 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 customer 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

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.

Location
Gloucester Building